LEAD

YOUR CLUB
Treasurer
2016-19 Edition

220-EN—(616)
2016 COUNCIL ON LEGISLATION
UPDATES

There have been many changes to Rotary policies and procedures since your leadership manuals
were written, including some from the 2016 Council on Legislation. Here is a summary of those
changes, which override entries in the Lead Your Club manuals. The most recent versions of the
club constitution and bylaws are available on Rotary.org.

GENERAL INFORMATION
The following changes to the Bylaws of Rotary International, effective 1 July 2016, apply to all
Rotarians:
Becoming a Rotarian
Clubs may determine their own rules for transferring members, dual membership, and honorary
members. They’re also free to continue following the traditional provisions for these members. The
only mandatory qualifications for membership are that Rotarians must be adults who have
demonstrated good character, integrity and leadership; have a good reputation in their business,
profession and community; and be willing to serve in their community and around the world.
Potential members who owe money to a Rotary club aren’t eligible for membership. Clubs must
confirm that transferring or former Rotarians seeking membership don’t have any outstanding debt
to their previous club. (For complete details, see the RI Bylaws, section 4.030.)

Flexibility in meeting frequency, format, and attendance

Council on Legislation representatives voted overwhelmingly to eliminate limitations on how Rotary
clubs conduct their meetings, and recognized the fact that a club’s health is not determined by
attendance alone. With the RI Board’s endorsement of the Council’s changes, clubs now can:
 Determine the best day and time for their meetings
 Change or cancel a meeting
 Count service projects or social events as meetings
 Choose whether to meet in person or online, to alternate between online and in-person
meetings, or even to use both formats at the same time (for example, a member could
participate in an in-person meeting through a video chat)
 Amend their bylaws to change attendance requirements and termination policies involving
members with poor attendance
Rotary clubs now can reduce their meeting frequency, as long as they meet in some way at least
twice a month. They are still expected to forward attendance reports to the district governor within
15 days of the last meeting of each month.

July 2016
Flexibility in membership types
Rotary has two types of membership: active and honorary. Clubs can now offer additional types,
such as associate, corporate, and family, as long as they report these individuals as active
members and collect RI membership dues from them.

Rule of 85
Rotarians can be excused from attendance if two conditions are met: They have been a member of
one or more Rotary clubs for at least 20 years, and their years of club membership plus their age
equals at least 85.

E-clubs and Rotary clubs

Given the new flexibility granted to all Rotary clubs, Rotary is no longer making a distinction
between e-clubs and traditional clubs. References to e-clubs have been removed from the RI
Bylaws and the Standard Rotary Club Constitution, but clubs may continue to designate
themselves as e-clubs to emphasize that they meet exclusively or primarily online.

Dual membership for Rotaractors

In order to facilitate the transition from Rotaract to Rotary, the RI Bylaws now permit Rotaractors
who meet the qualifications for membership to join a Rotary club while remaining Rotaract
members.

Suspension
Clubs may now suspend a member for a maximum of 90 days. At the end of that time, they must
terminate or reinstate the member. A suspended member has the right to appeal the suspension or
request mediation or arbitration.

CHANGES TO LEAD YOUR CLUB SERIES

Lead Your Club:
President Secretary Treasurer
Decision
Semiannual club dues will increase from $28 in 2016-17 to Chapter 2 Chapter 4 Chapter 2
$30 in 2017-18, $32 in 2018-19, and $34 in 2019-20.
Two Rotarians residing at the same address may choose Chapter 2 Chapter 4 Chapter 2
to subscribe jointly to The Rotarian or to the regional
magazine prescribed for their club.
Clubs are no longer required to charge an admission fee; Chapter 2 Appendix 5 Chapter 2
however, they can choose to continue charging one.
The treasurer is a permanent member of the club board. Chapter 2 Chapter 2
and 3
Written board minutes must be provided to all members Chapter 2 Chapter 2
within 60 days of the meeting.

July 2016
This is the 2015 edition of Lead Your Club: Treasurer for
treasurers holding office in 2016-17, 2017-18, and 2018-19. The
information in this manual is based on Rotary’s constitution
and policy documents. Please refer to those resources for exact
Rotary policy. Changes to Rotary’s constitution and policy
documents override policy as stated in this publication.
Use this manual to learn more about your role before you attend
the district training assembly.

Questions?
If you have questions about your role, contact other leaders, such
as your assistant governor, past club treasurers, or the district
finance committee. Your Club and District Support and financial
representatives are also available to help. We offer support
in nine languages online and through our staff at Rotary’s
headquarters in the U.S. and our international offices.
Send questions about this manual or any other Rotary training
materials to [email protected].
 CONTENTS

YOUR JOB AS CLUB TREASURER

1 MY ROTARY 1

2 MANAGING CLUB FINANCES 3

Prepare for Your Office................................................................................................................................................................................................ 3
Incoming and Outgoing Funds................................................................................................................................................................ 4
Dues, Fees, and the Club Invoice........................................................................................................................................................ 4
Financial Reporting............................................................................................................................................................................................................ 6
Rotary Foundation Contributions and Grants............................................................................................... 6
Developing Next Year’s Budget............................................................................................................................................................... 8
Preparing the Incoming Treasurer............................................................................................................................................... 8

3 FINANCIAL PRACTICES
9
Risk Management..................................................................................................................................................................................................................... 9
Financial Controls..................................................................................................................................................................................................................10

4 RESOURCES 11

APPENDIXES
  1. How to Create a My Rotary Account.......................................................................................................................13
  2. Discussion Questions for the District Training Assembly.............................16
  3. Sample Budget..................................................................................................................................................................................................................17
  4. How to Pay Your Invoice.........................................................................................................................................................................20
  5. Sample Board Report......................................................................................................................................................................................23
YOUR
JOB AS
CLUB
TREASURER
As club treasurer you keep your club healthy
through good financial management.
Find detailed information in Lead Your Club:
Treasurer.
RESPONSIBILITIES
Attend the district training assembly and the district conference
Maintain accurate club financial records
Collect dues and use them to pay fees
Keep historical financial records in accordance with local document retention laws
Manage club and project funds, including paying bills and other expenses and distributing
grant and scholarship funds
Work with The Rotary Foundation to make contributions and manage grants
Make sure that the club follows its budget
Develop a budget for next year
Give monthly reports to your club’s board
Provide regular financial updates during club and board meetings
Plan next year’s budget and get it approved by the last quarter of the Rotary year
Hand all records over to the incoming treasurer and help him or her transition into the role
Write and present a detailed annual report at the end of the Rotary year
Have your club’s financial activity reviewed by a qualified accountant who is not affiliated
with your club at the end of the year

File your club’s taxes, if required to do so by local or national tax code

 WHAT ARE YOU WAITING FOR?
BE A VIBRANT CLUB

Be a Vibrant Club guide includes:

• A club success story from your region
• Ideas for your club to try
• Resources for your club on My Rotary

Get your free copy at

shop.rotary.org

d LEAD YOUR CLUB: TREASURER

 CHAPTER 1

MY ROTARY

My Rotary at Rotary.org allows you to conduct club business quickly and

efficiently and ensures that Rotary has accurate records for your club. If you don’t
already have an account, appendix 1 shows how to create one.
In order to get access to the tools you’ll need as treasurer, you must be listed as
treasurer in Rotary’s records. Your club president or secretary can add you as a
club officer.
Once that’s been done, you can find the features you’ll need in order to carry out
your duties by signing in to My Rotary and looking under the Manage tab for the
link to the Club Administration page.
As club treasurer, you can use My Rotary to:
• Update personal information
• Use Rotary Club Central to view your club’s goals and its progress toward them
• Generate club officer reports
• Update club data
• View your daily club balance report
• Review contribution and recognition reports, including your club’s
contributions to SHARE and PolioPlus
• Search the Official Directory

MY ROTARY 1
 STRATEGIC PLAN
OUR VALUES IN ACTION

Through fellowship, we build lifelong relationships that promote greater global understanding.
With integrity, we honor our commitments and uphold ethical standards.
Our diversity enables us to connect different perspectives and approach problems from many angles.
We apply our vocational expertise, service, and leadership to tackle some of the world’s greatest challenges.

OUR STRATEGIC GOALS

Support and Focus and increase Enhance public image and

strengthen clubs humanitarian service awareness
• Foster club innovation and flexibility • Eradicate polio • Unify image and brand awareness
• Encourage clubs to participate in a • Increase sustainable service focused • Publicize action-oriented service
variety of service activities on programs and activities that • Promote core values
• Promote membership diversity support youth and young leaders
and Rotary’s six areas of focus • Emphasize vocational service
• Improve member recruitment and • Encourage clubs to promote their
retention • Increase collaboration and
connection with other organizations networking opportunities and
• Develop leaders signature activities
• Create significant projects both
• Start new clubs locally and internationally
• Encourage strategic planning at club
and district levels

JOIN LEADERS | EXCHANGE IDEAS | TAKE ACTION www.rotary.org/strategicplan

2 LEAD YOUR CLUB: TREASURER

 CHAPTER 2

MANAGING CLUB
FINANCES

As treasurer, you manage your club’s finances and ensure good financial
stewardship. All club treasurers have similar responsibilities, which include:
• Managing club, project, and Rotary grant funds
• Collecting and paying dues and fees
• Reporting on your club’s finances
• Overseeing Rotary Foundation contributions
• Developing and monitoring your club’s budget
• Preparing the incoming treasurer
• Writing an annual report

PREPARE FOR YOUR OFFICE

Start preparing several months before you take office. Review the discussion
questions in appendix 2 before you attend the district training assembly.
Work with your club’s board of directors and members and the district finance
committee to learn about the expectations for your role. Meet with the outgoing
treasurer to learn:
• How your club’s bank accounts are organized and what signatures are required
for transactions
• How club members pay dues
• Whether your club carries any debt
• How funds are allocated for club committees
• What accounting system is in place
• Where financial records are kept
• What paperwork needs to be filed with the club board, district, Rotary
International, and local government (e.g., for taxes or changes to bylaws)
• What the budget for the coming year is and how it was determined
MANAGING CLUB FINANCES 3
 You and your club’s secretary share several responsibilities. Determine
Requirements for
together how you’ll approach them.
retaining financial
records vary by You will learn more about your role at the district training assembly.
country. Be sure to This event is a good opportunity to share ideas with treasurers from
check your local laws. other clubs and to meet your assistant governor and district finance
committee members.

INCOMING AND OUTGOING FUNDS

Your primary day-to-day responsibilities are managing and tracking
incoming and outgoing funds and following the budget created in the
previous Rotary year.
Promptly and accurately document all funds you collect and all expenses
that are paid. Give members receipts for their dues and donations, and
record any other transactions, including purchases. If exceeding the
budget is unavoidable, get approval from the club board before funds are
spent.

Separate your club’s charitable and operational funds to be sure that

proceeds from fundraisers are used to support charitable activities. If
any fundraisers are intended to benefit specific service efforts, you may
also want to create separate project accounts.

DUES, FEES, AND THE CLUB INVOICE

Rotarians are required to pay dues to their club, Rotary International,
and sometimes the district. Make sure you understand what you need to
collect from members and what you pay on behalf of your club.

WHAT TO COLLECT
• Club dues
• Admission fees
• District dues
• RI per capita dues
• RI fees
• Magazine subscriptions

WHAT TO PAY
• District dues
• Club invoice
• RI per capita dues
• New-member prorated dues
• RI fees (magazine costs, Council on Legislation fees)
• Outstanding balance (if any)

4 LEAD YOUR CLUB: TREASURER

 CLUB DUES AND ADMISSION FEES
Your club decides the amount members pay in club dues and admission
Clubs served by Rotary
fees and when they’re collected. These funds pay for expenses
International in Great
associated with meetings, meals, speaker gifts, and supplies.
Britain and Ireland
have a different dues If a member doesn’t pay dues within 30 days after the deadline, ask
structure. your club secretary to send a notice that includes the amount owed
and an absolute deadline. If the dues aren’t paid within 10 days of the
Clubs in Australia are
notification, membership may be terminated, at the discretion of the
subject to a goods
club’s board. The board may reinstate membership upon a member’s
and services tax for
formal request and payment of all debts to the club.
RI, district, and club
dues, as well as for
their regional magazine DISTRICT DUES
subscriptions. Your district may charge dues to members to fund district-sponsored
Clubs in India are activities. If your district charges dues, you will collect them from your
subject to a service members and forward them to the district. The amount is approved each
tax for RI, district, and year at the district training assembly, district conference, or presidents-
club dues, as well as elect training seminar.
for registration fees for
the Rotary convention. RI PER CAPITA DUES
Payment for the
subscription to their All members pay per capita dues to Rotary International. These dues
Rotary magazine is not pay for Rotary’s general operating expenses, including producing
subject to service tax. publications in several languages; providing club, district, and project
support; offering training and resources for incoming club leaders; and
In some countries, maintaining the Rotary website. See the Rotary International Bylaws for
changes to club details.
bylaws (such as dues
increases) must be
registered with the
RI FEES
government. Rotary also charges members for required magazine subscriptions,
Council on Legislation fees, and other expenses. (If more than one
Rotarian lives at an address, they all may subscribe jointly to the official
magazine.) Fees for some regional magazines are collected directly by
the editors.

CLUB INVOICE
Rotary International bills clubs twice a year for per capita and prorated
dues and RI fees. You will receive an invoice in early July and one
in early January. The rate for the 2016-17 Rotary year is $28.00 per
member per half year.
Dues are calculated based on the membership numbers your secretary
reports to RI by 1 January and 1 July of each year. The balance is due in
full, and the amount can’t be adjusted, so work with the secretary to keep
your member lists current. See appendix 4 for instructions on paying the
invoice online.

MANAGING CLUB FINANCES 5

 If you haven’t received your club invoice by the end of July or January,
you can print a copy from My Rotary or request it by writing
[email protected] or contacting your international office.

CLUB TERMINATION AND REINSTATEMENT

If your club doesn’t pay its invoice promptly, Rotary International will
terminate its membership, and the club will no longer receive services
from Rotary or the district. A club can also be suspended or terminated
if any member misuses funds from The Rotary Foundation. According to
termination and reinstatement policy:
• 120 days after invoices are generated on 1 January and 1 July, clubs
that owe $250 or more will be terminated.
• To be reinstated, a club has 30 days to apply for reinstatement and
pay all past-due balances, all dues that have accrued since it was
terminated, and a reinstatement fee of $30 per member.
• Clubs that haven’t fulfilled their entire financial responsibility within
150 days of termination will lose their original charters and won’t be
eligible for reinstatement.

FINANCIAL REPORTING
Every month, update the board on the club’s finances. Present the club’s
monthly expenses and income, the results of fundraising efforts, and the
overall budget. See a sample report in appendix 5.
You should also give updates as needed at club meetings and write a
detailed annual report at the end of the Rotary year.
Board and club meeting minutes should list account balances and
disbursements, and these should match actual financial activity.
Preserve all records in case the club has to account for the use of funds
during a specific period.
Hire a qualified accountant who is not affiliated with your club to review
the club’s financial activity every year. In some cases, treasurers may be
responsible for filing taxes for the club. Know your country’s tax laws.
There may be special requirements if your club uses separate funds for
scholarships or a foundation or if the club is incorporated. Consult an
expert in your club or community about specific tax questions.

ROTARY FOUNDATION CONTRIBUTIONS

AND GRANTS
The Rotary Foundation, Rotary’s charitable arm, is supported solely by
voluntary contributions from Rotary members and friends. As treasurer,
you’ll likely submit donations and help the club apply for and monitor
grants. Ask your club or district Rotary Foundation committee to assist
you as needed.

6 LEAD YOUR CLUB: TREASURER

 CONTRIBUTIONS
Contributions to the Foundation are separate from dues paid to Rotary
International. Both individual members and clubs may donate to the
Foundation at any time by credit card at Rotary.org, or by sending a
check, money order, traveler’s check, or wire transfer made payable
to The Rotary Foundation. In some countries, donors may receive tax
benefits. If you have questions, consult your international office.
Sometimes you will submit contributions on behalf of the club or one or
more club members. Other club officers may also do this. Contributing
directly through Rotary.org is the fastest and most secure method for
donors and the most cost-effective for the Foundation. After signing
in to My Rotary, a club officer may navigate to the Manage tab and,
from the Club & District Administration list, select Contributions. The
Contributions page offers the option of making a contribution from a
club or on behalf of club members.

Individual contributions may also be submitted using The Rotary

If you have questions Foundation Contribution Form. If you send multiple donations together,
about local laws or complete a Multiple Donor Form. Indicate gift designations (such
procedures, contact as PolioPlus or Annual Fund-SHARE) and include all contributors’
your international names and membership numbers so that each receives proper
office or fiscal agents, acknowledgment, recognition, and a tax receipt, where appropriate.
located in Bangladesh, Changes to designations can be requested within 90 days after the
Chile, Colombia, Foundation receives a gift but only within the same Rotary year.
Nepal, Pakistan, Peru,
Sri Lanka, Thailand, In addition to monetary gifts, contributions can include stock,
Ukraine, and Venezuela. appreciated securities, life insurance policies, property, and
bequests. Contact Planned Giving staff at Rotary headquarters or
your international office for assistance in sending these types of
contributions. See the Foundation’s Gift Acceptance Policy for more
information.
Contributions to The Rotary Foundation must be received by 30 June
to be credited to the current Rotary year. To be eligible for tax benefits,
donors must be sure that the Foundation receives their contributions by
the end of their country’s fiscal year.

GRANTS
If your club receives Rotary grant funds, work with your Rotary
Clubs in India
Foundation committee to manage the grant and follow the reporting
must comply with
requirements.
all local reporting
requirements for A club can be suspended or terminated if any of its members misuse
grants, including by Foundation funds, so do your part to ensure good stewardship of grant
submitting thorough funds.
records of how grant
money is spent.

MANAGING CLUB FINANCES 7

 CLUB FOUNDATIONS
If your club has a foundation or plans to establish one, be sure it adheres
to local laws. Some countries require foundations to register with the
government or follow specific rules. For example, a club that accepts
contributions to its foundation is often expected to issue tax receipts
from the foundation. Consult your local tax authority or fiscal agent
about reporting requirements.
If you send a check from your club’s foundation to The Rotary
Foundation, it will be processed as a donation from your foundation.
If names are sent with the contributions, the individuals will receive
the appropriate recognition points only. The Rotary Foundation doesn’t
issue a tax receipt, which is the club foundation’s responsibility.

DEVELOPING NEXT YEAR’S BUDGET

You and your club’s board will develop a budget for the Rotary year after
Sign in to My Rotary
your term as treasurer. Before creating it, review the club’s financial
and go to the Club
history to determine its likely income and expenses, and meet with
Administration page to
incoming officers to discuss their plans for the year. Divide the income
see a list of available
and expenses into club operations and charitable funds. You might
club reports, including
establish a reserve fund, if your club doesn’t already have one.
daily club balance
reports and current and The final budget must be approved by the board. An editable version of
historical member data. the budget worksheet in appendix 3 is available on the Treasurer page on
My Rotary.

PREPARING THE INCOMING TREASURER

Once the next treasurer is chosen, meet with him or her to review all
the procedures you follow as treasurer and share tips on budgeting and
managing club funds. If possible, have the incoming treasurer work with
you on some tasks to become familiar with the regular responsibilities
of the role. After the last club meeting in June, turn over all funds,
accounting records, and any related materials.

8 LEAD YOUR CLUB: TREASURER

 CHAPTER 3

FINANCIAL PRACTICES

You can do your part to protect your club’s assets and shield yourself and your
club from liability by anticipating the possible risks associated with your club’s
activities. Meet with the outgoing treasurer to learn which controls and processes
are already in place and which may need to be established during your term.

RISK MANAGEMENT
Risk management involves planning and controlling activities in a way that
minimizes both risk and liability. Pose these three basic questions when planning
activities and events:
• What might go wrong?
• If something goes wrong, how will I or the club respond?
• How will any losses or damages be paid?
If there’s a significant possibility that something could go wrong, consider:
• Not holding the activity or event
• Modifying the activity or event to minimize the risk
• Preparing a plan to address any foreseeable problems
• Finding or hiring another organization that will agree to participate and share
the risk
Although conducting business with handshakes or spoken agreements may be
common, Rotary strongly recommends using written contracts. Involve a legal
professional whenever working with contracts, and always read and understand
a contract before signing it. Keep legal documents after an event in case of a
liability claim.
We urge clubs to obtain professional legal and insurance advice about liability
protection. Clubs in the United States and its territories and possessions are
automatically covered by general liability and directors and officers/employment
practices liability insurance through a program arranged by RI and paid for by

FINANCIAL PRACTICES 9
 U.S. Rotarians. Clubs outside the United States should consider purchasing
liability insurance if they do not already have it. See chapter 1 of the Manual of
Procedure for more information.

FINANCIAL CONTROLS
Financial controls help clubs manage funds properly and protect you and your
club from allegations of fund misuse. Establishing standard procedures for
ongoing duties will also simplify your job as treasurer. Consider following these
procedures if your club doesn’t already do so:
• Email reports to board members for review to confirm accuracy before
presenting them. See appendix 5 for a sample report.
• Allow time for questions after presenting the monthly finance report to the
board.
• Ask the club president to review all bank statements before giving them to you.
• Review monthly bank statements and reconcile the transactions they list with
club records.
• Require more than one signature on all checks and withdrawals.
• Update signature requirements as officer positions and other roles change.
• Divide financial responsibilities. For example, appoint different club officers
to reconcile bank accounts, maintain the general ledger and review financial
statements, sign checks, and deposit and withdraw from accounts.
• Ask that the chair of an event sign for charitable expenses.
• Require board approval for operating expenditures over a certain amount.
• Establish a term limit for your club’s treasurer position.
• Establish a process that smoothes the transition for an incoming treasurer.
• Stay current on local tax requirements and laws.
• Appoint a finance committee to provide oversight and help with succession
planning.
• Check in with your fiscal agent regularly, if applicable.
• Consult with the district finance committee to be sure you’re complying with
local legal requirements.

10 LEAD YOUR CLUB: TREASURER

 CHAPTER 4

RESOURCES

DISTRICT AND ROTARY SECRETARIAT SUPPORT

• District finance committee — Rotarian financial experts who supervise district
funds and work closely with the district governor and area clubs.
• Assistant governor — A Rotarian appointed to assist the governor with the
administration of designated clubs. Your assistant governor checks in with
your club quarterly and supports it throughout the year.
• Financial representatives and Club and District Support representatives —
Staff members at Rotary’s headquarters in the U.S. and international offices
who can answer many administrative questions and direct other inquiries to
appropriate RI and Foundation staff.
• Fiscal agents — Ask the international office nearest you whether you have a
fiscal agent and how to contact him or her.
• Rotary Support Center — A team at Rotary headquarters available to answer
questions; email [email protected] or call toll-free from within the
U.S. and Canada: +1-866-9-ROTARY (+1-866-976-8279). Rotarians outside
North America should contact their international office.

POLICY AND REFERENCE DOCUMENTS

• Rotary Code of Policies and Rotary Foundation Code of Policies
• Recommended Rotary Club Bylaws
• Standard Rotary Club Constitution

RESOURCES 11
 ONLINE RESOURCES
Learning & Reference
• Learn by Role: Treasurer — A page of club treasurer resources.
• Learning Center — Take courses to develop your skills and learn more
about Rotary.
• Official Directory — Contact information for RI and Foundation
officers, committees, resource groups, and Secretariat staff;
worldwide listing of districts and governors; alphabetical listing of
clubs within districts, including contact information. Issued annually.

Exchange Ideas
• Discussion Groups — Exchange ideas with Rotarians around the
world. Share successful ideas and practices.

Manage
• Shop.rotary.org — Rotary’s online store for ordering publications,
DVDs, forms, and supplies.
• Club Administration — Pay your club invoice and view reports about
your club.

12 LEAD YOUR CLUB: TREASURER

APPENDIX 1

HOW TO CREATE A
MY ROTARY ACCOUNT

First go to www.rotary.org.

1
Then click on My Rotary.

Click on Sign In/Register.

2
March 2015

APPENDIXES 13
 3
If you are a first-time user, click on
Create account.

If you are not a

first-time user,
enter your
email address
and password.
Then click on
Sign In.

Fill in the Account Registration information

and click on Continue.
4
You will be informed that an
email has been sent to you.
5
March 2015

14 LEAD YOUR CLUB: TREASURER

6 Check your email for the address
you provided in the step above.
You will receive this message.

Click on the blue link to finalize

the process.

7
Fill in all the mandatory
information and click on
Create account.

8
Click on
Continue.

9
Congratulations!
You have created
your My Rotary
account.

March 2015

APPENDIXES 15
 APPENDIX 2

DISCUSSION QUESTIONS FOR THE

DISTRICT TRAINING ASSEMBLY
After reviewing this manual to prepare for your role, answer these questions. Then discuss your
ideas with other incoming club leaders at your district training assembly.

How can you prepare for your term as treasurer?

What fundraising activities might your club hold this year, and how will you, as treasurer, be
involved?

How would your club prepare for a financial audit?

How can you work with fellow club leaders and committees to manage club funds responsibly?

What is one goal you will work toward next year? How does this goal support your club’s
strategic plan?

What problems might arise, and how could you address them?

16 LEAD YOUR CLUB: TREASURER

 APPENDIX 3

SAMPLE BUDGET
Rotary Club of
Budget for fiscal year beginning 1 July

Budgeted income Actual income Amount over/ Estimated income

INCOME last year last year (under) last year this year

OPERATIONS
Membership dues
Admission fees4
Income from visitors
Other income

Subtotal
CHARITABLE
Donations to club for
projects
Club fundraisers
Other income

Subtotal
TOTAL INCOME
4
To be based on the estimated number of new members for the year.

APPENDIXES 17
 Budgeted expenses Actual expenses Amount over/ Estimated expenses
EXPENSES last year last year (under) last year this year

OPERATIONS
Secretary’s office
 Badges/engraving
 Postage and post box
 Printing
 Stationery
 Phone/fax
 Annual report
 Website hosting
 Rent
 Miscellaneous
supplies
 Other

Subtotal
District dues
Subtotal
Rotary International
 Dues
 Subscriptions
 Liability insurance5
 RI Convention
 Council on Legislation
 Other

Subtotal
Meeting expenses
 Club meetings:
speaker gifts
 Club meetings: other
 Presidents-elect
training seminar
 District conference
 District assembly
 Other

Subtotal
5 Where appropriate

18 LEAD YOUR CLUB: TREASURER

 Budgeted expenses Actual expenses Amount over/ Estimated expenses
EXPENSES last year last year (under) last year this year

Committee expenses6
 Administration
 Club bulletin
 Membership
 Public relations
 Service projects
 The Rotary
Foundation
Subtotal
Miscellaneous
 Bank or legal fees
 Government fees
 Flowers
 Road signs
Subtotal
Other operational expenses

Subtotal
CHARITABLE
 Donations to
 The Rotary
 Foundation
 Club projects (list
each individually)

Committee expenses
 Service projects
 The Rotary
Foundation
Other charitable expenses

Subtotal
TOTAL EXPENSES
6 Committee expenses for managerial or clerical purposes are categorized as operational, whereas those pertaining to service projects
or activities are considered charitable.

APPENDIXES 19
 APPENDIX 4

HOW TO PAY YOUR INVOICE

Go to rotary.org and
sign in to MyRotary.
1
Then go to Manage,
then Club
Administration.

Scroll down on Club

Administration page
and select Pay or view
club invoice. 2

May 2015

20 LEAD YOUR CLUB: TREASURER

 3
Select your payment currency and select
Continue to payment page to enter
your credit card information.

Enter your billing

information and

4
select Continue.

May 2015

APPENDIXES 21
 5 Confirm payment
information and select
Continue.

6
Enter credit card
information and
select Continue.

You will get this message to confirm

your payment. 7
May 2015

22 LEAD YOUR CLUB: TREASURER

APPENDIX 5
Appendix 1: Sample Board Report
SAMPLE BOARD REPORT

ROTARY CLUB X
Sample Balance Sheet
As of 30 June 20XX

Assets 30 June 20XX

Cash in bank for operational purposes $3,800
Cash in bank for charitable purposes 2,795
Cash in savings 4,300
SUBTOTAL $10,895

Fixed Assets
Laptop computer $2,325
LCD projector 875
Other -
SUBTOTAL $3,200

Total assets $14,095

Liabilities
Liabilities payable for meetings: meals $300
Liabilities payable to The Rotary Foundation 300
TOTAL LIABILITIES $600

Club equity
Beginning equity $8,630
Net income for the year 4,865
ENDING EQUITY $13,495

Total liabilities and club equity $14,095

APPENDIXES 23
 ROTARY CLUB X
Sample Statement of Income/Expenses
For the Year Ended 30 June 20XX

For the Month Ended 30 June For the Year Ended 30 June
Over/(under) Over/(under)
Actual Budgeted budget Actual Budgeted budget
INCOME
Operations
Membership dues $1,300 $1,200 $100 $15,600 $14,400 $1,200
Income from visiting Rotarians $175 $167 $8 2,100 2,000 100
Admission fees 250 - 250 500 - 500
SUBTOTAL $1,725 $1,367 $358 $18,200 $16,400 $1,800

Charitable
Fundraisers $4,000 $800 $3,200 $10,000 $9,600 $400
Contributions received 300 300 - $3,600 $3,600 -
Investment income 16 10 6 $180 $120 60
SUBTOTAL $4,316 $1,110 $3,206 $13,780 $13,320 $460

TOTAL INCOME $6,041 $2,477 $3,564 $31,980 $29,720 $2,260

EXPENSES
Operations
Meetings
Meals $ 300 $ 292 $8 $ 3,600 $ 3,500 $ 100
Other 15 16 (1) 180 200 (20)
SUBTOTAL $ 315 $ 308 $ 7 $ 3,780 $ 3,700 $ 80
Administrative costs
Badges $ 10 $ 3 $7 $ 50 $ 35 $ 15
Banners 35 15 20 200 180 20
Office supplies 30 33 (3) 360 400 (40)
Web hosting 25 27 (2) 300 325 (25)
SUBTOTAL $ 100 $ 78 $ 22 $ 910 $ 940 $ (30)
Club committees
Administration $ 80 $ 30 $ 50 $ 325 $ 360 $ (35)
Membership 30 30 0 360 360 0
Public Relations 128 130 (2) 1,500 1,560 (60)
Service Projects 110 120 (10) 1,320 1,440 (120)
The Rotary Foundation 30 40 (10) 360 480 (120)
Other 3 5 (2) 25 60 (35)
SUBTOTAL $ 381 $ 355 $ 26 $ 3,890 $ 4,260 $ (370)
Rotary International
Per capita dues $ 125 $ 104 $ 21 $ 1,500 $ 1,250 $ 250
Magazine subscriptions 20 21 (1) 240 250 (10)
Insurance 48 50 (2) 600 600 0
SUBTOTAL $ 193 $ 175 $ 18 $ 2,340 $ 2,100 $ 240
RI and District Meeting
RI Convention $ 1,200 $ 1,500 $ (300) $ 1,200 $ 1,500 $ (300)
District conference 175 17 158 175 200 (25)
Presidents-elect training seminar 645 600 45 645 600 45
District assembly 75 4 71 75 50 25
Other 0 0 0 0 0 0
SUBTOTAL $ 2,095 $ 2,121 $ (26) $ 2,095 $ 2,350 $ (255)
Miscellaneous
Bank charges $ 5 $ 10 $ (5) $ 60 $ 120 $ (60)
Flowers 20 20 0 240 240 0
Gifts for retiring officers 125 10 115 125 120 5
Gifts for speakers 15 10 5 175 120 55
SUBTOTAL $ 165 $ 50 $ 115 $ 600 $ 600 $ -
Charitable
Contributions to charitable or civic activities $ 300 $ 600 $ (300) $ 7,400 $ 7,200 $ 200
Contributions to The Rotary Foundation 0 300 (300) 3,700 3,600 100
Service projects 0 200 (200) 2,400 2,400 0
SUBTOTAL $ 300 $ 1,100 $ (800) $ 13,500 $ 13,200 $ 300
TOTAL EXPENSES $ 3,549 $ 4,187 $ (638) $ 27,115 $ 27,150 $ (35)

NET INCOME $ 2,492 $ (1,710) $ 4,202 $ 4,865 $ 2,570 $ 2,295

24 LEAD YOUR CLUB: TREASURER

 ROTARY CLUB CENTRAL
PLAN TOGETHER
TRACK PROGRESS
ACHIEVE GOALS

Why should clubs use

Rotary Club Central?

It’s a one-stop shop.

It eliminates paper. How do I get to

Rotary Club Central?
It fosters continuity in Go to www.rotary.org/clubcentral.
leadership.
Who can use Rotary
It enables clubs to track their Club Central?
progress. All Rotarians can view the goals
and achievements for their club.
It creates transparency. The current and incoming club
president, secretary, executive
secretary, treasurer, Foundation
It showcases the important chair, and membership chair
work that Rotary clubs do can add and edit the goals and
worldwide. achievements for their club.

ROTARY CLUB CENTRAL: www.rotary.org/clubcentral

One Rotary Center

1560 Sherman Avenue
Evanston, IL 60201-3698 USA
www.rotary.org 220-EN—(616)