Subscriptions info

 

The online payment window has now closed. If you have not paid by this time and wish to remain a member, please fill out the appropriate below form and send your fees in via cheque. We would be grateful if you could send 1 form and cheque for everyone in your guild who has not yet paid. Please speak to your guild treasurer or other appropriate guild member for more information.

Click here to download a bulk subscription payment form as a word document (fill in on your computer)

Click here to download a bulk subscription payment form as a PDF (print out and fill in by hand)

 

Please ensure you fill in the correct amounts and all cheques are filled out correctly and signed by the full signatories. Incorrectly filled out cheques cannot be processed by the bank and can incur charges, which will be recharged to the guild.


Please send all subscription forms and payments to our office address.

Trefoil Guild

17-19 Buckingham Palace Road

London

SW1W 0PT

 

 

Frequently asked questions

Below you can find answers to the queries we have received from members in regards to the processes for renewing your membership.

This information will be added to, however if your query is not answered below, please contact the helpline number 0151 6680493

I don't have any information about subscriptions or how much to pay, help!
All guild treasuers are sent an email in November with information on how to pay, a list of current members in the guild and a total amount due. If your guild does not have a treasurer, or your treasurer cannot be contacted by email, the email will be sent instead to the guild chair. If the email has not been received you can request a replacement email by contacting us at trefoilguild@girlguiding.org.uk

How can I pay my subscription fees?
Your guild can pay one of two ways, but the whole guild must pay the same way. For those who are able to pay online using a credit or debit card, you can pay securely via the Trefoil Guild website. The whole guild must pay the same way:
  1. either each member logs into their account and pays individually,
  2. or one member (such as the guild treasurer) collects the subscriptions for all members and then logs into their account and pays for all the members in the guild.

For members or guilds who are unable to pay online, the guild can instead pay by one cheque for the whole guild, for the full amount, and accompanied by a subscription payment form for guilds paying by cheque. This form is updated annually so please ensure you are using the 2024 version. It can be downloaded from our website (at the top of this page) and was included as an attachment to the email sent to guild treasurers in November.


What should I do if I have already paid my subscription fee within my guild?
If someone from your guild is making one online payment for all the members in your guild and you have already paid your subscription fee for the annual membership to them, then you do not need to pay again. Log in to your online account and check your details: the status of your membership online may still say ‘to be renewed’ but this will be updated to 'active' as soon as your nominated payee has paid the subscription fees for your guild.

 

If a guild has members that have only joined recently and do not yet have their membership number can they still put them on their bulk subscription form?  Should new members pay separately, direct to HQ after they have received their registration number?

Please add them to the bulk subs form and put ‘new member’ where it asks for the membership number. We need all the members to pay together where possible otherwise it delays repayments to the counties, countries and regions.

They can send in their registration form ahead of the subscription form arriving, or they can apply online and register that way. Alternatively, send the all the forms and subscription fees in the same envelope as the then we can process them all at the same time.


There are only a few people in my guild that use computers, how will the other members be able to go through the online process?
As with all things in guiding and Trefoil Guild, members can support each other. Already guilds are planning ‘subscription parties’ during which they will spend the meeting paying subscriptions. If you give permission for another member to make a note of your membership number, postcode and an email address (they can use their own email address if you don’t have one), then they can log in and pay online on your behalf. Or your guild can select a payment option where one person pays for the whole guild.

What is my Primary Guild?
Many Trefoil Guild members belong to more than one guild; they should only pay one subscription and appear on one guild membership list, this is their Primary Guild.

What about the other guild(s) I belong to?
If you attend the meetings or activities of other guilds, you will need to pay a guild fee, if they have one, directly to them.

I am already a member of Trefoil Guild but I did not receive a welcome letter, where can I find my membership number?
If you have been a member since before 1 November 2016 then you should have received the December 2016 issue of The Trefoil which included membership card with your membership number on, with a letter from the National Chair discussing the new online process. If you have joined since November 2016, you will have received a welcome pack with a new card. If you have lost your card, replacement card order forms can be downloaded here. Alternatively, please call the membership helpline number 0151 6680493 or speak to your guild chair or treasurer. Each guild is emailed a list of members and their membership numbers ahead of the annual subscription window opening.

How do I change my password if I have created an online profile?
Once you are registered you can view your personal information by clicking the ‘Member Details’ tab, in this section you will see a button to ‘Edit’ and then be given the option to ‘Change Password’. Don't forget to click 'save' at the bottom of the page once you have entered your new password.
 
I cannot remember my password and did not get to verify my email address during the registration process, how can I access my account?
Only one email will be sent following registration. The initial email is to validate the email address against the user account. If you do not know your password, and have not been able to verify your email address, then you should go through the registration process again. This will generate a new password. If you have already verified your email address (by clicking the link in the email and entering your date of birth) but do not know your password, then you should use the ‘forgotten password’ link on the login page.
 
When should I pay my subscription by?
The deadline for subscription payments is 22 February. After this date, alternative arrangements will need to be made to be able to pay your subscription and remain a current member of Trefoil Guild. Late payments will have repercussions for the repayments to counties and country/regions.
 
How does a guild pay for all members at once?
One member should be nominated to make the payment, and all the subscription fees for members must be paid to the nominated member or into the guild account BEFORE they make the subscription payment. (The total fee should then be transferred from the guild account to the nominated member to enable them to have the correct funds to make the payment). The nominated member then completes the online process by logging in to their own account on the Trefoil Guild website, going to the ‘membership’ tab on the left and clicking ‘renew membership’. During this process there will be the option to ‘add another membership’ where you will be able to search for the other members of your guild, add them to the booking and then pay for them all together.

I am paying for my whole guild, but I can’t find their membership numbers. Where do I get this information?
In November an email is sent to the guild treasurer for each guild containing a list of members and their membership numbers for that guild. If someone is missing off this list, please contact the office to find out why. Normally it is because they are a new member that has not yet been registered, or a member who has let their membership lapse recently.
 
Can guilds still claim Gift Aid?
Yes, a report will be available once all payments have been made and will detail how much guilds will be able to claim. Please see the HMRC website for more details. Our Gift Aid information can be found on the Forms and Risk Assessments page
 
Can I pay by credit card?
Credit card payments can be made using the online system. We would encourage members to use debit cards as this means that the Trefoil Guild is charged a lower fee when the payment is transferred and so more of your membership subscription can be used to benefit members.

Can I pay by BACS?
If you are paying online, you cannot pay via BACS. You must pay with a credit or debit card via the website. This is the only online payment option.

My guild bank account does not have a credit or debit card, how do I pay online?
If you are the nominated payee for the guild, before you pay, make sure the members of your guild have paid their subscription fees into your guild bank account or your own account if that is what you are using. If your guild account does not have a card, then you should make one payment from your guild account to your own personal account with the total amount for your guild and then make the online payment using a personal credit or debit card.



How will I know if there are members in my guild who haven’t paid?
After the subscription window closes, we will send a report to the guild. If there is someone who is not on the list, and has therefore not paid, then you must contact them and speak to the office regarding late payments.

Previously I got a list of members in my guild, will that happen this year?
After the window for subscription payments closes, guilds will be sent a list of members who are registered and have paid their fees. Only this information will be shared, if you need further information about individual members in your guild, please ask them personally.

Will I get a receipt?
If you are making an online payment, via the website, there will be confirmation page at the end of the process which will confirm whether your payment has been successful or not. You will also be emailed a receipt automatically if you made a payment online. After the subscription window closes, the guild will be sent a report with a list of active members – those who have paid their subscription fees.

I am a county chair, how do I know how many members are in my county?
Please ask your guild chairs to provide you with the number of members in their guild. A report will be sent to you by the office after the window closes detailing how many members have paid in each guild in your county alongside the repayment you will receive.

Why does it say my status is 'EXPIRED' or that 'You cannot renew this member's membership online'?
If we did not receive a subscription payment for you for in previous years then your membership is marked as having lapsed and you need to contact the office on 020 7834 6242 Ext: 3010 – we will then amend this so that you can renew the membership online.

Our guild chair, secretary and/or treasurer roles are changing this year – how do we let you know?
Please tell your county and the county chair or KEY user will update this information on KEY. If you are unsure or unable to do this, contact the office at trefoilguild@girlguiding.org.uk or over the phone.

 

If you have any other questions not answered here, please email the office: trefoilguild@girlguiding.org.uk

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