EDBAC Payment Policy

Applies to all membership dues, advertising purchases, and any other fees or payments owed to the Executive DBA Council (“EDBAC”).

Effective date: 16 February 2026.   Last updated: 12 December 2025.

1) Purpose and scope

This policy sets best-practice standards for how EDBAC:

• invoices and collects membership dues and other fees,
• accepts payments for advertising and commercial opportunities, and
• manages payment security, late payments, refunds, disputes, and price changes.

It applies to all member institutions, corporate partners, advertisers, sponsors, vendors, and any individual or organisation that owes money to EDBAC.

2) Payment channels and security

Online payments are the primary means of collection: EDBAC may accept payments through its member dashboard and checkout flows. Where card payments are offered, they are processed via EDBAC’s payment processor (e.g., Stripe), and EDBAC does not store full card details.

Invoice-based payments: For amounts above $2000, EDBAC may accept payment against an invoice via bank transfer/wire transfer.

Cheques are not accepted.

Security: EDBAC will follow reasonable security practices, including role-based access to payment/admin tools, logging for payment actions, and secure storage of receipts/invoices.

3) Currency, taxes, and fees

Currency: Prices may be listed in a specific currency (e.g., USD for advertising) and are payable in the currency stated on the invoice/checkout page.

Taxes/VAT: Where applicable, taxes/VAT will be added or shown during checkout or on invoices. If tax-exempt treatment is requested, the payer must provide valid documentation before invoicing/payment.

Bank/transaction fees: Any bank transfer fees charged by the payer’s bank are the payer’s responsibility unless EDBAC explicitly agrees otherwise.

4) Membership dues

EDBAC membership runs on an annual period from July 1 to June 30.

Renewal is typically completed through the member dashboard (e.g., “renew membership”) and payment confirmation is issued upon success.

Membership dues levels and categories are determined by the EDBAC Board and may vary by membership category.

Standard due date: Membership dues are due at the start of the membership year (July 1) unless an invoice states otherwise.

Grace period: If dues are not paid, membership status may be subject to a two-month grace period before termination for nonpayment (consistent with EDBAC bylaws).

If dues remain unpaid after the grace period, EDBAC may treat the membership as not in good standing, suspend member benefits, and/or terminate membership for nonpayment in accordance with EDBAC’s governing rules.

Where feasible, EDBAC will provide reminders and a clear path to reinstate membership upon payment.

Any discount/waiver, proration, or refund of dues is at EDBAC’s discretion and governed by Board-approved rules and procedures.

If EDBAC approves a refund, it will be issued to the original payment method where possible.

5) Advertising and commercial opportunities

Advertising opportunities may be limited to EDBAC member organisations and may be capacity-limited (e.g., limited ad slots per period), offered on a first-come, first-served basis.

Ads are typically created/ordered via the member dashboard and proceed through details – preview – payment before submission for review/approval.

Payment is due at time of order unless EDBAC explicitly agrees to invoice terms in writing.

All ads are subject to EDBAC review. EDBAC may approve, request edits, or reject ads that do not meet content/format requirements, conflict with EDBAC’s mission, or create reputational or legal risk.

If an ad is rejected, EDBAC will either (a) allow correction/resubmission within a defined window, or (b) refund according to Section 8 (Refunds), minus any non-recoverable processing fees where applicable.

If approved, the ad will run for the period purchased.

If EDBAC fails to deliver the paid ad period due to an EDBAC-side issue, EDBAC will provide a reasonable remedy (extension of run time, comparable placement, or partial refund), as determined by EDBAC.

6) Other payments owed to EDBAC

This policy also covers, when applicable: conference/event registrations, sponsorships, donations, publication-related fees, consulting, training, data/report purchases, directory/enhanced listings, reimbursements or any other invoice issued by EDBAC.

Unless otherwise stated:

• Payment terms: Net 30 days from invoice date for invoice-based charges.
• Purchase orders: If a payer requires a PO, it must be provided before invoice issuance or within the first 5 business days after invoice receipt (otherwise payment terms still apply).

7) Receipts, records, and reconciliation

EDBAC will provide a receipt/confirmation for online payments and an invoice/receipt for invoice-based payments.

Payers are responsible for ensuring remittance details (institution name, invoice number, ad period, etc.) are included to avoid misapplication of funds.

8) Refunds, cancellations, and chargebacks

Membership dues: Refunds (including partial/prorated) are discretionary and handled under Board-approved rules.

Advertising: Refunds depend on status:

• Not yet approved / not yet run: refund may be available if cancelled within a stated window.
• Approved and running or completed: refunds are generally not provided except for non-delivery or material EDBAC-side failure.

Chargebacks: If a payer initiates a chargeback or payment dispute, EDBAC may temporarily suspend benefits/services tied to the disputed payment while the matter is resolved.

9) Disputes and corrections

Billing questions or disputes should be submitted in writing to EDBAC within 30 days of the invoice date or charge date, including supporting documentation.

EDBAC will review and respond within a reasonable time and, where appropriate, issue corrected invoices/credits.

10) Price changes and notification timelines

EDBAC aims to provide predictable, transparent notice of price changes:

EDBAC will provide at least 60 days’ notice before any change to membership dues takes effect for the next July 1–June 30 membership year (i.e., notice no later than May 1 for changes effective July 1).

Notice will be sent via the primary member contact email and/or posted in member communications.

EDBAC will provide at least 30 days’ notice before changes to advertising prices or key commercial terms take effect, unless an earlier effective date is required to correct an error or comply with law.

EDBAC will provide at least 30 days’ notice for price changes where the service is ongoing or subscription-like.

For one-time events/products not yet purchased, updated prices apply when published; however, EDBAC will not retroactively increase the cost of an already-issued invoice or completed checkout.

How notice is provided: email to the billing/admin contact on file, posting on EDBAC’s site/member area, and/or inclusion in official EDBAC announcements.

11) Contact

For invoices, payment confirmation, refunds, or disputes, contact:

EDBAC Finance/Admin: accounting@edbac.org.