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Chapter 2.5: Membership Agreements

Last Updated: April 10, 2025 3:47:18 PM PDT
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Membership Agreements

Membership Agreements were converted to Oracle as projects and contracts - not awards. This is due to the multi award structure to a single project. In addition, the management of these awards which includes billing is also done by the department and are treated as service agreements.

Pre-Oracle:

SPF would setup the fund, then allocate per payment received and notify OCGA anytime payments were received per Sponsor as billed by department.

Oracle:

Departments will:

  • Manage these agreements.
  • Setup project(s) with fund 12322 Non-Gift Membership Agreements
    • Project prefix “MEM”
  • Setup contract(s) with fund 12322 and revenue account 440000- Other Sources Revenue
    • Contract Name: “Center Membership XXXXX”
  • Create contracts per customer (sponsor) and manage all the billing.
  • Work with OCGA for any updates in the agreement or KR as needed.

The contract approval will go to Financial Operations-AR team who will review it to make sure the revenue account and fund are correct and spot check other elements.

Steps:

  1. ​If a new project is needed, Department can create through PADUA and use Fund # 12322 Non-Gift Membership Agreements. Remember that one project can be used and associated with multiple contracts.
  2. Once the project is created, Department will create contract(s) or associate the new project to existing contract(s) by following the steps on the following KBAs.
  3. Department will monitor incoming payments and request payment application to invoices through S&S
Consolidating Converted Projects to New Process

For current General Projects that converted or may have been created under 20700 that are membership agreements:

  • Department will need to request new General Project(s) using fund 12322 Non-Gift Membership Agreements or new tasks. Any existing costs can be updated to the new fund-please identify this in the request.
  • Update contracts to associate new Projects as needed.
  • Process GL Journal to move from 20700 to Fund 12322 Non-Gift Membership Agreements by working with their VC area.
  • In November 2021, the converted billing and revenue were loaded as this was missed during conversion.