Rotary International Club Invoice FAQ
NOTE
This section applies ONLY to invoices which are sent by Rotary International to the clubs.
What is the deadline for reporting membership changes to ensure that my club’s invoice reflects our current member list?
For Rotary clubs, your club invoice is calculated by the number of members in Rotary’s database on 1 July and 1 January. You should register new members and remove terminated members by 30 June or 31 December.
For Rotaract clubs, your club invoice is calculated by the number of members in Rotary’s database on 1 January. You should register new members and remove terminated members by 31 December.
Note: you should register new members and remove terminated members within 28 days of the effective date for that change. Keep this in mind as you approach the deadlines identified above.
How can dates in a member's data be amended beyond the 28-day limit?
Rotary International mandates that all alterations to membership must occur within the last 28 days. This stipulation indicates that members need to be registered, resigned, expelled, or recorded as deceased during this time frame. Occasionally, clubs do not comply with this requirement.
If the date truly requires adjustment, follow these steps:
The president or the secretary of the club writes a nice request (in English), with all the required information and sends it to data@rotary.org.The request must include:
the RI-ID and the name of the club
the RI-ID and name of the member to be corrected
the new date to be set
the reason for the change
Then send a brief request with the same information to team-polaris@rotary.ch. One of the administrators for Polaris will subsequently implement the modification in Polaris.
What if we use a club management system to make member updates?
If your club uses an integrated club management system (SEMDA), it is essential to update your members in that system within 28 days following any changes to their membership.
My club was billed for an incorrect number of members. Can I make adjustments on the club invoice?
No, you cannot make adjustments on the club invoice. Rotary clubs are billed for all Active members recorded as of 1 July and 1 January respectively, and Rotaract clubs are billed for all Active members recorded as of 1 January. It is essential to keep your club’s member data current so that you can receive a correct invoice, because your club is required to pay the amount that appears on the invoice.
Will I receive a list of members with my club invoice?
No, the club invoice will not include a list of members. Club officers can review member and subscription details by signing in to My Rotary and selecting My Rotary from the navigation menu before selecting your club’s name. From there, select Finance and choose Club Invoice from the options to View Current Invoice, View Current Invoice Details, View Previous Invoice, and View Previous Invoice Details.
Why are Honorary members not included on the invoice?
The invoice only contains financial information about the member dues and applicable subscription fees that your club owes to Rotary International for your Active members. The club invoice will only include Honorary members if they subscribe to the official Rotary International magazine, Rotary. If you know that an Honorary member subscribes to the magazine, but is not listed on the Invoice Details, please email Rotary’s Data Services at data@rotary.org.
To view a list of all of your Active and Honorary members, sign in to My Rotary and select My Rotary from the navigation menu before selecting your club’s name. From there, select Members.
When will my club receive their invoice?
Invoices will be issued to Rotary clubs by the end of July and January, and Rotaract clubs by the end of January.
How will my club receive the invoice?
If you have reported the email addresses of your club officers and/or your club’s permanent email address, you will receive an electronic copy. Officers can view the invoice online by signing in to My Rotary and selecting My Rotary from the navigation menu before selecting your club’s name. From there, select Finance and choose Club Invoice from the options to View Current Invoice.
How do I view my club’s current balance?
Officers can locate the Daily club balance report by signing in to My Rotary and selecting My Rotary from the navigation menu before selecting your club’s name. From there, select Finance to find the report. The information is updated daily and will reflect recent payments and overdue balances. District governors and assistant governors can also view this report.
How much time will I have to review and pay our invoice?
Rotary and Rotaract clubs are required to pay the balance upon receipt of the invoice and are subject to termination for nonpayment of dues 120 days after the invoice is issued.
What does RI do if my club is terminated for non-payment of dues?
Clubs that have not paid their Rotary dues within four months of the date on the invoice will be terminated. Clubs will then have five months to fulfill the following reinstatement requirements:
Pay all outstanding financial obligations at the time of termination
Pay all membership dues that continue to accrue thereafter
Rotary clubs pay a $30 per member reinstatement fee, Rotaract clubs pay a $3 per member reinstatement fee
Complete and submit a reinstatement application and provide an updated membership list along with a list of current officers and their contact information
After 150 days from the termination date, clubs are permanently terminated and cannot be reinstated. The club loses its name, history, and charter.