District Team Training Seminar
Treasury & Finance
Steve Lilly
Assistant District Treasurer
Assistant District Governor Area 10
7/29/2017
Rotary District 7570
1
District Budget Formulation
• DGE is responsible for developing the District’s budget
• DGE consults with the Finance Committee, Committee
Chairs, and AGs
• Cost and revenue estimates must be developed from
mutually agreed upon premises - not just historical data
• Budgeting premises must be documented and rationalized
• Proposed budget, developed by the DGE and presented to
the Finance Committee
• Final budget proposal - subject to approval at District
Assembly
• Finance Committee oversees collections and payments in
relation to the approved budget and reimbursement policies
7/29/2017
Rotary District 7570
2
Reimbursement/Payment Policy
• Adhere to established budget as approved
• Un-spent budgeted funds do not carry over from
year-to-year
• Reimbursements and payments outside agreed upon
budgeted items must be pre-approved by the Finance
Committee before payment is made
• Reimbursement Forms must be approved by District
Committee Chair or District Governor
• Reimbursements will not be made without completed
Reimbursement Form, receipts, & appropriate
authorization
• Policy prohibits Committee Chairs being reimbursed
for mileage
7/29/2017
• Pre-approved by the Finance Committee (if not in
Rotary District 7570
budget)
3
Reimbursement Voucher
http://www.rotary7570.org/
Rotary International District 7570 Reimbursement Voucher
Western Virginia and Northeastern Tennessee
Name: ______________________________________________________
Phone Number: __________________________________
Address: ____________________________________________________
____________________________________________________
Account to Charge: _______________________________
Purpose of Expenditure: _____________________________________________________________________________________________
DATE
DESCRIPTION
REGISTRATION
FEE
LODGING
MILEAGE
MEALS
OTHER**
TOTAL
**OTHER – explanation required in block below
Attach receipts for all expenses. Submit to District Treasurer for processing.
I hereby certify that expenses listed above in the amount of $_____________ were incurred by me on Rotary District 7570 business, and include only
such expenses as were necessary in the conduct of business.
Office Use Only:
Submitted by: _______________________________________________________
Date Processed: _______________
Initials: ______________________
Approved by: _______________________________________________________
Expense reports must be submitted within 60 days of when the expenses were incurred to be eligible for reimbursement.
7/29/2017
Rotary District 7570
4
AG’s - Dues and Collection
• RI dues are payable July 1st and January 1st
– $25.50 per half per member
– Follow up with clubs for timely payment
• District Dues are payable December 1st
– Invoiced November 1st based on September
membership
– $23 per member annually
– Delinquent if not paid by December 1st
– Late payment penalty of 5% if not paid by
January 1st
• Electronic Payment
7/29/2017
Rotary District 7570
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