CLUB TREASURER BASICS District Training Assembly 2017

As Club Treasurer, you have an important role to help your club be financially stable

DUTIES Manage club funds: 1. Control of club funds 2. Collect dues and fees 3. Keep Board informed of the finances 4. Remit payments, may include Rotary Foundation & HRYF donations Maintain Records: 1. Bank statements and reconciliations 2. Grant finances Reporting: 1. Taxes: Federal, State, General Excise 2. Keep Board informed of the finances and budget comparisons

Financial Controls Financial controls are highly suggested to help ensure that funds are managed properly and preclude misuse. Require more than 1 signature on checks or have a disbursement authorization form approved by an officer for payment Review bank statements before giving them to the treasurer Reconcile bank statements monthly Update signature cards at the bank for new officers Close accounting records in a timely fashion Submit tax forms in a timely fashion

Annual Requirements Budget – approved by Board (ideally before 7/1) IRS 990 – due by 11/15 All Clubs with gross receipts of $50,000 or less are required to file Form 990-N (electronic postcard) Due 15th day of the 5th month after June 30 Send a copy to Mark Harbison at Email: youthexchange@kiheiwailearotary.com for grant qualification purposes General Excise Tax (GET) as required by State Tax Department

General Excise Tax Requirements Disclaimer: Please consult your tax advisor for guidance. -Proceeds from fundraisers are subject to GET -Collections for meals is not subject to GET, IF the club obtains an exemption from the State Tax office. Response from Tax Office, Technical Section: “A nonprofit organization that has obtained an exemption from the general excise tax (GET) is exempt from paying the GET on income that is (1) derived from its activities that fulfill its exempt function, and (2) that do not have as a primary purpose the production of income. If the nonprofit organization obtained an exemption from the GET, and the meetings fulfill the organization's exempt function, the meal collections for the three situations would be exempt from the GET. “ Examples : 1)      Meal collections at a meeting and subsequently paid to the restaurant 2)     Meal collections in annual dues, subsequently paid to restaurants 3)      Meal collections that are higher than the restaurants cost, because it includes meeting expenses (ie speaker’s meal) Apply for a General Excise Tax license: https://hbe.ehawaii.gov/BizEx/home.eb General Excise Tax Requirements

Budget Templates Budget template below available on rotary.org in the Treasurer’s Manual. QuickBooks for club accounting is easy to use and has a budget feature. Budgeted income last year Actual income last year Amount under/over last year Estimated income this year OPERATIONS   Membership dues Admission fees Income from visitors Other income SUBTOTAL CHARITABLE Donations to club for projects Club fundraisers TOTAL INCOME EXPENSES Secretary's Office Badges/engraving Postage and post box

Budget Items 2017-2018 RI Invoice - $76.73 District Dues – $60.00 HRYF Club Dues - $200 District Assemblies (about $20-$40) President’s Meeting (2018 Oahu) – (about $40) + airfare Pre-PETS (2018 Oahu) – (about $45-$120) - airfare PETS (San Jose airfare, registration, extra night) - $1,400 approx PETS Hospitality (about $100) District Workshops (PRLS or Master PRLS, Foundation, Membership Seminars) RYLA District Conference

Rotary Dues RI Invoice: $76.73 annually for 2017-18, with COL, Insurance and $12 for magazine. Due July 31 ($40.73) and Jan 31 ($36.00) to RI. New members prorated. Honorary magazine $12. District Dues: $60.00 per active member annually) due July 1 ($30.00) and Jan 31($30.00) to District Treasurer, PO Box 3325, Honolulu, HI 96801. Suggest that you send out the club invoice by June 1 and Dec 1 and have a due date of July 1 and January 1. You may want to include an “Optional” line for Rotary Foundation giving and HRYF ($40).

Rotary International Dues RI dues are based on the members count as of 7/1 and 1/1 and cannot be adjusted. Very important to have the correct roster before those dates. RI invoices are emailed to Club President, Secretary and Treasurer. Please ensure that the email addresses are correct. The invoice can also be found on the rotary.org/myrotary website in the Club Administration section. A detailed listing of members is available. Payments can be made online with a credit card.

RI Dues – Where Does It Go? Annual RI dues $60 (increasing $4 next year), approx: $ 3 HR, Legal, Audit $ 4 Finance $ 5 Governance and Executive $ 6 International Operations $11 Messaging and Communications $11 IT, Operations, Administration $20 Programs and Member Services $1.50 per member annually for Council on Legislation * $0.43 per member annually for D&O/EPL insurance * $2.80 per member annually for General Liability ins * $12 annually for the Rotarian magazine * Annual payments on only the July 1 invoice

District Website: rotaryd5000.org What you can find on the district website: Membership rosters District dues invoice District Chairs and Org Chart Information on the Avenues of Service Club Presidents and Meeting Locations Events in the Calendar Register for Events Look for Rotarians in the Yellow Pages

District Website: rotaryd5000.org (ClubRunner) Membership Information: Add or terminate members Update Member Profiles Identify Officers and Club Chairs Membership information uploads to Rotary International automatically (sometimes time delay) and the Invoice is based on the member roster.

Log in to rotaryd5000.org Log in to the District’s website. Click on Member Login

Member Area For First Time users or if you forgot your password, click on the “New and Existing…”, an email will be sent to the address in the profile. Follow the instructions in the email. Make sure the email address is correct.

After Logging In, click on ”Member Area” to get to Admin Sitepages To Add a Member: Click on “For Clubs” , “Membership Lists”, “Add New Member”

Membership Types The RI Bylaws and Standard Rotary Club Constitution provide for two types of membership: active and honorary. Only active members can hold office and vote on Rotary matters. By amending the By-Laws, clubs may offer additional membership types such as: Associate (no dues, no benefits of an Active member) Corporate (membership in the individual’s name, not the entity) Family membership (can be Active member with reduce dues) Clubs and districts set their own policies about these members’ other financial obligations (club and district dues, meal costs, etc.), attendance requirements, and service expectations and reflect these policies in their bylaws Note: Find the recommended Constitution and By-Laws at rotary.org and type Document Center in the search box.

Tips - Membership Rosters Keep your roster up to date. RI will prepare invoices as of July 1 and January 1 and you are not able to adjust that number. If terminating any membership, best to do it by June 15 and Dec 15. Suggest sending the club invoices out no later than June 1 and December 1, with payment due dates of July 1 and January 1. New members added after the RI invoice date will be prorated for dues at the RI next billing. If adding a Rotarian, make sure you keep their same Rotary ID number to preserve their Paul Harris point history. You can add them to your roster from the RI website by doing a search from the Club Administration, Club & Member Data area. Click on “Add, edit or remove members” and then: Search for an existing member. Periodically, perform a synchronization from ClubRunner by clicking on “RI Member Synchronization”. This action compares the ClubRunner roster with the RI roster and lists those who are not on the RI website and also those on the RI website, but not in ClubRunner. Click on the link to add them to the site that is missing the listing. If you find a member with 2 RI numbers, they need to call RI to consolidate the profiles. 1 866-976-8279 (toll free) Ensure that the name on the RI records is exactly the same as ClubRunner’s records.

President & Office Resource Site Page Find this link on right side of the Home Page. Find the District dues form here. There’s a calendar for important dates and the miscellaneous information is posted here. i.e.Powerpoints from seminars, etc.

District Dues Invoice– Input number of members   Rotary International District 5000 District Dues Invoice Rotary Club of ________________________________________________________ Contact Name Phone/Email: DESCRIPTION AMOUNT 7/1/2017 Semi-Annual Dues (7/1/2017-12/31/2017) Per Active Member: $28.75 Enter Number of Active members as of 7/1/17 -> Total District Dues: $0.00 Please make check payable to Rotary International District 5000 for the total.

Download the ClubRunner App to your phone The ClubRunner Mobile App is your key to connect to your ClubRunner website on the go! Free to download and use, this app will let you access the key info you need while you're on the go. Password protected just like your website, the ClubRunner Mobile app allows you to view your member directory, contact your members and executives, read the latest articles posted to your website, and even learn more about your upcoming events and speakers, right from your smartphone or tablet!  To download the app from the Apple App Store or from Google Play, simply type in 'ClubRunner' in the search bar. The mobile app is compatible with all versions of the iPhone, iPad and iPod Touch sets that have iOS 8.0 or later and with versions of Anrdoids that are 4.0.3 or better.

Foundation Grant Financial Requirements Disbursement Requirements: Do not disburse funds until your grant application is approved Maintain separate grant bank accounts Two (2) signatures required for disbursements. Invoices and proof of payment required for all disbursements. Proof of Expenditures: Promptly deliver receipts for all expenditures to the Club Treasurer. If there is a difference between the receipt and invoice amounts, prove documentation to the Treasurer Retain account records in physical form and electronic form for seven (7) years from the date of Approval of the Final Report. Monthly Reconciliation: The District Grant Account and each Global Grant Account will be reconciled on a monthly basis by the Club Treasurer and a report of this shall be made to the Club President and President-elect

District Audit of Grant Records If your club is selected to be audited, the following documents will be requested for the review by a member of the audit committee: 1.  The grant report showing the revenues and disbursements for the project 2.  Bank statements 3.  Cancelled checks 4.  Bank signature cards 5.  Check registers 6.  Invoices and receipts to support disbursements 7.  Bank reconciliations 8.  List of physical assets acquired for the grant projects, if any 9.  Report to district of misuse of funds, if any   The review is limited only to the transactions regarding the grant, and does not include the other operations and bank accounts of the club.

RI Website: rotary.org/myrotary

rotary.org - Sign In Sign in with your email address and password. “Register for an Account”, if you have never signed in or if you have entered the wrong sign-in info too many times. The User Name or Login password may be different from District’s website password. Email address is from the District’s website, unless you change it for RI. If your email address changes, RI’s website needs to be updated separately.

Click on “Manage” Go to “Club Administration” for Dues Invoice or Member Data.

RI Club Invoice in the “Club Administration” site page

Rotary Foundation Contributions Forms and Foundation Reports can be found on the rotary.org website, under “The Rotary Foundation” tab. For forms, go to “Ways to Give”. Forms are on the bottom of the site page. Individual contributions are submitted using The Rotary Foundation Contribution Form. Members can donate online. If you send multiple donations together, complete a Multiple Donor Form. Indicate gift designations (such as Polio Plus or Annual Fund- SHARE) and include all contributors’ names and membership numbers so that each receives proper acknowledgment, recognition, and a tax receipt, where appropriate. In addition to monetary gifts, contributions can include stock, 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.

Rotary Club Central Goals Sign up for Newsletters rotary.org - Resources Rotary Club Central Goals Sign up for Newsletters Get Membership and Foundation Reports Find Projects and Ideas Download Manuals, Documents Find Global Rewards (Discounts for Rotarians)

District Website: rotaryd5000.org RI Website: rotary.org/myrotary Resources & Reference District Website: rotaryd5000.org RI Website: rotary.org/myrotary Club Secretary’s Manual or Treasurer’s Manual Be a Vibrant Club: Your Club Leadership Plan Standard Rotary Club Constitution Recommended Rotary Club By-Laws Shop.rotary.org (for supplies) zone2526.org http://site.clubrunner.ca/page/webinars

District Resources for 2017-2018 District Governor Nalani Flinn District Governor Elect Win Schoneman Chief of Staff Yolette Nishimoto District Secretary Sandy Matsui District Treasurer Naomi Masuno

Mahalo!