Section 1: Dues Levels, Invoicing and Payments
paragraphs 1 to 23
Section 2: Failure to Pay Dues and ‘In Good Standing’
paragraphs 24 to 34
Section 3: Dues Reductions
paragraphs 35 to 63
SECTION 1: DUES LEVELS, INVOICING AND PAYMENTS
1) Dues levels are determined by the Board by a two-thirds majority of its entire voting membership in accordance with the Rules Article 11, Section A(1).
Decisions on Dues Levels
2) In order that Societies and members may have notice of the IPA’s intentions, the Board establishes a policy of raising IPA dues every five years, beginning in 2015. The Executive Committee will mandate the Dues Advisory Committee at least a year before the proposed change to review the dues situation and recommend to the Executive Committee and the Board not less than six months before any changes to the IPA’s standard dues level or levels.
3) On the basis of the report of the Dues Advisory Committee, the Board formally reviews the standard level of IPA dues. Any changes to dues levels normally become payable from the beginning of the next calendar year.
4) The Board will, following its decision, summarize the report of the Dues Advisory Committee and explain the rationale for its decision to the IPA membership.
5) Dues invoices are sent out to Constituent Organizations by the Finance Director on behalf of the Treasurer each January in accordance with the Rules Article 11, Section A(2). The dues contributions are based upon the current list of members in the IPA Roster as of 1 January of that year and on returns made with dues payments in the previous year. Each invoice lists the names of members currently held in the IPA membership database, indicating the amounts payable. Dues are payable by each Constituent Organization according to their IPA membership on 1 January each year. Those Members joining Constituent Organizations after 1 January each year are not liable for IPA dues until the beginning of the following calendar year.
6) Direct Members are sent an individual letter each year requesting payment of dues in accordance with the Rules Article 11, Section A(4).
Handling of IPA Dues Prior to Transfer to the IPA
7) IPA dues collected by Constituent Organizations but which have not yet been transferred to the IPA shall be treated as ‘creditors’ in the Organizations’ accounts.
8) Constituent Organizations may not use IPA Dues collected but waiting to be transferred to the IPA for their own cash flow requirements, and must hold them in bank accounts until they are transferred.
Payment of Dues
9) Article 11, Section A(3) of the IPA’s Rules states:
“Dues obligations of Constituent Organizations. Each Constituent Organization shall (a) collect and pay to the IPA the annual subscriptions (dues) for all Members listed in its membership list (roster) and for pertinent Dual Members [per the IPA’s Rules Article 5, Section D] and (b) submit to the Treasurer (or designee) an up-to-date report of the number of Members on which the total amount transmitted has been calculated and a complete list (roster) of its Members.”
10) Dues are payable by 31 July for each calendar year, unless the Board provides otherwise, in accordance with the IPA’s Rules Article 11, Section A(2). Dues are payable in US$ or Euros in accordance with the IPA’s Rules Article 11, Section A(7). Members with dual Constituent Organization membership should pay their dues through their main Constituent Organization in accordance with the IPA’s Rules Article 5, Section D. Constituent Organizations make payments customarily in one of three ways:
a. Direct wire transfer to HSBC Bank in US dollars, 452 5th Avenue, New York, New York 10018 USA, Account No: 610951262, Swift Code 021001088. Transfers should include details of Constituent Organization so that payment may be properly identified and credited to the payer.
b. United States dollar cheques negotiable in the United States without charges, made payable to the “International Psychoanalytical Association” and sent to Central Office. Such payments will be acknowledged on receipt by Central Office.
c. Direct wire transfer to HSBC Bank in Euros, 8 Canada Square London E14 5HQ UK, Account No: 68153957, IBAN: GB90 MIDL 1568 1539 57, BIC: MIDLGB22. Transfers should include details of Constituent Organization so that payment may be properly identified and credited to the payer.
11) Article 4, Section 4(1)b. of the Rules states:
“Status. Study Groups are approved and overseen by the Board and do not collect or pay dues to the IPA.”
12) IPA Members of Study Groups are either Members of Constituent Organizations or Direct Members. Such Study Group Members from Constituent Organizations will settle their dues through those Organizations, or, if they are Direct Members, directly to the IPA. Groups of Direct Members whether or not they are Members of Study Groups may voluntarily make group arrangements to collect dues and transfer them to the IPA.
IPA and Constituent Organization Policy on Dues
13) Individual Members who pay no local dues to their own Constituent Organizations (normally through length of service or retirement or hardship) are excused payment of IPA dues, but only for the period during which local dues payments are excused by their Constituent Organizations.
14) Individual Members who pay reduced local dues to their own Constituent Organisations (normally through length of service or retirement or hardship) are entitled to pay reduced IPA dues in proportion to the reduction allowed in their local dues. For instance, if a Member is granted a reduction of 50% in local dues to his/her Constituent Organization, that Member is entitled to a reduction of 50% in IPA dues, but only for the period during which local dues payments are reduced by their Constituent Organizations.
Reporting by Constituent Organizations
15) Constituent Organizations must inform the IPA annually following receipt of the notice of dues from the IPA of any Members excused payments of dues or allowed a reduction in the level of dues. Constituent Organizations are requested to use this list supplied by the IPA to indicate members who do not pay dues, or who pay reduced dues, together with the reasons why. They are also requested to list the names of members who pay through other Constituent Organizations, indicating the name of that Organization.
Incentives for Early Settlement of Dues
16) The Board has approved an incentive scheme for the early settlement of IPA dues.
17) Constituent Organizations which have no dues debt from prior years and which settle their dues in full and also provide the required membership information by 31 March will receive a 5% discount per Member to be paid by the IPA to the Constituent Organization by 31 July in the same year. This incentive is not available to Constituent Organizations which are in receipt of dues reductions or loans or have unpaid dues from prior years or have agreed phased payment terms with the IPA.
Payment of Dues in Other Currencies
18) Article 11, Section A(7) of the IPA’s Rules states:
“Currency: Dues may be paid in U.S. Dollars and Euros or other currency approved by the Board, with conversion rates as shall be determined by the Treasurer.”
19) The Treasurer is authorised to determine the conversion rates under such circumstances for each calendar year as follows. The rate to be applied will be the mid-market rate on 1 January of each calendar year, adjusted in favour of the IPA by 1.5% in recognition of the costs that the IPA will incur in exchanging sums in currencies other than US dollars. This rate will apply throughout the calendar year in question.
20) Dispensation to pay in currencies other than dollars will automatically expire at the end of the calendar year for which it was approved. Any dues outstanding by a Constituent Organization or Direct Members not settled during the calendar year, will be payable in US Dollars, unless the Treasurer determines otherwise.
Phased Payments or Loans in Regard to IPA Dues
21) The Treasurer will refer significant requests for phased payments or loans to the Dues Advisory Committee. Phased payments and loans may not be approved in circumstances where it appears that Constituent Organizations have collected IPA dues but are using them for their own financial purposes.
22) Having taken such advice, the Treasurer is authorised to agree terms for phased payments of up to three years only from the year in which the dues were payable. No interest will be applied to such arrangements.
23) Any payments covering more than three years from the year in which the dues were payable shall be classified as loans and subject to contractual terms, which may include interest payments. All such contracts shall be approved by the Executive Committee.
SECTION 2: FAILURE TO PAY DUES AND ‘IN GOOD STANDING’
Late Dues or Failure to Pay Dues
24) Article 11, Section A(5) of the IPA’s Rules states:
“Remedies for failure to pay dues. Pursuant to rules and procedures adopted by the Board, failure of a Constituent Organization or a Direct Member to pay dues to the IPA in a timely fashion may result in termination or suspension of IPA membership and/or participation.”
25) Article 11, Section A(8) of the IPA’s Rules states:
“Late Dues. The Board may impose and shall record in the Procedural Code, penalties for the late payment of dues.”
26) The Executive Committee will review each such case in relation to a Constituent Organization on its merits, and may consult the Dues Advisory Committee during such reviews. The Executive Committee then makes recommendations to the Board. The Executive Committee is authorised to review and determine any appropriate action in relation to Direct Members, and may consult the Dues Advisory Committee. Any affected Constituent Organizations or Direct Members will be consulted during such reviews and their views will be made known to the Board or the Executive Committee in the case of Direct Members.
Members ‘In Good Standing’
27) Article 9, Section B(1)g. of the IPA’s Rules covering IPA elections states:
“Ballot distribution. The final slates of candidates (nominees) will be prepared and the official ballot will be dispatched directly to all IPA Members in good standing, together with brief and objective information about each candidate, by the end of February of the Congress year.”
28) Article II, Section A of the IPA’s Rules states:
“(2) Annual Statements. Annual statements of amounts owed by each Constituent Organization and Direct Members shall be sent by the Treasurer (or designee) each January, in the absence of extraordinary delay. Dues are due and payable in full by each Constituent Organization or Direct Members by 31 July in each calendar year, unless the Board provides otherwise.”
29) IPA dues are thus payable by 31 July each calendar year, except where special payment arrangements have been agreed with the Treasurer for late or phased payment/s. The IPA allows a further five months prior to declaring Constituent Organizations and/or IPA Members to be not ‘in good standing’.
Definition of ‘In Good Standing’
30) The expression ‘in good standing’ shall apply:
a. to those Constituent Organizations from which the IPA has received the dues of all their Members in full by 31 December for any calendar year, or
b. to those Members of Constituent Organizations from whom the IPA has received their dues in full by 31 December for any calendar year, or
c. to those Direct Members from whom the IPA has received their dues in full by 31 December for any calendar year, or
d. to any Constituent Organizations or Direct Members who received and complied with special payment arrangements agreed with the Treasurer, whereby some or all of their dues for the calendar year or any prior years are not yet payable on 31 December. A Constituent Organization which does not comply with special payment terms agreed with the Treasurer will not be regarded as ‘in good standing’.
‘In Good Standing’ and IPA elections – candidates for election
31) The following specific procedures will apply in relation to candidates nominated for election from Constituent Organizations that are not ‘in good standing’:
a. In January of the Congress year, the Treasurer (or designee) will inform any candidates nominated for election whose Constituent Organizations have not paid their dues in whole or in part for the year/s prior to the Congress year in which an election is to take place that their names will not be included on the ballot papers until and unless payment arrangements have been agreed with the Treasurer.
b. In such circumstances, any candidates nominated for election from Constituent Organizations which settle their dues, or agree special payment arrangements with the Treasurer by 31 January, may, at the Treasurer’s discretion, be included on the ballot papers.
‘In Good Standing’ and IPA elections – ballot papers
32) The following specific procedures will apply in relation to the ballot papers of those Members who are not ‘in good standing’:
a. The ballots for IPA elections must be distributed by the end of February in a Congress year (see paragraph 27 above). Thus the payment of the dues for the Congress year (the year in which elections normally take place) will not be an issue in determining eligibility of Members to vote.
b. In January of the Congress year, the Treasurer (or designee) will inform any Constituent Organizations or Direct Members who have not paid their dues in whole or in part for the year/s prior to the Congress year in which an election is to take place that those Members who have not paid, or the Organization itself if no dues have been received, will not be sent ballot papers until and unless payment arrangements have been agreed with the Treasurer.
c. In such circumstances, any Constituent Organizations which settle their dues, or agree special payment arrangements with the Treasurer by 31January, may, at the Treasurer’s discretion, be sent ballot papers through the normal means of dispatch, but the election timetable will not be altered to accommodate any such late receipt of ballot papers.
‘In Good Standing’ and Advancement of IPA Groups
33) The expression ‘in good standing’ applies also to any IPA group seeking advancement to Provisional or Component Society status, under the International New Groups procedures. No group shall be recommended by the Board to the Business Meeting for advancement unless it is in good standing. This means that all dues have been settled for all prior calendar years and/or such groups have received and complied with special payment arrangements agreed with the Treasurer, whereby some or all of the outstanding dues are not yet payable by the time of the Business Meeting.
34) The following specific procedures will apply in relation to IPA group advancement:
a. The Treasurer (or designee) will inform any groups seeking advancement at a Business Meeting of IPA policy regarding ‘in good standing’ when the application for advancement is received if they are not at that time in good standing, and will copy such communications to the Chair of the International New Groups Committee.
b. Groups seeking advancement must either settle their outstanding dues in full by 30 June before the Business Meeting or apply for and comply with special payment arrangements agreed with the Treasurer, whereby some or all of the outstanding dues are not yet payable by the time of the Business Meeting. Any groups that do not do so, will not have their application for advancement considered by the Business Meeting.
SECTION 3: DUES REDUCTIONS
35) Article 11, Section A(6) of the IPA’s Rules states:
“Requests for dues reduction or waiver. All requests to reduce, waive or suspend dues shall be directed to the Treasurer (or designee) pursuant to procedures adopted by the Board.”
36) This section describes the procedures adopted by the Board in respect to dues reductions. The purpose of dues reductions is to recognize cases of financial hardship amongst IPA members.
Requests for Dues Reductions
37) The Treasurer will refer all requests for dues reductions to the Dues Advisory Committee for consideration. The following criteria apply to the Dues Advisory Committee’s consideration of such requests.
Policy on Dues Reductions
38) The Board follows the policy that exchange rate fluctuations should not be grounds in themselves for a reduction in dues, unless such sudden fluctuations mean that average sessions fees charged within Constituent Organizations or countries fall below the “indicator” level, see below. However, sudden fluctuations in exchange rates which do not mean average session fees fall below the “indicator” level may be grounds for submitting a request for phased dues payments to the Treasurer. (See the ‘Phased Payments’ below).
39) Dues reductions will only be considered where the average sessions fees (see below) charged by all IPA Members in any Constituent Organization fall below the “indicator” level approved by the Board.
40) In determining reductions from standard dues levels, the Board will consider the recommendations of the Dues Advisory Committee which will establish procedures for recommending dues levels in situations where average session fees (see below) fall below the current “indicator” level.
41) A member of a Society which is in receipt of a dues reduction but who practices in a different country from where that IPA Society resides, will pay the dues level associated with the country in which they reside, not the dues level of their fee paying society. If the country they practice in does not have an IPA society, their fee rate will be that of their IPA fee paying society.
Average Session Fees
42) It is the task of the Dues Advisory Committee to determine the average session fees charged by the Members of the individual Constituent Organizations which apply for dues reductions, based in part on information collected and submitted by these Constituent Organizations (see below). Average session fees will be based on fees charged to adults and/or adolescents and children, and should include all psychoanalytic, psychoanalytic psychotherapeutic, and psychotherapeutic sessions, plus any other professional or consultancy services offered. Average session fees should not include fees charged to psychoanalytic candidates or for training supervisions.
43) The “indicator” is a mechanism for determining whether or not a Constituent Organization is eligible for consideration for an IPA dues reduction. The “indicator” is the average session fee level below which a Constituent Organization, whose members may on average be charging less than this figure, may be considered for a dues reduction. The “indicator” will be set in the currency agreed as the principal currency for determining IPA dues. Any approved reductions will apply to all members of that Constituent Organization who pay their IPA dues through that Constituent Organization and reside in that country. (See Rules Article 5, Section D Dual Membership).
44) The Dues Advisory Committee will recommend and the Board will determine at its meeting in the middle of each calendar year the “indicator” level for each forthcoming calendar year. The “indicator” will normally be between an eighth and a tenth of the IPA’s standard rate of dues. This fraction recognises that an IPA member should be able to earn sufficient to pay IPA dues within a full day’s work of 8 to 10 professional sessions, and assuming that IPA dues are regarded as an allowable expense and thus not taxed.
Notice to Apply for Reductions
45) Following the Board’s determination of the “indicator” for the following calendar year, the Treasurer (or designee) will write to all Constituent Organizations in August each year informing them of the “indicator” level set by the Board. The Treasurer will explain the conditions under which Constituent Organizations may apply for dues reductions for the following calendar year and the information required for such applications. Constituent Organizations may only apply if they believe the average fees charged by their members fall below the “indicator” level.
Applications for Reductions
46) Constituent Organizations applying for dues reductions or waivers must provide the following information before their application can be considered.
47) Details of the average session fees charged individually by 10% or up to 20 members of their Constituent Organization, according to its size (whichever is the greater). These members will be chosen at random from the list of Members of the Constituent Organization (for instance by choosing every tenth person on the list) and requesting them to inform the Constituent Organization in confidence as to their average session fees as defined in paragraph 41 above.
48) When collecting information on average session fees, Constituent Organizations will inform their members that, in providing average session fee information, they should do so using the definition of average session fees outlined in paragraph 41 above. Constituent Organizations should also inform their Members that the Dues Advisory Committee may independently review the information being provided, and that it has granted the IPA the right to conduct such reviews as a condition for applying for a dues reduction.
49) When this information is provided to the IPA Treasurer, the names of the Members concerned will be removed so that the IPA does not know who has provided this information, only the Constituent Organization from which the information has been collected.
50) Constituent Organizations must provide this information by 31 October each year. Those that do not do so will not be considered for a dues reduction in the forthcoming calendar year, except under extraordinary and exceptional circumstances. The Treasurer will decide whether such extraordinary and exceptional circumstances require specific consideration, and will, in such cases, consult the Dues Advisory Committee prior to making recommendations to the Executive Committee.
Consideration by the Dues Advisory Committee
51) The Dues Advisory Committee will consider the information supplied for each Constituent Organization separately, and will conduct such independent verification of the information supplied as it judges appropriate, including making direct enquiries to the Constituent Organization concerned or any of its Members.
52) On the basis of the information supplied by the Constituent Organization, any additional information collected by the Committee, the Dues Advisory Committee will calculate what it believes to be its best estimate of the average session fees of the Constituent Organization. This information is confidential and will not be passed to anyone except the Board and IPA staff.
53) Where this average session fee falls below the “indicator” determined by the Board, the Dues Advisory Committee will recommend the level of dues applicable equally to all Members of the applicant Constituent Organization for the forthcoming calendar year. It shall do this by determining a number of average session fee bands (for instance $0 to $10, $10 to $20, etc) and the dues payable according to which band the average session fee falls into. In determining the dues payable according to each average session fee band, the Dues Advisory Committee will be guided by the principle that IPA dues should be payable on the basis of earnings in a full working day of eight to ten professional sessions.
54) The Dues Advisory Committee will report its findings on the average session fees of each Constituent Organization applying for a reduction in confidence to the Board, and its recommendation on the dues payable by the Members of each Constituent Organization for the forthcoming calendar year. The Committee will, as far as is reasonably possible, ensure consistency and fairness of treatment between Constituent Organizations applying for reductions. On the basis of the information provided by the Dues Advisory Committee, the Board will determine the dues payable by Members of Constituent Organizations applying for dues reductions for each calendar year.
55) Following the Board’s decision, the Treasurer (or designee) will inform each Constituent Organization of the level of dues payable for the forthcoming year, and will point out, where a reduction is allowed, that this applies only for one year and that any future reductions will be subject to the Constituent Organization applying in future years and the Board’s approval of such applications. Where the Board does not recommend reductions, dues levels will automatically be at the standard rate.
Conflicts of Interest
56) Where an application for a dues reduction is from a country or a Constituent Organization of one or more members of the Dues Advisory Committee (including the Treasurer), such members shall declare a conflict of interest and take no part in the consideration of such applications.
57) Where an application for a dues reduction is from a country or a Constituent Organization of any member of the Board, such members shall declare a conflict of interest and will leave the room during the Board’s determination of the issue.
Repeat Applications for Dues Reductions
58) Where a Constituent Organization applies for a reduction for a subsequent calendar year, the Treasurer will ask the Constituent Organization to review the information provided for the prior year and to confirm that either it has not changed or to provide new information including changes since the original information was provided. Where the Treasurer has grounds to believe the situation in a Constituent Organization or a country may have changed, possibly because of exchange rate movements, he or she may request the Constituent Organization to submit new information, collected, where possible, from a different proportion of the membership.
Dues Reductions for Direct Members
59) Direct Members pay dues according to the standard IPA dues level.
60) Exceptionally where there are Direct Members in countries where dues discounts are approved for one or more Constituent Organizations, the Dues Advisory Committee will recommend to the Board the level of dues payable by these Direct Members by employing such procedures as it thinks appropriate.
61) Where there are Direct Members in countries where there are no IPA Constituent Organizations, and where the Dues Advisory Committee has reason to believe that average session fees may be below the “indicator” level set by the Board, the Dues Advisory Committee will recommend to the Board the level of dues payable by these Direct Members by employing such procedures as it thinks appropriate.
62) On the basis of the information provided by the Dues Advisory Committee, the Board will determine the dues payable by such Direct Members for each calendar year. Following the Board’s decision, the Treasurer (or designee) will inform such Direct Members of the level of dues payable for the forthcoming year, and will point out, where a reduction is allowed, that this applies only for one year and that any future reductions will be subject to the Board’s approval.
Use of the “indicator” for Other Purposes
63) The Dues Advisory Committee may recommend, and the Board may consider, the use of the “indicator” mechanism to determine the level of other Constituent Organization financial obligations, such as for the payment of IPA Sponsoring Committee and Liaison Committee visits. The Dues Advisory Committee will propose how the “indicator” should be employed under such circumstances. Financial support for Sponsoring Committee and Liaison Committee visits will only be considered where average session fees for a Study Group or Provisional Society fall below the “indicator” level. Financial support is not guaranteed even under these circumstances.
Completely revised, new entry, approved by the Board, July 2005
Change of account number approved by the IPA Board January 2013
Amended by the Board January 2014: (i) new paragraph added (41.) to the Policy on Dues Reduction section and (ii) “Constitution and Bylaws” changed to “Rules” throughout.
*This change record is for background information only and does not form part of the Procedural Code. If there is any conflict between a statement in the Procedural Code and a statement in this change record, the change record will be disregarded.