New club invoice: Are you ready?
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Attention Club Officers
Message from John Hewko, General Secretary, Rotary International
By now you have heard about the new club invoice that’s coming this January. The invoice will arrive ready to be paid, so please be sure your member lists are current in Rotary International’s database by 1 January. No adjustments will be made.
What’s in it for me?
Instead of receiving a packet, you will receive a simple, 1-page invoice clearly stating what you owe. You no longer need to calculate your invoice, which saves you time. In fact, you will not be able to make adjustments after receiving your invoice. Keeping your records current will enable you to see your club’s progress on its membership goals each month.
How does it affect me?
The biggest change for club officers is that it will be even more important to keep your club’s membership information current in Rotary’s database. The accuracy of your invoice will depend on the accuracy of that information. Club secretaries are responsible for updating member lists every 30 days or as changes occur, by 1 July and 1 January at the very latest. They are also responsible for reporting incoming club officers by 1 February of each year.
The change to the club invoice process also means that the information in your officer manuals is incorrect. This document explains the new policy.
What can I do to get ready?
- Make sure you have a Rotary.org account. Help other officers create one if they don’t already have one. Contact your Club and District Support representative or local Rotary office for support.
- Learn how to update your member lists and pay club invoices through Rotary.org.
- How to add a member (You can do this by logging in to our District Clubrunner Website or your own Club Clubrunner Website)
- How to edit member information (You can do this by logging in to our District Clubrunner Website or your own Club Clubrunner Website)
- How to remove a member (You can do this by logging in to our District Clubrunner Website or your own Club Clubrunner Website)
- How to Pay Your Invoice (*Rotarians in India should use this guide, instead, for instructions on How to view your invoice)
- How to Add an Officer (You can do this by logging in to our District Clubrunner Website or your own Club Clubrunner Website)
- If you report membership changes using a local database or software provider (Such as Clubrunner),check with the software provider to make sure it is submitting your information to Rotary’s database.
- Make sure your club secretary is prepared to update membership lists as changes occur and by 1 January and 1 July.
- Learn more at www.rotary.org/clubinvoice.
- Save a tree and select the paperless invoice option. The new streamlined process is both environmentally and economically sound.
OFFLINE OPTIONS
We recognize that not all Rotarians are able to report membership changes online. You can also complete the Member Data Form and:
- Email it to data@rotary.org
- Fax it to +1-847-556-2207
- Mail it to your local Rotary office or fiscal agent
Rotary staff worldwide is working hard to give you tools that make your job as a club officer easier. I hope you find this new process beneficial and efficient.