Choose your Council and assessment year. Confirm the Council name and number.
Enter the submitter’s information. Provide first and last name, email, phone number, the Thrice Illustrious Master’s name, and your role in the Council.
Enter the annual return counts. The form calculates additions, gross membership, deductions, current membership, and current paying membership for review.
Complete the annual return details. Verify the directory, enter assembly and officer information, and list required membership changes. More detail is below.
Select assessment items and quantities. Set quantities for adjustable items according to your Council’s reported counts. The four annual fixed fees are automatically included once and cannot be adjusted.
Review and submit. Check the Council, year, items, and total. The filing is saved before checkout, so an interrupted payment can be resumed from the same filing.
Annual return details and directory verification
Select Send verification code to verify the Council’s directory record. The code is sent to an eligible current officer email already on file; the form does not ask for or display that email. If no eligible email is available, contact MIPHGC staff.
After verification, select the members for the ensuing year’s officer slate and enter each officer’s name, mailing address, phone, and email. Also provide the Council’s mailing address, regular assembly schedule, time, and location.
Enter a name and date for every membership event counted on the return, such as greetings, reinstatements, demits, suspensions, expulsions, deceased members, and drops. For drops, identify NPD or voluntary.
Past Thrice Illustrious Masters and Grand Assembly delegates are optional. You may list up to 11 past TIMs and 3 delegates. Delegate titles are TIM, DM, or PCW; a PTIM must attend with a signed and sealed proxy.
Only select deceased or NPD changes that are confirmed. Those selected directory changes are applied to the shared Council record after payment is verified.
Avoid duplicate filings. If your Council already has a filing for that year, use the saved payment flow or contact MIPHGC staff instead of submitting another filing.
2. Understand the manual fee breakdown
For a check, money order, or other offline payment, the admin form uses the reported member and additions counts to calculate the following assessment total:
Assessment item
Calculation
Per Capita
Members on roll × $7.00
Additions Fees
Candidates greeted and reinstated × $10.00
Education Fund Fee
Members on roll × $5.00
Community Service Projects Fund Fee
Members on roll × $5.00
School of Instruction Fee
$30.00, once per year
PHGC Insurance Fee
$155.00, once per year
PHGC Newspaper/Website Fees
$100.00, once per year
Annual Entity Fee
$35.00, once per year
Delegate Grand Assembly Registration
Paid through York Rite Family Weekend; excluded from this assessment total
The four annual fixed fees are automatically included once; staff do not enter a quantity for them. Online checkout uses the approved default prices shown on the form and the quantities selected for adjustable items.
3. Pay online and check status
Online payments continue through Stripe’s hosted Checkout page. Do not send card details to Council or MIPHGC staff.
The online total includes a processing charge of 2.9% of the assessment subtotal, rounded to cents, plus $0.31. A $100 subtotal has a $3.21 charge and a $103.21 Checkout total.
Stripe Checkout displays the Council name and number and the Thrice Illustrious Master’s name in its payment note. Confirm those details before paying.
Use the payment methods offered on Stripe Checkout, then return to the assessment page.
A payment is marked paid only after Stripe confirms it. If the status says Processing, wait and refresh the status; do not submit a second filing.
After confirmation, a receipt is sent to the email address entered on the form.
If you close Checkout before paying, return to the saved filing and resume. Keep the private return link to yourself.
Status
What it means
Pending
The filing is saved, but payment has not yet been confirmed.
Processing
Payment confirmation is still in progress.
Paid
Payment has been verified.
Partially refunded / Refunded
Stripe has confirmed a partial or full refund.
Failed / Expired
The payment attempt did not complete or the Checkout session expired. The saved filing may be eligible for another attempt.
4. Review the filing register
In OPUS, open Forms → MIPHGC Annual Assesments. The filing register shows submissions, amounts, and payment status.
Search by reference, Council, Council number, officer, or email. Filter by year or status and refresh the results.
Summary cards show collected funds and counts of paid, pending, and unpaid Councils. Confirmed refunds are reflected in collected totals.
Select the underlined reference number to open the filing details and review the submitter, fee breakdown, payment, and attachments.
Use Export CSV or Export XLSX to download results matching the current filters.
Unverified online payments
For a pending, failed, or expired Stripe filing, an authorized administrator can open hosted Checkout or record a check or money order instead. The system checks Stripe first; a confirmed or processing online payment cannot be converted to an offline payment. Use Verify payment with Stripe if payment has been made but the register has not refreshed.
5. Record an offline payment
Use Record manual payment only after MIPHGC has received the payment. Select the Council and year, enter member and additions counts, and choose the payment method. The fee recap and total calculate automatically; no online processing charge is added.
Available methods for a new record include check, cash, bank transfer, other, and money order. Converting a pending Stripe filing is limited to check or money order.
Add an optional check number or internal payment reference.
Supporting files can be attached: up to five PDF, Word, CSV, or Excel files; 10 MB each and 20 MB combined.
Administrators can update a check or money-order memo/reference later. That does not change the amount, Council, or year, and the edit is audit logged.
Protect financial information. Attachments are not malware-scanned. Upload only needed supporting documents and redact card numbers, security codes, and bank-account details.
6. Maintain the directory and products
Council directory
The directory uses Council records already maintained in OPUS. Authorized administrators can add or edit a Council’s name, number, current Thrice Illustrious Master, and active status. Deactivate a Council rather than deleting a record; existing filings retain their historical details.
Stripe products
The products tab lists active, approved products. Only each product’s active default price appears on the form. Use Show on form or Hide from form to control new filings, and Up/Down to set the public form order. Hiding a product does not remove it from an existing saved filing.
Payment settings are reserved for authorized administrators who manage payment availability and the selected organization payment configuration. Account credentials and payment-provider setup are handled separately from this guide.
7. Common questions and help
My Council, number, or TIM is missing
Contact an authorized MIPHGC administrator to review the Council directory. Do not select a different Council as a substitute.
Payment choices or products are unavailable
Payment collection may be closed or the approved product list may not be available. Contact MIPHGC staff; do not enter account credentials into the assessment form.
The payment succeeded but the filing is not marked Paid
Wait for confirmation and refresh the status. If it remains unresolved, give MIPHGC staff the filing reference and do not pay again until they confirm the first payment’s status.
I need to correct a filing
Contact MIPHGC staff with the filing reference. Previously submitted filing details are retained even if the directory is later changed.