1. Purpose & Objectives

The Payment Due Date Reminder process ensures timely collection of marketing fees by:
✅ Notifying members of outstanding payments.
✅ Providing clear payment instructions and support.
✅ Enforcing late payment policies to maintain financial stability.

2. Payment Reminder Process

📌 1st of the Month – Initial Review

• Identified members are flagged for follow-up on Store Manger Dashboard.

📌 5th, 9th, 13th & 17th of the Month – members CC will run again automatically

• Members receive a notification on their member portal with their outstanding balance, payment options, and due date.

📌 Follow-Up Phone Call (If Needed)

• If no payment or response is received, the Store Manager will call the member privately.
• Calls must be conducted away from the front counter for confidentiality.
• The Store Manager offers assistance to resolve payment issues.

3. Late Payment Consequences

📌 5th of the Month – 1 Month Unpaid
✅ A 10% late fee maybe applied.
✅ Payout delay – No payouts will be sent until past due marketing fees are collected on all member subscriptions and in all locations.
✅ Accounting will not issue any payout until all past due marketing fees are paid in all locations and on all subscriptions. When member has paid all past due marketing fees, the member payout will then be sent no later than 7 days from past due payment. 

📌 2nd Month Unpaid
✅ A "Notice to Vacate" is issued.
✅ Member’s sales are held to cover any unpaid marketing fees for all subscriptions and in all locations.
✅ Payouts will be applied to outstanding balances until resolved.

4. Resolution & Exit Policy

✅ Once payment is resolved, deposits are refunded per the 30-day notice policy if contract terms are met.
✅ Accounting updates records, and regular payouts resume.

5. Compliance & Accountability

✅ Members must adhere to payment deadlines to avoid penalties.
✅ Store Managers must ensure all follow-ups are conducted professionally and privately.

6. Summary: Key Takeaways

✔ Members receive multiple reminders before penalties apply.
✔ Late payments result in fees, payout delays, and potential membership termination.
✔ Store Managers and Accounting must ensure timely follow-ups and record updates.

By enforcing this structured process, Westside Market maintains financial stability while ensuring clear communication and fair payment handling.