1. Subject: Club and trust budget
Faculty Rtn. Ajay Agrawal (PE RC Mumbai Borivli East)) Rtn. Sunil Kumar (PE RC Bombay Kandivli) Guidance AG. Rtn. Rattanchand Murarka

2. Importance of Managing Club Finance
A Healthy and Strong Financial Wing is must
Club Finance is divided in two parts-:
Administrative
Administrative A/c for administration of club
(Regular meeting expenses, Printing & Stationary , Courier Charges , Special Day Celebration etc)
b) Charitable or Trust A/c
Charitable or Trust A/c are the money of public for Projects

3. Process to be adopted Prime responsibility of ‘Club Treasurer’
Review club’s financial history
Incoming officers to give their plan for the year
Income and expenses to be divided into club’s operation and charitable funds
Final budget must be approved by the Board

4. Lets talk about Club Budget
Assumptions:
No. of members: Gents : 33; Ladies: 3
Fees amount : Rs.15,000 (annual)
(incl. of RI and District dues)
No. of meetings 47 including Installation ,OCV, Chartered Night
No. of Bulletin Printed 6 and -e- Bulletin 3
Addition of New Members 10-15% equal to 4 members
No. of meetings and expenses
With dinner: 10 meetings;
With snacks/ breakfast: 20 meetings;
Others (BD/WA/Diwali/New Year/chartered Night): 15 meetings;
OCV and Installation: 2 meetings
Inflation and contingency reserve for expenses 8 to 10%

5. Club A/c: Statutory Expenses
Particulars
Per unit
Amount (INR)
RI dues
(US$56 Rs. 66) * 40 members
1,47,840
COL dues
(US$ Rs. 66) per member
3,960
R I magazine (The Rotarian) (semi annually)
US$ 24 * 2 members
3,168
Service Tax (on RI
21,437
District dues (40 members)
Rs. 500 per member
20,000
Rotary News (magazine) (38 members)
(Refer Note)
Rs. 420 per member
15,960
TOTAL (A)
2,12,365
Note: If member subscribes to e-magazine cost is Rs. 240 per member

6. Club A/c: Meeting and Administration Expenses
Particulars
Per unit
Amount (INR)
Meetings:
Dinner meetings (10 meetings)
Rs. 5,000
50,000
Breakfast/ snack meetings (20 meetings)
Rs. 3,000
60,000
BD/ WA celebration meetings (12 meetings)
Rs. 4,000
48,000
OCV (1 meeting)
Rs. 50,000
Installation (1 meeting)
Diwali/ New Year / Charter Night (3 meetings)
Rs. 25,000
75,000
TOTAL (B)
3,33,000

7. Club A/c: Meeting and Administration Expenses
Particulars
Per unit
Amount (INR)
Administration Expenses:
Gifts, awards, mementos to speakers
20,000
Courier Charges
2,000
Bulletin Expenses (6 bulletin)
Rs.1,000
6,000
Club Roaster Printing
10,000
New Members Induction (4 members)
Rs. 500
District Donation
1,100
Co-hosting contribution
7,500
Miscellaneous/ Unforseen expenses
1,000
TOTAL (C)
49,600

8. Club A/c: Incomes Membership fees Admission fees (4 new members)
Particulars
Per unit
Amount
Membership fees
33 regular members
15000
4,95,000
3 spouse members
7500
22,500
4 new members
60,000
Admission fees (4 new members)
1000
4,000
Bank Interest
5,500
Sunshine Box collection
8,000
Club Bulletin Advertisement (10 advertisements)
(P.A. per Advt.)
10,000
TOTAL
6,05,000

9. Club A/c: Summary Expense Amount Income Statutory Expenses (A)
2,12,365
Total Receipts
6,05,000
Meeting Expenses (B)
3,33,000
Administrative charges (C)
49,600
Transfer to Trust A/c for projects
30,000
Shortfall (Contribution from Members)
19,965
TOTAL
6,18,919
To open Club Budget use link
(Right click – Open Hyperlink)

10. IMPORTANCE OF CHARTIABLE TRUST
CHARITY OR TRUST A/C
Clubs must have Charitable Trust A/c
Trusts are registered under Bombay Charitable Trust Act.
IMPORTANCE OF CHARTIABLE TRUST
It brings confidence amongst the donor community.
Trust should be Registered under Income Tax Act.
Donor Gets 50% Deduction U/s 80G Income Tax Act.
A timely and regular submission of audited accounts to charity commissioner will help in procuring FCRA registration.

11. Trust A/c (Rotary Charitable Trust) (Incomes: Donations)
Particulars
Amount (INR)
Donation from members & Others
9,00,000
Donation from CSR activity
5,00,000
Donation for Education purpose
2,00,000
Donation for Mid-day meal
1,80,000
RI Grant (Global Grant)
30,00,000
District Grant
1,25,000
TOTAL (A)
44,05,000

12. Trust A/c (Rotary Charitable Trust) (Incomes: Other sources)
Particulars
Amount (INR)
Collection from medical centre
15,00,000
Bank Interest on FD
4,00,000
Bank Interest on Savings A/c
15,000
Transfer from Club A/c
30,000
Collections during fund raising programme
20,00,000
TOTAL (B)
39,45,000
TOTAL (A + B)
83,50,000

13. Trust A/c (Rotary Charitable Trust) Expenses for Objects of Trust
Particulars
Amount (INR)
Mid day meal
1,80,000
Education purpose
2,40,000
Medical Centre expenses
14,00,000
Medical Camp
50,000
TB Project
25,000
Contribution towards global grant
4,00,000
Expenses for Global grant
15,00,000
TOTAL (A)
37,95,000

14. Trust A/c (Rotary Charitable Trust) Other appropriation
Particulars
Amount (INR)
Service -16 expenses
25,000
Expenses for district grant project
2,00,000
Expenses for other projects
6,00,000
Expenses towards fund raising
4,50,000
Other Administrative expenses:
Salary
48,000
Audit Fees
6,000
Depreciation
15,000
Bank Charges
2,000
TOTAL (B)
13,46,000

15. Trust A/c (Rotary Charitable Trust) Expenses for Other projects (for Community services)
Particulars
Amount (INR)
Amount reserved for Global Grant Project for next years
11,00,000
Amount reserved for future Community Service/ projects
18,00,000
TOTAL (C)
29,00,000
TOTAL EXPENSE (A+B+C)
80,41,000
TOTAL INCOME
83,50,000
SURPLUS
3,09,000
Less: Transfer to Corpus
(3,00,000)
Balance Surplus
9,000
To open Trust Budget use link
(Right click – Open Hyperlink)

16. DO’S AND DONT’S OF CLUB FINANCE
Set Limit For Petty Cash
System Of Reimbursement
Regular updation of Bank Passbook
Regular passing entries in Books of Accounts
All Cash Receipts to be deposited within 24/48 Hours to Bank
No Delay in settlement of Meeting Expenses and Other Bills
General Practice to make payment of expenses through Bank.

17. Do’s
All bills must be paid by the treasurer, or other authorized officer, only after approval by two other officers or directors.
A qualified accountant or other qualified person must make an independent review of all the club’s financial transactions each year.
Dont’s
Avoid Cash Transactions
No internal transfers
Do not avoid tax (for bills)

18. Thank You