Understand the role & responsibilities as your Club’s Treasurer. Understand critical deadlines for Rotary International dues, District dues and submission of annual IRS forms. Learn how to access your club’s electronic semi-annual dues invoice from RI and submit payment electronically.

1. Rotary Club District
Assembly
Club Treasurer Role and Responsibilities
Jim White
District Treasurer 2016-2017

2. Your Responsibilities
• Manage funds
• Billing and collecting dues
• Develop a budget with President
• Working with The Rotary Foundation
• Submitting dues and fees to District &
International
• Preparing your successor

3. Where does your club stand
on the following:
• How are bank accounts setup
• How do club members get billed and pay
dues
• Does the Club have any outstanding debt
• What is the budget for the coming year
• Are funds allotted to club Committees
• What kind of Accounting System is used
• What paper work needs to be filed with
Board, RI, District, Government

4. Budgeting
• Budget reflects the Club’s Annual Plan
• Good budgeting is key to Club success
• Involve the Board of Directors and
committee chairs
• Hold Committee chairs to their budget
• Budget separately for charitable activities
• Inventory activities and cash flow
• Be conservative in estimates
• Plan for contingencies

5. Budgeting
cont’d
• Plan a favorable balance at year end
• Obtain Board approval
• Communicate in a Club Assembly

6. The RI Club Invoice
In July and January, clubs
receive a simple, one-page
invoice stating what the
club owes based on
membership information
in the Rotary database. It
is more important than
ever for clubs to update
membership information
as changes occur.

8. Managing Funds
• Income
• Club Dues (watch membership
numbers)
• Donations
• Money Raised from Club
Activities
• Rotary Foundation Grants
• Sponsorship Funds

9. Managing Funds
cont’d
• Expenses
• District and RI dues payments
• Charitable Expenses
• Office supplies and equipment costs
• Meeting expenses
• Promotional Expenses
• Committees expenses

10. Sample Dues Collection and
Payment Calendar
Months Dues Collection Dues Payment
July Send out quarterly billing
Pay SAR Invoice
and District invoices
August Send reminders
September
October Send out quarterly billing
November Send reminders
December
January Send out quarterly billing
Pay SAR Invoice
and District invoices
February Send Reminders
March
April Send out quarterly billing
May Send Reminders RYLA billing is due
June

11. Sample Board Reports
• Balance Sheet
• Statement of Income/Expenses with a
comparison to budget

12. Rotary Club of the South
Balance Sheet
As Of April 30, 2016
ASSET ACCOUNTS
1030-Bank-Operating acct
43,581.87
1035-Bank-Money Market
20,060.59
1100-Member Receivables
18,438.00
Total ASSET ACCOUNTS
82,080.46
LIABILITY ACCOUNTS
2010-Quarterly Charity Contributions
6,750.60
2020-Special Charity Event
469.37
2030-Charity-Other
129.5
2080-Paul Harris Foundation Contributions
2,640.00
2090-Scholarships Payable
13,500.00
Total LIABILITY ACCOUNTS
23,489.47
EQUITY ACCOUNTS
3000-Retained Earnings-Prior Years
37,383.64
NET INCOME
21,207.35
Total EQUITY ACCOUNTS
58,590.99
Total LIABILITIES & EQUITY
82,080.46

13. Rotary Club of the South
Income & Expense Budget Comparison
GL Account April
YTD
Budget Variance
INCOME ACCOUNTS
4000-Initiation Fees
450 1,225.00 1250 25.00
4010-Member Dues
15,583.00 66,183.00 66,200.00 17.00
4015-Member Dues-Excused
3,215.00 13,395.00 13,400.00 5.00
4020-Meals-Visiting Rotarians
40 420 450 30.00
4025-Meals-Member Guests
180 2,160.00 2,180.00 20.00
4030-Meals-Excused Members
480 4,580.00 4,600.00 20.00
4050-Events/Socials
2,340.00 2,435.00 2500 65.00
4060-Interest Income
18.84 132.88 140 7.12
4080-Miscellaneous Income
300 1,369.70 1400 30.30
Total INCOME ACCOUNTS
22,606.84 91,900.58 92,120.00 219.42
EXPENSE ACCOUNTS
7010-Semi-annual Dues - RI
0 7,031.91 7,025.00 -6.91
7015-Semi-annual Dues - District
0 4,078.00 4,050.00 -28.00
7020-Meals-Visiting Rotarians
17.26 932.04 950 17.96
7025-Meals-Member Guests
120.82 1,864.08 1,850.00 -14.08
7030-Meals-Excused Members
466.02 4,021.58 4,000.00 -21.58
7035-Meals-Members
3,180.78 25,490.95 25,500.00 9.05
7040-Meals-Club Guests
172.6 1,156.42 1,200.00 43.58
7050-District Meetings
0 895.39 1000 104.61
7060-Events & Socials
2400 2500 2500 0.00
7070-Exchange Student support
300 2,093.00 2,100.00 7.00
7075-Interact support
0 0 0 0.00
7080-Rotaract support
34.52 224.38 250 25.62
7100-Club/Member Supplies
0 558.29 600 41.71
7110-Program expense
0 151.95 200 48.05
7120-Gifts/Flowers/Memorials
50.29 193.58 200 6.42
7125-Office Expense
61.67 1,082.43 1100 17.57
7130-Admin Service
1,750.00 17,500.00 17,500.00 0.00
7140-Professional Fees
0 800 800 0.00
7200-Bank & CC Fees
49 617.06 625 7.94
7250-Miscellaneous Expense
0 840.59 850 9.41
Total EXPENSE ACCOUNTS
8,602.96 72,031.65 72,300.00 268.35
NET INCOME
14,003.88 19,868.93 19,820.00 -48.93

14. Reports to File
Federal 990 Form

17. In Conclusion…..Whew!
Dues & Data
 Dues are based on membership information, so be sure to
update all data within 30 days of any changes AND prior to
December 31 and June 30 of each year.
 Club invoices from RI and the District are due and payable upon
receipt and they are NOT adjustable. Be sure you check your
spam filter to insure RI and District dues statements are not
rejected.
 If you have any concerns or questions, please e-mail the
District Treasurer, Jim White at jwhite@thelbagroup.com