Set up what you charge
Create charge types for dues, fees and fines, change or archive them, and offer an early pay discount.
A charge type is something your chapter bills for, such as "Fall Dues" or "Formal Ticket", with a default amount and due date. Officers with Create Charge Types can create them, and those with Update Charge Types can change, archive and restore them. Admins can do both. You do this on the web under Charges. You can also create and edit charge types in the mobile app.
Creating a charge type doesn't bill anyone. After you create it, bill members from it. For how charge types and charges fit together, see How billing works.
Create a charge type
- In Charges, select Create Charge.
- Enter a Name, for example "Spring 2026 Dues". Members see this name on their bill.
- Enter the amount. This is the default amount filled in when you bill members. You can change it per member when you bill.
- Pick the Due Date. It defaults to 30 days from today.
- If your chapter has more than one place payments can go, choose one:
- Pays out to: shown if your chapter has a separate merchant, such as a housing corporation. Leave it on Chapter for your chapter's normal payouts.
- Deposits into: shown if your chapter banks with Crowded. Payments for this charge type are moved to the account you pick once they settle. Leave it on Main checking (default) otherwise.
- Select Create charge.
MyGreek opens the new charge type's page. Late fees, an early pay discount and payment schedules are set up from its tabs.
Settings you can change
Open the charge type and select the Settings tab, or choose Edit from its menu in Charges. Select Save changes when you're done.
Basics
- Name, amount and Due Date.
- Term: the term this charge type belongs to, used to filter Charges and for term budgets. MyGreek picks it from the due date. If no term covers that date yet, it suggests one marked (New) and creates it when you save. Choose No term to leave it out. See Academic calendar.
Options
- Income category: the budget category that payments for this charge type, and their refunds, post to. On a new charge type, Automatic uses the category this charge type had last term, or picks one from its name. You need budget or transaction access to change it. See Budgets.
- Show payment status to members: when on, all members can see who has paid, partially paid or not yet paid for this charge type.
Changing the default amount or due date doesn't change charges you've already sent. To move existing due dates, select members on the Associated Charges tab and use Due Date. To change what a member owes, see Fix a member's balance.
The charge type's tabs
Open a charge type from Charges to see its tabs. Which tabs you see depends on your permissions.
| Tab | What's on it |
|---|---|
| Associated Charges | Every member's charge for this charge type. Select Charge Members to bill more members. Select rows to Credit, Adjust, change the Due Date or Archive them. |
| Payments | Payments made toward this charge type. |
| Payment Plans | Its Payment schedules, the Allow custom plans switch and its auto-approve date, and members' plans for it. See How payment plans work. |
| Late Fees | Late fee policies and the late fees they've applied. See Set up late fees. |
| Early Pay | The early pay discount and the discounts members have earned. See Offer an early pay discount below. |
| Payouts | Recent payouts from the last 12 months that included this charge type's payments, and how much of each came from it. Edit Payout Destination changes where its payments go, if your chapter has more than one place. |
| Settings | Name, amount, due date, term, income category, payment status visibility, and Archive Charge. |
The tiles at the top show Total Charges, Total Amount, Paid and Outstanding for this charge type.
Offer an early pay discount
An early pay discount takes a set dollar amount off a charge for members who pay it off before a deadline. Officers who can edit the charge type set it up on the web or in the mobile app.
- Open the charge type and select the Early Pay tab.
- Select Edit Early Pay Discount.
- Pick the Pay-by Deadline and enter the Discount Amount. Both must be set for the discount to work.
- Select Save.
The tab then shows the discount as "$X if paid by [date]". To turn the discount off, clear both fields and save.
Who gets the early pay discount
A payment earns the discount when it pays off everything still owed on the charge, in one payment, before the end of the Pay-by Deadline day. That's true whoever pays and wherever they pay: the web app, the mobile app, or a parent on pay.mygreek.us.
- Partial payments don't earn it. At checkout, the discount shows greyed out as a hint that paying in full would earn it.
- Payment plan installments don't earn it. A member with a plan can still pay off the rest of the charge in one payment before the deadline and get the discount. That payment covers the plan's remaining installments, so nothing more is charged.
- Once per charge. Each member's charge gets the discount at most once.
- Earlier partial payments are fine. If a member paid part of the charge earlier, the payment that clears the rest before the deadline still earns the discount, up to what's left.
What members see and pay
- At checkout: an Early Pay Discount line takes the discount off the total before they pay. If your chapter passes on processing fees, the Convenience Fee is worked out on the lower, discounted amount.
- On the charge: the discount is recorded as a credit named Early Pay Discount, so the charge is fully paid. It counts toward Total Collected.
- If the discount is bigger than what's left: the charge is cleared without any card or bank payment, and the difference is added to the member's account credit. Checkout shows this as Account Credit Added. Account credit is used on their next charge. See Account credit.
- In emails: billing emails and payment reminders show "Pay by [date] to save [amount]" while the discount is available.
Each discount a member earns is listed under Applied discounts on the Early Pay tab, with the member, the amount and the date.
The discount comes out of what your chapter collects. On a $500 charge with a $50 discount, a member who pays on time pays $450 and the charge is marked paid.
Archive or restore a charge type
Archive a charge type you no longer bill for. Officers with Update Charge Types can do this.
- Open the charge type's Settings tab and select Archive Charge. Or, in Charges, open the charge type's menu and select Archive.
- Type the charge type's name to confirm, then select Archive.
What happens when you archive:
- It moves to the Inactive tab in Charges.
- Whatever members still owe on it comes off their balances, and they can't pay those charges.
- Late fees stop being applied to its charges.
- Any payment plans on it are canceled and stop charging. The dialog tells you how many first. Members aren't notified.
Restoring a charge type doesn't bring canceled payment plans back. If members still need plans, they'll have to set them up again.
To restore, open the charge type from the Inactive tab and select Restore, or choose Restore from its menu. What members owe on it goes back on their balances.
Common questions
Can I delete a charge type?
No. Archive it instead. Its charges and payments stay in your records and reports.
I changed the amount on the charge type. Why didn't members' bills change?
The charge type's amount is only the default for new bills. Members you already billed keep their charge as it was. Use a credit or adjustment to change it. See Fix a member's balance.
Does the early pay discount apply to late fees?
The discount is a flat amount off the charge. If a late fee was already added to the charge, the member must pay the whole remaining balance, late fee included, before the deadline to get the discount.
Can members choose their own payment plan for this charge?
Only if Allow custom plans is on in the charge type's Payment Plans tab. It's on by default. See How payment plans work.