A Private Membership Association for 508(c)(1)(A) Ministry Management

Payment Policies

Last Updated: February 23, 2026

This Payment Policy outlines the pricing structure, billing procedures, payment terms, and refund policies for 508 Ministry PMA services provided to Members. 508 Ministry PMA is a Private Membership Association operating under the protections of the First Amendment and the Fourteenth Amendment to the United States Constitution, as well as the Religious Freedom Restoration Act (RFRA), 42 U.S.C. sections 2000bb et seq. All fees charged within the Association are for the purpose of offsetting administrative costs and sustaining operations of the Private Membership Association. These policies apply to all Members and are incorporated into the PMA Terms of Service and Terms of Agreement. The Association does not provide legal advice, tax advice, or licensed professional services of any kind. The Association is committed to transparency and fair pricing for ministry organizations.

1. Pricing Structure

1.1 Standard Administrative Fees

508 Ministry PMA operates on a simple, transparent pricing model designed to be affordable for ministries of all sizes. All fees are administrative contributions to offset costs of operating the Association:

One-Time Installation Fee

$1,495.00

Paid once at account activation

  • Complete platform setup and configuration
  • Custom branding with your ministry logo and colors
  • Data migration assistance (up to 500 records)
  • 2-hour live training session via video conference
  • Member account creation and permission setup
  • Integration with up to 3 third-party services
  • Dedicated onboarding specialist

Annual License Fee

$225.00/year

Billed annually on your membership anniversary

  • Unlimited users and ministry members
  • Full access to all platform features
  • 99.9% uptime guarantee with SLA
  • Regular software updates and security patches
  • Email support during business hours
  • Access to knowledge base and training materials
  • Monthly feature update webinars
  • Secure cloud storage for ministry data

1.2 Optional Enhanced Services

Additional services available to Members for separate service fees:

Advanced Data Migration $497 (over 500 records)
Additional Training Sessions $197 per 2-hour session
Priority Phone Support $97/month
Dedicated Account Manager $297/month
Custom Module Development Quote-based pricing
White-Label Branding $997 one-time fee
Custom Reporting $297 per custom report
On-Site Training $1,497 + travel expenses

1.3 Special Circumstances

The Association understands that some ministries may face financial challenges. Members may contact the Association team to discuss:

  • Hardship assistance programs
  • Payment plans for installation fees
  • Multi-year discounts
  • Small ministry considerations
No Hidden Fees: The prices listed above represent all standard costs. There are no surprise fees, usage charges, or per-user pricing. What Members see is what Members pay.

2. Accepted Payment Methods

2.1 Credit and Debit Cards

The Association accepts all major credit and debit cards:

  • Visa
  • MasterCard
  • American Express
  • Discover

Card Payment Processing

  • Processed securely through PCI-DSS compliant payment processors
  • Card information encrypted and never stored on Association servers
  • Automatic billing for annual renewals (with advance notice)
  • Option to save cards for future payments (optional)
  • Instant payment confirmation

2.2 ACH/Bank Transfer

For US-based organizations, the Association accepts ACH transfers:

  • Lower processing fees than credit cards
  • Direct debit from Member bank account
  • 3-5 business day processing time
  • Routing and account numbers required
  • Secure verification process

2.3 Check Payments

The Association accepts checks payable to 508 Ministry PMA

  • Mail to address provided in Member invoice
  • Include invoice number on check memo line
  • Allow 7-10 business days for processing
  • Service activation upon check clearance

2.4 Wire Transfer

For international Members or large payments:

  • Wire transfer instructions provided upon request
  • Additional bank fees may apply
  • Same-day processing available
  • Currency conversion at current exchange rates

2.5 Payment Security

All payment information is processed with the highest security standards:

  • 256-bit SSL encryption for all transactions
  • PCI-DSS Level 1 compliant payment processors
  • No storage of complete card numbers
  • Fraud detection and prevention systems
  • Two-factor authentication for account changes
Security Notice: The Association will never ask for a Member's complete credit card number via email or phone. Always verify communications claiming to be from 508 Ministry PMA by contacting the Association directly through the Member account portal.

3. Billing Cycles and Procedures

3.1 Installation Fee Billing

The one-time installation fee of $1,495 is due:

  • Upon signing the Membership Service Agreement, OR
  • Before platform activation and onboarding begins
  • Whichever occurs first

Important: Installation services will not commence until payment is received and cleared.

3.2 Annual License Fee Billing

The annual license fee of $225 is billed:

  • Annually on the Member's membership anniversary date
  • First renewal occurs 12 months after platform activation
  • Subsequent renewals on the same date each year

3.3 Billing Notifications

The Association provides ample notice before billing:

60 Days Before Renewal First reminder email
30 Days Before Renewal Invoice sent via email
15 Days Before Renewal Second reminder with payment link
7 Days Before Renewal Final reminder notification
Renewal Date Payment processed or manual payment due

3.4 Invoice Details

All invoices include:

  • Detailed description of services
  • Invoice number for reference
  • Due date and payment terms
  • Accepted payment methods
  • Tax calculations (if applicable)
  • Payment instructions
  • Contact information for billing questions

3.5 Automatic Renewals

If a Member has a payment method on file:

  • Automatic renewal on membership anniversary
  • Email confirmation sent immediately after processing
  • Receipt provided for Member records
  • Option to disable auto-renewal in account settings

3.6 Manual Payment Option

If a Member prefers to pay manually each year:

  • Disable auto-renewal in account settings
  • Invoice sent 30 days before due date
  • Payment due on renewal date
  • Grace period of 15 days with reminder emails
  • Service suspension after 30 days of non-payment

4. Late Payment Terms

4.1 Payment Due Dates

Payments are due on the dates specified in the Member's invoice:

  • Installation fee: Upon agreement signing or before activation
  • Annual license: On membership anniversary date
  • Optional services: As specified in separate invoices

4.2 Grace Period

The Association provides a 15-day grace period after the due date:

  • No service interruption during grace period
  • Friendly reminder emails sent
  • No late fees during first 15 days
  • Opportunity to update payment information

4.3 Late Payment Fees

Payments not received within 15 days of due date incur late fees:

Late Fee Amount $25 or 5% of balance (whichever is greater)
Interest Rate 1.5% per month on outstanding balance
Maximum Rate Limited by applicable law

4.4 Service Suspension

If payment is not received within 30 days of the due date:

  • Member account access will be suspended
  • Data remains secure but inaccessible
  • Email notification 48 hours before suspension
  • Reinstatement upon payment of all outstanding amounts
  • Reactivation fee of $97 may apply

4.5 Account Termination

Member accounts with payments overdue by 60 days or more:

  • Subject to termination of membership and service agreement
  • Final notice sent via email and registered mail
  • 30-day window to export data before deletion
  • Outstanding balance sent to collections (if necessary)
  • Reinstatement requires payment in full plus new installation fee

4.6 Payment Difficulties

Members should contact the Association immediately if experiencing payment difficulties. The Association may be able to:

  • Arrange a payment plan
  • Defer payment for qualifying hardship cases
  • Discuss reduced pricing options
  • Provide temporary service continuation
Communication is Key: The Association understands that ministries sometimes face financial challenges. The Association is committed to working with Members to find a solution. Contact billing@508ministry.com at the first sign of payment difficulty.

5. Refund Policy

5.1 Installation Fee Refunds

Before Setup Completion

If a Member cancels before platform setup is completed:

  • 100% refund if cancelled within 48 hours of payment
  • 75% refund if setup has not yet started
  • 50% refund if setup is in progress but not complete
  • No refund after setup is marked as complete

After Setup Completion

Installation fees are non-refundable after platform setup is complete because:

  • Significant labor and resources have been invested
  • Custom configuration has been performed
  • Training has been delivered
  • Data migration has occurred

5.2 Annual License Fee Refunds

30-Day Satisfaction Guarantee

For first-time annual renewals only:

  • Full refund if cancelled within 30 days of renewal date
  • Pro-rated refund for remaining months (after 30 days, before 60 days)
  • Request must be submitted in writing
  • Refund processed within 10 business days

After 60 Days

Annual license fees are non-refundable after 60 days from renewal date.

Subsequent Renewals

For Members renewing for a second year or beyond:

  • Pro-rated refund within first 30 days only
  • No refunds after 30 days of renewal

5.3 Service Failure Refunds

The Association will provide refunds or credits if it fails to meet service commitments:

Uptime Guarantee Violations

  • Service credits applied automatically for SLA violations
  • 5% credit for each 1% below 99.9% uptime guarantee
  • Maximum credit of 25% of monthly fee equivalent
  • Excludes scheduled maintenance and force majeure events

Materially Defective Services

  • Refund available if services materially fail to perform as described
  • Must report issues within 30 days of discovery
  • Opportunity for remediation before refund issued
  • Good faith effort to resolve required

5.4 Refund Process

How to Request a Refund

  1. Submit written request to billing@508ministry.com
  2. Include Member account information and invoice number
  3. State reason for refund request
  4. Provide any supporting documentation

Processing Timeline

  • Review of request: 3-5 business days
  • Approval notification via email
  • Refund processed: 5-10 business days
  • Credit appears: 3-7 business days (depending on payment method)

Refund Method

  • Refunds issued to original payment method
  • Credit card refunds: 3-5 business days
  • ACH refunds: 7-10 business days
  • Check refunds: 14-21 business days

5.5 No Refund Scenarios

Refunds will not be provided for:

  • Change of mind after 30-day guarantee period
  • Lack of use or underutilization of the platform
  • Member error or failure to follow instructions
  • Violation of PMA Terms of Service resulting in termination
  • Issues caused by third-party services or integrations
  • Force majeure events beyond the Association's control
Chargeback Warning: Initiating a chargeback without first contacting the Association to resolve the issue may result in immediate account suspension and potential legal action. Members should contact billing@508ministry.com first to resolve any payment disputes.

6. Price Changes and Adjustments

6.1 Price Change Policy

The Association reserves the right to modify pricing with advance notice:

Notice Period 90 days minimum for existing Members
Effective Date At Member's next renewal date
Notification Method Email to account administrator
Member Option Accept new pricing or cancel without penalty

6.2 Grandfathered Pricing

Current Members may be eligible for legacy pricing:

  • Pricing locked for current billing cycle
  • Option to renew at current rate before increase (if offered)
  • Consideration for long-term Members
  • Multi-year commitments at current rates (when available)

6.3 Promotional Pricing

Occasionally the Association offers promotional discounts:

  • Limited time offers for new Members
  • Early renewal discounts
  • Referral program credits
  • Multi-year prepayment discounts
  • Ministry conference or event special pricing

Promotional Terms

  • Cannot be combined with other offers
  • Subject to specific terms and conditions
  • May expire without notice
  • Limited availability

6.4 Price Protection

The Association commits to:

  • No mid-cycle price increases
  • Honor quoted prices in signed agreements
  • Reasonable and justifiable price adjustments only
  • Competitive pricing relative to market

7. Taxes and Additional Fees

7.1 Sales Tax

Sales tax may apply depending on the Member's location:

  • Calculated based on Member billing address
  • Compliant with applicable tax regulations
  • Automatically added to invoices where applicable
  • Rates subject to change based on tax law updates

7.2 Tax-Exempt Organizations

If a Member's ministry qualifies for tax-exempt status:

Required Documentation

  • IRS 501(c)(3) determination letter or 508(c)(1)(A) documentation
  • State tax exemption certificate (if applicable)
  • Completed W-9 form

Submission Process

  1. Upload documents through Member account portal
  2. Email to billing@508ministry.com
  3. Allow 3-5 business days for verification
  4. Tax exemption applied to future invoices upon approval

Important Notes

  • Tax exemption does not apply retroactively
  • Must maintain current documentation on file
  • Some jurisdictions do not exempt software services
  • Verification required annually

7.3 International Taxes

For Members outside the United States:

  • VAT, GST, or equivalent taxes may apply
  • Member responsible for local tax compliance
  • Withholding taxes (if applicable) deducted by Member
  • Currency conversion at prevailing exchange rates

7.4 Transaction Fees

Standard pricing includes all transaction fees. Additional fees may apply for:

  • Wire transfers (banking fees)
  • International payments (currency conversion)
  • Expedited payment processing
  • Paper check processing (if required)

8. Chargebacks and Disputes

8.1 Dispute Resolution Process

Before initiating a chargeback, Members should contact the Association:

  1. Contact the Association: Email billing@508ministry.com
  2. Explain the Issue: Provide details about the disputed charge
  3. Allow Response Time: The Association responds within 2 business days
  4. Work Toward Resolution: The Association will investigate and resolve legitimate issues

8.2 Chargeback Consequences

Chargebacks initiated without prior contact may result in:

  • Immediate suspension of Member account access
  • $150 chargeback processing fee
  • Termination of membership and service agreement
  • Loss of all data after 30-day export window
  • Report to credit bureaus (for businesses)
  • Potential legal action for fraudulent chargebacks

8.3 Legitimate Disputes

The Association will work with Members to resolve legitimate disputes including:

  • Unauthorized charges
  • Billing errors or duplicate charges
  • Services not delivered as agreed
  • Technical issues preventing service use

8.4 Fraud Protection

The Association maintains fraud detection systems to protect all parties:

  • Suspicious transaction monitoring
  • Identity verification for large payments
  • Secure payment processing
  • Chargeback fraud prevention

9. Cancellation and Account Closure

9.1 How to Cancel

Members may cancel their account at any time:

Self-Service Cancellation

  • Log in to Member account dashboard
  • Navigate to Account Settings > Subscription
  • Click "Cancel Subscription"
  • Follow the confirmation prompts
  • Export data before final cancellation

Contact-Based Cancellation

  • Email: support@508ministry.com
  • Include account name and reason for cancellation (optional)
  • Request confirmation of cancellation

9.2 Cancellation Effective Date

Cancellations become effective:

  • Immediately upon request for self-service cancellations
  • At the end of current billing period (access maintained until then)
  • No pro-rated refunds unless within refund policy windows

9.3 Data Export Before Cancellation

Important: Members should export data before cancelling:

  • Use data export tools in account settings
  • 30-day grace period to export data after cancellation
  • All data permanently deleted after grace period
  • No recovery possible after deletion

9.4 Reactivation

To reactivate a cancelled Member account:

  • Contact support@508ministry.com within 60 days of cancellation
  • Pay any outstanding balances
  • Pay current annual license fee
  • Account reactivated within 24-48 hours

After 60 days of cancellation:

  • New installation fee required ($1,495)
  • Data no longer available (if not exported)
  • Treated as new Member account setup

10. Billing Support and Contact

10.1 Billing Inquiries

For questions about billing, payments, or invoices:

508 Ministry PMA - Billing Department
Email: billing@508ministry.com
General Support: support@508ministry.com
Legal Inquiries: legal@508ministry.com
Phone: (888) 534-4145
Hours: Monday-Friday, 9 AM - 5 PM EST

Mailing Address:
508 Ministry PMA
1603 Capitol Ave, Suite 413
Cheyenne, WY 82001

Response Time: The Association responds to all billing inquiries within 1 business day.

10.2 Payment Issues

If experiencing payment problems:

  • Check that card information is current and accurate
  • Verify sufficient funds or credit limit
  • Confirm billing address matches card on file
  • Contact the Member's bank if payment is declined
  • Try an alternative payment method
  • Contact the Association billing team for assistance

10.3 Invoice Requests

To request copies of invoices or payment receipts:

  • Download from Member account portal (recommended)
  • Email billing@508ministry.com with date range needed
  • Allow 24 hours for email delivery

10.4 Billing Address Updates

To update billing information:

  • Update in account settings
  • Changes take effect immediately
  • Confirmation email sent after update

10.5 Governing Law

This Payment Policy shall be governed by the general principles of contract law and the constitutional protections applicable to private membership associations within the United States of America, without regard to conflict of laws principles.

The Association Is Here to Help: If Members have any questions about payments, pricing, or billing, please contact the Association. The Association is committed to making the payment process as smooth and transparent as possible for ministry organizations. The Association does not provide legal advice, tax advice, or licensed professional services of any kind.