Club Invoice FAQ
When will my club receive their invoice?
Invoices will be sent to clubs by the end of January and July.
How much time will I have to review and pay our invoice?
Clubs are required to pay the balance upon receipt of the invoice.
As of January 2015, clubs are subject to termination for nonpayment of dues 120 days after the club invoice is issued.
You are authorized to pay member dues if you are a Rotary club president, secretary, executive secretary/director, treasurer, membership chair, or Rotary Foundation chair.
If checks are an acceptable form of payment in your area (ask your district's financial representative):
- Find your club invoice in the Club Finances section of Club Administration.
- Make the check payable to Rotary International and include your club's name and number and the invoice number on it.
- Mail the bottom portion of the invoice and your check to the address on the invoice.
How do I view my club's current balance?
District governors and assistant governors can also view this report.
Will I receive an electronic copy of the club invoice or a paper copy?
If you have reported the email addresses of your club officers and/or your club's permanent email address, you will receive an email notification when your invoice is ready to be viewed online. You will receive the paper invoice if you have not reported club officers' names and email addresses or if you have not opted out of receiving the paper invoice.
How can we stop receiving paper copies of the invoice?
Select Edit invoice preferences in the Club Finances section of Club Administration. You can change your delivery option before 1 January or 1 July for each invoice period.
What is the deadline for reporting membership changes to ensure that my club's invoice reflects our current member list?
Your club invoice is calculated by the number of members in Rotary's database on 1 January and 1 July. You should register new members and remove terminated members within 30 days, or by 1 January or 1 July, whichever is sooner.
Membership is calculated based on a member's admission or termination date, and not the date the change was entered. For example, if a club officer removes a member from the club's membership list on 28 December, but enters 27 January for the effective date, that member will still be included on the club's January invoice because they are still an active member on 1 January.
Should we continue to use the integrated local database we've been using to make member updates?
Yes. If your club uses an integrated local database, you should always make your member updates in that instead of on Rotary.org. The same integration rules will apply, and the updates will satisfy the new reporting policies as long as they are made within 30 days of the membership change. For questions about member data integration and whether your database is integrated, see integration options on the Member Data Integration page.
Note: Updates made on Rotary.org are immediately reflected in Rotary International's database. Updates made using an integrated local database require time for manual processing. We strongly advise you to send your changes well before the deadline so the data can be updated and the bill generated on time.
Why doesn't Rotary's database reflect the changes I reported using an integrated local database?
The most common reason is that the local database was not officially integrated with Rotary's. Find instructions on Member Data Integration for Signing up and activating your agreement with your vendor partner organization. Consult your local database provider if you have questions.
What is the deadline for updating my club's magazine subscriptions in order for that to be reflected on the invoice?
You must make updates to your magazine subscription information by 1 January and 1 July.
Report subscription changes (switching from The Rotarian or Revista Rotaria to an approved regional magazine or vice versa, or a change in delivery format, including bulk distribution) to Data Services at firstname.lastname@example.org and to the regional magazine's office, if applicable. The subscription to the chosen publication will continue for the entire billing period.
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. Clubs are billed for all active members as of 1 January and 1 July and are required to pay the amount that appears on the invoice. It is essential to keep your club's member data current so you receive a correct invoice.
Will I receive a list of members with my club invoice?
No. Starting with the July 2015 club invoice, we will no longer send you a list of members. Club officers can find their official member list by going to the Club Reports section of Reports.
Why aren't my club's honorary members listed on my club invoice?
Your club invoice is not the same as your list of members. The invoice contains financial information only -- the member dues and magazine subscription fees your club owes to Rotary International.
Therefore, only the honorary members who subscribe to The Rotarian or another Rotary magazine are listed on the details report. If you know that your honorary member has a subscription but is not listed on the club invoice, please email RI Data Services.
To see a list of all your Rotary club members, including honorary ones, go to the Reports section.
My question about club dues wasn't answered here. Can someone help me?
You can send general questions to email@example.com and one of our staff will contact you. If you have specific questions, please ask your financial representative or your Club and District Support representative.