Oregon Trail Electric Cooperative Modernizes Member Payments at Scale

A Visionary Approach to Member Programs

Oregon Trail Electric Cooperative has built a reputation as a forward-thinking co-op—one that continuously looks for ways to modernize operations while strengthening its relationship with members and the broader community.

As member programs expanded and rebate volumes increased, OTEC took a step back to evaluate whether traditional payment methods still aligned with that vision. Rather than treating rebates as a back-office task, OTEC viewed them as a critical member touchpoint—one that reflects the cooperative’s values, efficiency, and commitment to service.

That perspective led OTEC to rethink how member dollars are delivered.

Legacy Payments Creating Hidden Operational Drag

Like many cooperatives, OTEC historically relied on paper checks and bill credits to deliver rebates and refunds. While familiar, these methods created meaningful internal friction.

Each check issued carried significant internal, operational burden and cost—from manual processing and approvals to system dependencies and audit controls. OTEC estimates put the cost to issue a single check at $25. Over time, that burden compounded.

As Nini Valerio explains:

“Operationally, just getting a check out the door required significant manual processing by our accounting team. We were looking for a better, more efficient way to issue payments to members.” 

The issue wasn’t just the cost of a check—it was the cumulative effort required to issue, track, reconcile, and audit thousands of individual payments across multiple programs.

OTEC also recognized a member-facing drawback: bill credits and mailed checks often failed to clearly connect the payment to the cooperative’s programs or community investments.

“Putting a line item on the bill really gets lost. We knew we were missing an opportunity to better connect our brand with the value we are creating for members.”

A Modern, Controlled, Member-Centric Payment Model

With Choice Digital, OTEC transitioned the majority of rebate payments to prepaid cards—dramatically simplifying the issuance process while maintaining financial rigor.

“Our move to prepaid cards has significantly improved our internal processes, and the tools and controls that Choice Digital provides have increased visibility and audit trail.” 

From an internal controls perspective, the model aligned well with OTEC’s governance standards. Key features of the Choice Digital platform include: 

• User-friendly platform

• Configurable workflows for controls

• Customizable reports and dashboards

• Visibility into member support 

• Ability to order via SFTP, bulk upload or single order

OTEC payments are submitted securely through the Choice Digital portal, reviewed, approved, and issued without introducing unnecessary complexity into accounting workflows.

Less Friction, More Focus

1. Reduced Operational Burden for Accounting

By eliminating checks for most member payments, OTEC significantly reduced manual processing and downstream administrative work.

“Internally, it was a time saver for us and the online portal is super easy to use… everything has been really streamlined.”

Configurable permissions ensured the right balance of access and control.

2. Stronger Member Visibility and Program Recognition

Moving away from checks and bill credits fundamentally changed how members experienced rebates.

Instead of an easily overlooked adjustment, members now receive a clear, tangible payment—reinforcing both the value of the rebate and OTEC’s role in delivering it. 

OTEC now issues prepaid cards for rebates as small as $10, ensuring every member sees and recognizes the benefit:

“Externally, it has really improved member visibility on the rebates, the programs, and what OTEC has to offer as a co-op.”

For OTEC, this wasn’t just about convenience—it was about reinforcing the cooperative brand and its investment in members.

Extending the Vision Beyond Rebates

As confidence in the platform grew, OTEC expanded its use of Choice Digital beyond energy efficiency programs.

The cooperative now leverages prepaid cards for:

• Member contests and promotions

• Community and charitable initiatives

• Marketing and outreach programs

“Anytime we’re looking at member rewards or incentives… that’s really where we’re looking to utilize Choice Digital.”

This approach allows OTEC to standardize payments across departments—without reintroducing operational complexity.

Why Oregon Trail Electric Cooperative Stands Out

OTEC’s approach reflects a broader leadership mindset in the cooperative space: modernize where it matters most—at the member touchpoint—while simplifying internal operations.

By rethinking rebates and refunds as part of the member experience, OTEC achieved:

• Fewer legacy payments and reduced operational friction

• Strong internal controls with streamlined workflows

• A modern, permission-based payment portal

• Clearer member recognition of co-op programs and value

A Model for the Co-op Community

Oregon Trail Electric Cooperative demonstrates that modernizing member payments is not just an operational improvement—it’s a strategic decision that strengthens trust, visibility, and engagement.

For co-ops looking to lead, not follow, OTEC provides a compelling blueprint.