The Membership page of the UCML website needs to be amended to reflect this change.

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1 UCML Treasurer s report Elodie Vialleton March 2015 Executive meeting Collection of subscriptions fees in New membership fees As agreed at our AGM in July 2014, as of 2015 the membership fee for Universities is increasing to 200. There is no increase for associations, our fee remaining at 100. The Membership page of the UCML website needs to be amended to reflect this change. 2. New proposed process Discussions with LLAS have taken place to agree on a process to allow UCML to collect membership fees directly from I would like to record thanks to Marie Weaver for her helpful advice and support in our discussions. In the past years, LLAS collected membership fees on our behalf, using the financial systems of the University of Southampton to confirm members wishes to renew their membership, to receive purchase orders and raise invoices when appropriate, and to collect moneys, including through online payments. The challenge was to create a system to transfer these processes, and to transfer the database of UCML members with details about their treasurers, currently maintained by the University of Southampton. The attached documents (pp. 3-5) describe the proposed process. They include: - a flowchart summarising the process and how it is proposed to assign responsibilities to LLAS, the UCML Treasurer and the UCML Secretary; - draft versions of proposed membership renewal forms. The Executive committee is asked to discuss and confirm whether the proposed process would be suitable. 3. Online payments LLAS have provided us with the following information regarding membership payments in 2014: Universities Associations Payments by invoice 29 6 Online payments 45 3 Payments by cheque 1 7 Payments by bank transfer 1 (Soton internal transfer) 5 This shows that the majority of our members paid their membership fee online in 2014; this was done using the University of Southampton online payment system. UCML therefore no longer have a system in place to collect online payments. Online payments make the process of membership renewals easier because they do not require issuing purchase orders and invoices. A quick survey of subject association websites has shown that a number of them currently use Paypal to collect membership fees online. For examples please refer to the following pages: - BAAL: - AFLS: afls/ - Association of Hispanists: in- euros/ 1

2 I contacted Paypal and confirm that we could use their pay button system to collect fees online, as described on this page: started- payment- buttons Using this, payments can be made either with a Paypal account or using credit or debit cards. Paypal charges are taken at the source, based on volume of transactions, calculated monthly as follows: There are lower charges for non- profit organisations but in the UK they only apply to registered charities and would therefore not apply to us. If the highest fee level applied to us every month, based on 2014 data the total charges would be : Universities: Associations: TOTAL 3.4% of fees charged 0.20 per transaction Total 45 x 200 x 3.4% = x 0.20 = x 100 x 3.4% = x 0.20 = The Executive committee is asked to discuss whether UCML should use Paypal for online payments. This would require changes to the Membership page on the UCML website, adding a Paypal payment button for each membership fee level. We could provide copies of the membership forms online too. The membership renewal forms would then be amended to include the online payment option. 2

3 Proposed"procedure"for"the"collection"of"UCML"membership"fees"in"2015" ElodieVialleton,updated15March2015 1"""LLASissuesmembershiprenewalformstoallcurrentUCML members.thisissentby ,usingllas'scurrentdatabase. TheformprovidesUCML'sbankdetailsforBACSpayments.Any chequesaretobepayabletoucmlandtobesenttotheucml treasurer.noonlinepaymentopeoniscurrentlyavailable. 2""""Membersconfirmtheirmembershipanddetailsbyreturningthe formtotheucmltreasurerby orpost. IfrequiredmembersissuepurchaseorderstotheUCMLtreasurerwho producesandsendsthemaninvoice. MembersmakeaBACSorchequepaymentdirectlytoUCML. 3""""TheUCML"treasurer"casheschequesandcheckstheUCMLbank accountforbacspayments.paymentsarecheckedagainstmembership renewalforms. Thetreasurerregularlyupdatesadatabaseofpaidupmembers(shared withtheucmlsecretary). 4""""TheUCML"secretary"regularlychecksthelistofpaidupmembers andchaseslateormissingpayments. Ifanewmembershipformisneeded:gobacktostep1. Ifnot,liaisewithtreasurerandgobacktostep2. 3

4 University*Council*for*Modern*Languages**** *University*Membership*renewal*Form* ThewayUCMLiscollectingmembershipfeesischanging.From2015,feeswillbecollecteddirectlybyUCML (notbytheuniversityofsouthampton).pleaseensurethatyouruniversityfinancedeptisawareofthis.the UCMLbankaccountdetailsare: Bank Name NatWest Account No BIC NWBK GB 2L Sort Code IBAN GB71 NWBK TheUCMLTreasurerdetailsare: Dr Elodie Vialleton, UCML Honorary Treasurer Department of Languages The Open University Walton Hall Milton Keynes MK7 6AA AsvotedastheUCMLAnnualGeneralMeetingof4July2014(item4.6intheminutes),from2015the membershipfeeforhighereducationinstitutionshasbeensetto 200. Torenewyourmembership,pleasecheckdetailsbelow,alterisnecessary,andsupplyanofficialPurchase Ordernumberifapplicable. NameofAssociation Address Nameofrepresentative addressofrepresentative Nameoftreasurer addressoftreasurer IwishtorenewtheUCMLmembershipformyuniversity. Pleaseinvoice..againstPurchaseOrdernumber Iwillsendachequepayableto UCML totheucmltreasurer Iwillmakeabanktransfertothe UCML bankaccount. Nameandsignature:.. Date:.. Foranyenquiries,pleasecontact: 4

5 University*Council*for*Modern*Languages**** *Association*Membership*renewal*Form* ThewayUCMLiscollectingmembershipfeesischanging.From2015,feeswillbecollecteddirectlyby UCML(notbytheUniversityofSouthampton).PleaseensurethatyourUniversityFinanceDeptisawareof this.theucmlbankaccountdetailsare: Bank Name NatWest Account No BIC NWBK GB 2L Sort Code IBAN GB71 NWBK TheUCMLTreasurerdetailsare: Dr Elodie Vialleton, UCML Honorary Treasurer Department of Languages The Open University Walton Hall Milton Keynes MK7 6AA AsvotedastheUCMLAnnualGeneralMeetingof4July2014(item4.6intheminutes),in2015the membershipfeeforassociationsremainsunchanged,at 100. Torenewyourmembership,pleasecheckdetailsbelow,alterisnecessary,andsupplyanofficialPurchase Ordernumber. NameofAssociation Address Nameofrepresentative addressofrepresentative Nameoftreasurer addressoftreasurer IwishtorenewtheUCMLmembershipformyassociation. Pleaseinvoice..againstPurchaseOrdernumber.. Iwillsendachequepayableto UCML totheucmltreasurer Iwillmakeabanktransfertothe UCML bankaccount. Nameandsignature: Date:.. Foranyenquiries,pleasecontact: 5