CLUB TRUST ACCOUNTS STEPS Prepare a Budget Get

CLUB & TRUST ACCOUNTS

STEPS • Prepare a Budget Get it approved in the Last Board meeting of the current Rotary Year • Bank Accounts: Change Signatories Get it approved in the Last Board meeting of the current Rotary Year • • Receive previous year’s Accounts / Balance Sheets on 1 st July 16 Send Club Bills to Members in June 16 & December 16 Pay R. I. Dues, Dist. Dues, Rotary News Subscription Amount @ Rs. 420 per member on time Keep your Account updated / Transparent throughout the Year Discuss Accounts once in 3 months in Board Present Accounts in the A. G. M. Get Account/s Audited & Handover it to President Elect.

Club Account Budget EXPENDITURE SR. PARTICULAR 1 2 3 4 5 6 7 8 9 10 11 R. I. DUES DIST. DUES ROTARY NEWS FOOD EXPENCES DECORATIONS/SOUND DISTRICT MEETINGS CLUB BULLETINS PRINTING & STATIONARY AWARDS &MOMENTOS PHOTOGRAPHY AUDIT FEES INCOME NOS. PRICE AMOUNT SR. 1 2 3 4 5 PARTICULAR MEMBERSHIP FEES ADMISSION FEES BANK INTEREST GUEST CHARGES SPONSORSHIPS NOS. PRICE AMOUNT

Trust Account Budget EXPENDITURE SR. 1 2 3 4 5 PARTICULARS ONGOING PROJECT/S PROJECT 1 PROJECT 2 PROJECT 3 AUDIT FEES INCOME AMOUNT SR. PARTICULARS 1 2 3 4 CONTRIBUTIONS FROM CLUB CONTRIBUTIONS FROM MEMBERS CONTRIBUTIONS FROM OTHERS BANK INTEREST AMOUNT

S. A. R. / CLUB INVOICE

CLUB INVOICE Beginning 1 st January 2015, Club receives a one-page invoice that clearly states the amount owed for Subscription fees (Magazine), Membership Dues & Outstanding Balance. Club will no longer need to recalculate bills, make adjustments or fill out the eight-part Semi Annual Report (SAR)

PER CAPITA DUES (16 -17) $ 28. 00 per Member Per Half Year Plus $ 1. 50 For Council of Legislation ( only in July Club Invoice) Rotarian Magazine Subscription: $24 per Member R. I. Credits payments at the official Rotary Exchange Rate at the time payment is received which is reevaluated every month.

WHEN CLUB RECEIVE CLUB INVOICE FROM R. I. ? Club Invoices will be received by clubs by the end of July 16 & January 17

WHEN CLUB SHOULD PAY INVOICE ? Clubs are required to pay immediately upon receipt of invoice. As of January 2015, Clubs are subject to Termination for Non-Payment of dues 120 days after the Club Invoice is issued.

WHO CAN PAY CLUB INVOICE ? Club President Club Secretary Director Treasurer Membership Chair Rotary Foundation Chair

HOW CLUB CAN PAY THEIR CLUB INVOICE ? 1. Credit Card Online ( to pay your current dues, go to the CLUB ADMINISTRATION PAGE, sign in & scroll down to the Club Invoice Section. ) 2. RTGS / NEFT ( Bank Details will be there in the Club Invoice or can be collected from Rotary Delhi office ) 3. Cheques

HOW CLUB CAN VIEW THEIR CLUB’S CURRENT BALANCE ? You can find DAILY CLUB BALANCE REPORT in the Club Finance Section of CLUB ADMINISTRATION. The information in this report is updated Daily and will reflect recent payments & Member adjustment.

WILL CLUB RECEIVE AN ELECTRONIC COPY OF INVOICE OR A PAPER COPY ? If you have reported the email address of your club officers and/or your club’s permanent email address, you will receive an email notification when your Invoice is ready to be viewed online. You will receive the Paper Invoice if you have not reported Club officers’ Names & email address or not opted out of receiving the Paper Invoice You can edit Invoice Preferences in the CLUB FINANCE SECTION of CLUB ADMINISTRATION. It should be done before 1 st July 16 or 1 st January 17 for each invoice period.

WHAT IS THE DEADLINE FOR REPORTING MEMBERSHIP CHANGES FOR CORRECT CLUB INVOICE ? Your Club Invoice will be calculated by the number of Members in Rotary Database on 1 st July 16 & 1 st January 17. You should register New Members and remove Terminated Members within 30 Days, or by 1 st July 16 or 1 st January 17, whichever is sooner.

WHAT IS THE DEADLINE FOR UPDATING CLUB’S MAGAZINE SUBSCRIPTIONS ? You must make updates to your magazine subscription information by 1 st July 16 & 1 st January 17.

CAN CLUB MAKE ADJUSTMENTS ON THE CLUB INVOICE ? NO, Clubs can not make any adjustments on the Club Invoice. Clubs will be billed for all Active Members as of 1 st July 16 & 1 st January 17 and are required to pay the amount that appears on the invoice. It is essential to keep your club’s data current so that you receive a correct invoice.

WILL CLUB RECEIVE A LIST OF MEMBERS WITH CLUB INVOICE ? No, Starting with the July 2015, Clubs do not Receive a list of Members along with Club Invoice. Club Officer can find their official Member list by going to the CLUB REPORTS SECTION of REPORTS.

HOW TO PAY CLUB INVOICE ONLINE 1. Go to www. rotary. org and sign in to My Rotary. Then go to Manage, then Club Administration. 2. Scroll down on Club Administration page & select Pay or View Club Invoice. 3. Select your Payment Currency & select Continue to Payment Page to enter your credit card information. 4. Enter your billing information & select Continue. 5. Confirm payment information and select Continue. 6. Enter Credit Card information & select Continue. 7. You will get a message to confirm your payment.

TERMINATION OF A CLUB Club/s do not pay their Rotary Dues within Four Months of the date of invoice will be Terminated. Clubs will then have Five months to fulfill the following reinstatement requirements. 1. Pay all outstanding financial obligations at the time of termination. 2. Pay all Membership Dues that continue to accrue thereafter. 3. Pay a $30 per member reinstatement fee. 4. Complete & submit a reinstatement application with updated Membership list with Current officers and their information. After 150 days from the termination date, clubs are permanently Terminated & can not be reinstated loosing their Name, History & Charter.

EASY STEPS 1. Make sure the Names & email address of all future Officers are correct & updated on R. I. Website (16 -17). 2. Continue the same email I. D. of the Club if possible. 3. Add ri. clubfinance@rotary. org to your approved email contact to avoid rejection or filtered as spam. 4. Update Membership & Magazine Data before 1 st July 2016 & 1 st January 2017. 5. Email data@rotary. org in case you do not receive Club Invoice by 1 st August 16 or 1 st February 17. 6. Pay on time to avoid Termination.

THANK YOU