District 6970 Assembly

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District 6970 Assembly

• Treasurers Breakout Session

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Overview

• Budget
• Record Keeping
• RI and District Invoices
• York Foundation
• District Forms
• Website Use
• Form 990
• Discussion What works what doesnt

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Budget

• Prepare budget early
• Involve Club Officers
• Involve Committee Chairs
• Submit for Board Approval
• Review throughout year
• Revise as required
• Maintaining Budget is Key to a Successful Club

• Revenues
• Dues
• Initiation Fees
• Happy
• 50/50
• Visitor Meals
• Misc
• Concert
• Rotary Kids Change
• Gingerbread Spec
• Grants

• Expenses
• RI Dues
• District Dues
• PETS, Assembly, Conference
• PHF Inductions Dinners
• RTE Activity Fee Allowance
• RYLA, Interact, Roteract
• Club Meeting Meal Payment
• Happy 50/50
• Club PHF
• Presidents Account Misc
• Concert GB Spectacular
• After School Program
• International Programs
• Membership, Club Service
• Website, Postage, Badges, Pins

4
Record Keeping

• Record receipts
• Ensure member accounts are updated
• Categorize receipts
• Maintain traceability from receipt to deposit

Make sure every dollar is accounted for from time
of receipt to deposit
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Weekly Collections
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Six Month Summary
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Traceability Trackability
Excel
QuickBooks
Excel
QuickBooks
Excel
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RI Invoices

• Semi-Annual Dues 23.50 per member
• Rotarian Magazine 6.00 per member
• New members are billed based on pro rata
• Dues are due January 1st and July 1st
• Semi-Annual Report (SAR)
• Submit to RI Data Services
• If you pay on-line, you must still submit SAR
• Not to be confused with District Semi-Annual Dues

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District Invoices

• Semi-Annual Dues
• July January - 19.50 per member
• RYLA
• February - 350 per student
• PETS
• March - 200
• Foundation Seminar
• August - 35 per attendee
• Membership Seminar
• July - 30 per attendee

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York Foundation, Inc.

• District 6970 Corporation
• 501(c)(3) Fed Tax ID 59-2319085
• Ensures clubs have IRS approved source for
  donations
• Individuals gets receipt directly from York
  Foundation
• Identify club function for charitable donations
• Use form to ensure proper information for
  receipts
• Use form to return funds to your club from York

Easy to use ensures IRS credit
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York Foundation Forms
Individual Contributor
Multiple Contributors
Check Request
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Individual Contributor Form
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Multiple Contributor Form
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Check Request Form
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Completed York Project
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District Website
Treasurer/Secretary Corner
Need a form? Need Help? Got a good idea? Use the
Treasurer/ Secretary Corner
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IRS Form 990

• Unless exempted from the annual return
  requirement, 501(c)(3) organizations must file
• Form 990, Return of Organization Exempt From
  Income Tax,
• Form 990-EZ, Short Form Return of Organization
  Exempt From Income Tax.
• An organization may file Form 990-EZ if its gross
  receipts are less than 100,000 during the year,
  and its total assets are less than 250,000 at
  the end of the year. Otherwise, it must file Form
  990.

Filing Exception annual gross receipts less than
25,000
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Form 990 Specifics

• Sections of 990
• Revenues
• Expenses
• Services
• Balance Sheet
• Employees
• Due Nov 15th

If you have not filed a 990 Its time to act
now!
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Discussion

• What works?
• What doesnt?
• Problems/Issues?
• Good Ideas!