YMCA MEMBER SYSTEMS TRANSITION

As part of this transition, we have updated our billing dates. Starting on November 15, 2024, all membership billing will occur on either the 1st or the 15th of each month. 

Additionally, monthly membership billing has previously covered membership dues from your bill date through 1 day prior to your bill date the following month. After November 5, the new monthly billing covers the calendar month (1^st of the month through last day of the month), regardless of whether you are billed on the 1st or 15th of the month.  

Here’s how the change affects your billing date: 

• If your previous billing date fell between the 2^nd and 14^th of the month, your new billing date is now on the 1^st of the month. If the 1^st of the month ever falls on a weekend or holiday, you may be billed on the following business day. (If your previous billing date fell between the 5^th and 14^th of the month, you were not charged during the month of November but will be assessed prorated charges on your December bill to include your November membership fees. See below for more details.) 
• If your previous billing date fell between the 15^th and the end of the month, your new billing date is now on the 15^th of the month, or the next business day if the 15^th falls on a weekend or holiday. 
• If your billing date was on the 1^st of each month your billing date will not change. 

Prorated Fees or Credits that may appear on your next statement: 

• Making this change required that our systems were offline from November 5 to November 12. Therefore, no billing occurred between those dates. 

• During the next two billing cycles following this transition, November 15 and December 1, we prorated your bill to ensure that you are paying only for the days you are a Member. Some Members will see a credit to their account, whereas others will see an additional charge. 

• Previously, your monthly membership billing covered membership dues from your bill date through 1 day prior to your bill date the following month. After November 5, new monthly billing covers the calendar month, regardless of whether you are billed on the 1st or 15th of the month. For example: membership dues paid on December 1 or on December 15 will cover your membership from Dec. 1 - Dec. 31. This means you may have already paid for days in November or December on your last bill prior to this transition. 

• If your previous billing date fell between the 5^th and 14^th of the month, you did not receive a charge during the month of November due to our systems being offline for this transition. Your next bill will be on Monday, December 2 (as Dec. 1 falls on a Sunday), and will include an additional charge for prorated November membership fees that you were not billed for in November.  

Therefore, on your billing statement on November 15 or December 2, you will receive either a credit OR a prorated additional charge on your statement: 

• Credits will be for days in November or December that were already paid prior to Nov. 5. 
  • The billing statements for November 15 cover membership for November 1 – 30, and the billing statement for December 1 will cover membership for Dec. 1 – 31.  
  • Therefore, if your last payment prior to November 5 included days that would also be covered by your next bill after the transition, you will be credited for those days. 
• Prorated charges will be for Members who were not billed at all in November and will cover days in November that were not included in your October billing statement.
• If your current billing date is on the 1^st of each month your billing date will not change and you will not receive a credit or owe prorated fees.

Please refer to this chart for additional detail to understand your credited or prorated membership fees due to the transition.

 

I was just charged on December 2 and the amount is higher than my normal monthly bill. Why?

When we paused billing in November to transition to our new system, you were not billed for some days during the month of November. 

Your billing date is now the 1^st of each month. 

Your December 1st (actual charge on December 2 since the 1st falls on a Sunday) bill includes the days in November that you were not billed for PLUS your full monthly dues for the month of December. Please refer to the billing chart in the FAQ page to understand how many days in November were added to your bill as pro-rated charges.

Going forward, your January 1 and future monthly bills will include only your monthly membership fee, as this is a one-time correction as we transitioned to our new systems.

For members who already paid the first of each month: Your billing date will not change and you should see a normal amount on your December monthly bill.

Members cannot change their billing date at this time.

This 8-step visual explains the prorated charges some Members will see on their December 2nd billing date.

This sample billing statement shows the regular monthly bill for your Y membership along with the prorated charges for November incurred during the billing transition period. Please note that the prorated charges for the November billing transition and your normal monthly charge for your Y membership could show up as separate charges on your credit/debit card on file.

I was just charged on December 2nd and the amount is lower than my normal monthly bill. Why? 

When we paused billing on November 5th to transition to our new system, those members who paid between the 2nd and 4th were charged for a full month’s dues, including December 2nd through December 4th. 

Your December 1st (actual charge on December 2nd since the 1st fell on a Sunday) bill includes a credit for the days in December that you already paid for in early November. The December 2nd charges cover the balance of your monthly dues for the full month of December. 

Going forward, your January 1st and future monthly bills will include only your monthly membership fee. The December 2nd charge is a one-time correction as we transitioned to our new systems. 

Please refer to the billing chart in the FAQ page to understand how many days in December were credited to your bill for the first of the month charges. 

For members who already paid the first of each month: Your billing date will not change and you should see a normal amount on your December monthly bill. 

I was charged on November 15. Why was my bill smaller than it normally would be for a month of my membership? 

Your bill was smaller for November because we have moved from rolling monthly billing (you normally pay on the date you first joined) to calendar month billing (on the 1st or 15th of the month). 

Your billing date is now the 15th of each month. Members cannot change their billing date at this time.

Your October bill paid for your membership from the date of your October bill through one day before that date in November. Your November 15 bill includes only the remaining days in the month of November that were not already included on your October bill. Thus, you received a one-time credit for those pre-paid November days. 

When you receive your next bill on December 15, it will be for your regular monthly membership dues amount and it will cover December 1 - 31 of your membership.  

Moving forward, even though you are billed on the 15th of the month, that bill is covering the membership cost for the entire calendar month. 

Can you explain what the charges showing on my 11/15 billing statement are for and how to understand the adjusted amount on my bill?

Here is a screen capture of the account page in yourY online account where you can view your scheduled payments. The blue text explains your charges for this bill:

I’m not sure I understand how billing is changing. Can you simplify it for me?  

Sure. All the information is a lot to understand. In simplest terms, here is what is happening:  

We are switching from rolling billing (which is billing on any date of the month that pays for the next 30 days going forward of your membership) to calendar billing (which means you are now billed on the 1st or 15th of the month for the current calendar month – so even if you bill on the 15^th, it covers your membership form the first day of that month through the last).  

This means current Members fall into one of four groups:  

1. Members billed on 11/15/24 were previously billed between the 15^th and end of the month and have now been moved to a new bill date of the 15th of the month. This means they were billed LESS than their typical monthly rate because they had already paid for part of the month of November when they were last billed in October. The 11/15 bill includes charges only for the remaining days in the month of November. Next month, they will be bill for their regular monthly dues amount on Dec. 15th. 
     
2. Members who were previously billed between the 2nd and 4th of the month have now been moved to a bill date of the 1st of the month. Because their last bill in November included 1-3 days of their membership dues for the month of December, their next bill on 12/1/24 will include a credit for those days December that were already paid for. So, that bill will be LESS than their typical monthly dues bill.  
   
   
3. Members who were previously billed between the 5th and 14^th of the month are now moving to a billing date of the 1^st of the month. These members were not billed in November, due to our systems transition. Therefore, on their 12/1/24 bill, they will see MORE than their current monthly dues included to catch them up for the days in November when they weren’t billed PLUS their regular December dues. 
   
   
4. Members that already had a bill date of the first of the month shouldn’t see any changes and their bill will remain the same. 

My child participates in Afterschool or Early Learning programs at the Y. How can I pay my invoice for November and December?

If you are a program participant in Y Afterschool and Early Learning, please be aware of changes to billing processes for the remainder of 2024. This applies to any participants who receive monthly invoices and make manual monthly payments. Those on auto-draft will have no changes to their payment process.
 
Due to our ongoing system transition, we are not able to accept online payments for November and December 2024 Afterschool and Early Learning invoices because billing for these programs is completing in our old billing system prior to moving to the new system in January. In order to make payments on your remaining Afterschool and Early Learning invoices for 2024, please come in to the Y or contact your Y location to pay via phone. Visit ymcaatlanta.org/locations for a list of phone numbers for all Y locations.  

If you have created an account in our new online system, please do not attempt to add funds to your Y account online in order to cover 2024 invoices, as we will have to refund those and reprocess your payment. 

Program participants who were previously set up as auto-draft will continue to have their monthly fees auto-drafted for the remainder of 2024. 

Beginning in January, you will be able to make online payments once again. We will share additional details at that time.