Contributions to The Rotary Foundation and Paul Harris Fellows (Europe/Africa)
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These slides are adapted from the webinar which was recorded on 09 December, 2014. Rotary staff from the Europe/Africa office share best practices for making contributions to The Rotary Foundation and requesting Paul Harris Fellows, and provided information about which staff to contact in the Europe/Africa office with questions.
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Contributions to The Rotary Foundation and Paul Harris Fellows (Europe/Africa)
- 1. CONTRIBUTIONS TO THE ROTARY FOUNDATION AND PAUL HARRIS FELLOWS Monday 9 December 2013 Europe/Africa Office
- 2. AUDIO OPTIONS Use the Audio pod to select Use Telephone - or Use Mic & Speakers * To improve sound quality, please close all unnecessary programs such as email, MS Office, etc. If you have a cellular device, please move it away from your computer.
- 3. USING THE QUESTION POD Use the question pod to type in where you are in the world and how the weather is there.
- 4. ROTARY FOUNDATION COORDINATORS AT EAO Lydia Alocen – lydia.alocen@rotary.org 1550, 1560, 1570, 1580, 1590, 1600, 1610 1680, 1690, 1700, 1710, 1730, 1740, 1750, 1760, 1780 2080, 2090, 2100, 2110, 2120 2482 2490 9010 9101, 9102 9150 9220
- 5. ROTARY FOUNDATION COORDINATORS AT EAO Vanessa Court-Payen – vanessa.court-payen@rotary.org 1360 1380, 1390, 1400, 1410, 1420, 1430 1440, 1450, 1460, 1470, 1480 1510, 1520, 1640, 1650, 1660, 1670, 1720, 1770, 1790 2031, 2032, 2041, 2042, 2050, 2060, 2071, 2072 9211 9212
- 6. ROTARY FOUNDATION COORDINATORS AT EAO Clare Griffiths – clare.griffiths@rotary.org 1800, 1810, 1820, 1830, 1840, 1850, 1860, 1870, 1880, 1890, 1900, 1930, 1940, 1950 1910, 1920 1911, 1912, 1913 2220, 2225 2230 2241 2420, 2430, 2440 2451, 2452 2483 2470, 2484
- 7. ROTARY FOUNDATION COORDINATORS AT EAO Marta Wild – marta.wild@rotary.org 1960, 1970 1980, 1990, 2000 2201, 2202, 2203 2250, 2260, 2275, 2290, 2305, 2310 2320, 2330, 2340, 2350, 2360, 2370, 2380, 2390, 2400, 2410 9110, 9125, 9140 9210 9350, 9370, 9400
- 8. Poll
- 9. CONTRIBUTION PROCESSING Reception of contribution in our bank account The finance department allocates the funds according to the details the donor has provided, or according to what is on the bank statement. Donor’s name Recipient’s name Program (Annual Fund, PolioPlus, etc)
- 10. CONTRIBUTION CHALLENGES Contributions without details Who is making the contribution? What is it for?
- 11. CONTRIBUTION CHALLENGES Where should the contributions be booked? Annual Fund-SHARE? PolioPlus? Endowment Fund? Humanitarian grant? Currency and bank account
- 13. MAKING A CONTRIBUTION Credit card Via phone or e-mail Via the Rotary website: www.rotary.org/myrotary Cheque Wire transfer
- 14. MAKING A CONTRIBUTION: ROTARY FOUNDATION FUNDS Annual Fund-SHARE PolioPlus Rotary Foundation Grant Endowment Fund (Benefactor only)
- 15. MAKING A CONTRIBUTION: ROTARY FOUNDATION FUNDS Annual Fund: Areas of Focus
- 17. MAKING A CONTRIBUTION: MULTIPLE INDIVIDUALS
- 18. CORRECTING CONTRIBUTIONS Within 90 days of receipt, in the same Rotary year Contributions sent to a TRF fund cannot be moved to a humanitarian project at a later date When asking for a correction, please make sure to indicate every aspect that needs to be changed
- 19. Poll
- 20. PHF CHALLENGES PHF requests without details Who is giving the recipient a PHF? Where should the Paul Harris recognition be sent? What date is the PHF needed for?
- 21. INDIVIDUAL RECOGNITIONS It is strongly suggested to let TRF staff know that you are expecting a PHF: If a contribution generates a new PHF, staff will need to know this in order to prepare the recognition
- 22. INDIVIDUAL RECOGNITIONS The shipping address is always necessary in order to send the Paul Harris Fellows If we do not have an address, the PHF is shipped to the address in our database If a PHF is urgent, please also provide a phone number so that we can send everything via urgent mail
- 23. REQUESTING A PHF
- 24. CLUB RECOGNITION SUMMARY Where to find it: My Rotary Rotary Club Central
- 26. CLUB RECOGNITION SUMMARY PHF points for the club and for donors Rotarians’ ID numbers
- 27. NOTES We cannot give information about personal donations to anyone who is not the individual who made the contribution in the first place.
- 29. Thank you for attending today’s webinar, you can register for other webinars and access recordings of other webinars www.rotary.org/webinars
Hinweis der Redaktion
- Hello, everyone, and welcome to our webinar about contributions to The Rotary Foundation and PHF requests! We hope that you’re happy to be here with us and that you will find this instructive.My name is Vanessa Court-Payen, and I’m joined by my colleague Clare Griffiths, who will be our moderator this afternoon.We will have a Q & A at the end of this webinar, but you can post your questions in the question box of the control panel, which we will now show you how to use.
- We are now going to show you the coordinators for The Rotary Foundation at the Europe/Africa Office. They will be your primary contacts for any matters related to Paul Harris Fellows, contributions, the new grant model, and any other TRF services.First off, we have Lydia Alocen, who takes care of S. France, S. Italy, the Netherlands, and French-speaking Africa, amongst other countries.
- This is me, Vanessa, and I take care of N. France, N. Italy, part of the Nordic countries, and two English speaking districts in Eastern Africa, which include Uganda, Tanzania, and Kenya.
- CLAREBefore we really begin, let us have a quick poll regarding Rotary Foundation contributions, as we know that a lot of contributions come from your clubs.Could you please let us know which is the most popular option in your club? Personal contributions or club contributions?(please comment on the poll results)
- First of all, I would like to thank you for your generous contributions to TRF. It’s thanks to these donations that we are able to make TRF what it is.We would like to start with an overview of what happens when we receive a contribution at TRF.Two business days after a contribution has been sent to TRF, it arrives in our bank account. It may take up to two days for the finance department to enter the contributions, depending on how busy the season is, although it can take longer depending on how busy the season is.
- Weunderstandthatcontributionsaremade on a voluntarybasis, whichwesincerelyappreciate.However, sometimes, wereceive a contributionwithnodetails. The onlythingthat will be on thebankstatement will be ‘Rotary Club of…’ withnoindication of donororfund.The firstthingthathappensisthatthefinancedepartmentcomestoaskus in TRF whetherwehavereceivedanye-mailsorphonecallsregardingthecontribution. In thebest of cases, wewouldhavereceivedsomethingpreviously, and Finance isabletoenterthecontributionswithoutanyproblems. But manytimes, we find ourselveswithoutanyindicationregardingthepayment.This canbecomplicatedforseveralreasons:Not enteringonepaymentcan hold upothercontributionsthatneedtobeentered at the same time, so, often, weneedtoenterthecontributions in theclubuntil such detailsreachusItcantake time totrackthecontributiondetails, which will eventuallydelaythebookingprocess, andutlimately will causeproblemswithcontributionsSometimes, weare not abletocontacttheclub, due to time constraints, andweareforcedtoleavethecontributionasitisforlongperiodsuntil a clubcontactsusaskingforthe Paul Harris Fellows
- We sometimes have cases where contributions are sent to our accounts in the wrong currency: ie – USD to the Euro account. This is a problem, because our bank will not accept the payment and will send it back. At other times, the contribution is sent to the Rotary International Account instead of the Rotary Foundation account, which delays the processing of the contribution because it needs to be moved to the correct account.
- Once the contributions have been processed, the TRF department can work on the PHF recognitions.Twenty-four hours after the contribution has been entered, TRF staff can start processing the relevant PHF recognitions. The time for this can also vary depending on how busy the season is, but it takes longer at the end of the Rotary year.
- There are several ways to make contributions to The Rotary FoundationThe easiest way is making the contribution via credit card, which can be done in two ways.You may contact your TRF coordinator via phone, and give your credit card details that way, which may be the most secure way. The coordinator will take the details down, then give them to the Finance Department. Once the contribution has been processed, all credit card details are destroyed.You may also send an e-mail to your TRF coordinator with your credit card details, using the Rotary Foundation contribution form.Another way to make a credit card contribution would be to use the Rotary website.Another option that’s used is sending a cheque to TRF, but this takes longer than any other option.The final option, and the one that is used the most often, is the wire transfer option. Contributions are wired directly to one of TRF’s bank accounts (we have several, depending on the country you are from).
- Thereareseveraloptionswhenmaking a contribution.Contributionscanonlybemadeforapproved Rotary Foundation grants. Youshouldnever send in a contributionfor a grantthathasn’tbeenapproved This is because if we enter this contribution and the grant is not approved or it’s cancelled, the contribution will not be returned to you, but will automatically be moved to the Annual Fund.
- You can also make a contribution to one of our six areas of focus:Peace and Conflict Resolution/PreventionDisease Prevention and TreatmentWater and SanitationMaternal and Child HealthBasic Education and LiteracyEconomic and Community DevelopmentPlease note that Area of Focus contributions do not count towards SHARE, which means that your distrct will not get the 50% back in its DDF the way it would for Annual Fund-SHARE contributions. However, these contributions count for Paul Harris Fellows.
- Here you will see a model of the TRF contribution form, the 123-EN.Part 1: Donor of the contributionPart 2: Designation of the contribution (which fund)Part 3: Contribution details – please include the copy of the wire transferPart 4: Shipping information – this is very important if your contribution is going to generate a new level of recognition for you.Part 5: Contact information in case of any questionsAlternatively, you may send an e-mail with all of these details, but please note that sending a contribution form is much simpler.
- Sometimes, we will receive a contribution coming from a club, but that is meant to be for multiple individuals. This is fine, as it is easier to make one bulk payment than to make several smaller payments.In this case, it is possible to use the Multiple Donor Form, which you can see here on your left, although it is better to use a list in excel format. Here is an example of what you need to put on the exel sheet.Name of donorsID numbers of the donorsAmount of contributionFundThis information needs to be sent to us preferably BEFORE any contribution is made. That way, we will have the information once the contribution hits our account.Please note: if you use this method and there are any PHFs to send, we will need the address to where we should ship the recognition materials.
- We can make corrections to a contributions – moving it from a club to a person/district, etc, or change the designation of the fund, only within 90 days of the receipt of the contribution.This cannot be done after the close of the Rotary year.Contributions that were originally meant for AF or PolioPlus cannot be moved to a newly-approved humanitarian grant (if the grant was approved after the funds were sent).If a contribution needs to be moved from a district to a club/individual, or a club to an individual, please make sure to inform the DG or club president about the change, as they need to know about it.
- CLAREBefore we go on, we’d like to take a second poll and ask you to guess how many Paul Harris Fellows are sent from the Europe/Africa Office every year.5,00010,00015,000Over 15,000(over 15,000 is the answer – please comment on the answers that you’re getting)
- The Europe/Africa Office sends aroundbetween 16,000 and 17,000 Paul Harris Fellows a year. We know and understand how important these recognitions are to you, and how much time and effort is put into an event where a PHF will be presented, therefore we would like to do the best job possible to get the recognition processed properly and sent to you on time.Sometimes, we may receive an e-mail stating that a person has made a PHF contribution for another Rotarian. However, we will have received no «official» PHF request form, and, specifically, no address to where we should send the recognition material.As mentioned, we want to be able to send you the recognition on time, so we need to know when the recognition is needed for.In addition, please note that whenever a Rotarian reaches $1,000 (or $2,000, etc), a PHF is automatically generated in our database. This PHF is sent automatically to whichever address we happen to have in our database, generally to the donor. If the address we have isn’t correct, chances are that the recognition sent from our office will not arrive. That is another reason why it’s very important to send us every detail of the contributions that are sent, specifically if you know that they will generate a new level of recognition.
- When an individual Rotarian makes a contribution, it is strongly suggested to inform TRF staff right away so that she may send the eventual recognition materials on time.If we don’t have the necessary information, recognition can be delayed because we will not know automatically that there is a PHF waiting to be sent. We have them in our reports, but without any details, it’s impossible for us to know where we should send the recognition.
- The information we have in the database can often be wrong, which is why we always ask Rotarians to provide us with a shipping address. Because we sent over 16,000 PHFs a year, it’s better to have the address so that we can be sure of where to send everything.
- A PHF must always be requested in writing.Because there are so many people taking care of the Paul Harris Fellows, a PHF form is the best way to ensure that nobody gets confused when taking care of recognition materials. One of the most important things to note here is the address to where we should ship the PHF. Even if we should ship everything to the club president, PLEASE ENSURE THAT YOU INDICATE THE ADDRESS SO THAT EVERYTHING WILL ARRIVE AT THE CORRECT ADDRESS.
- The Club Recognition Summary (or CRS) is one of the main tools that club and district leaders use to determine which members have Paul Harris Fellows within their club.In order to find it, you need to go to www.rotary.org, then log into My Rotary. Once you’re on that first page, please scroll down until you find the link ‘Visit Rotary Club Central’.
- Once you are in Rotary Club Central, you will see a page with multiple links and tabs. Please click on the ‘Reports’ link, at the bottom of the left-hand column, and on the ‘Foundation Giving’ tab.If you are a club officer, you will see the individual and club reports. If you are a district officer, you will also be able to see the district reports.
- Here is an example of a CRS – Because of privacy issues, I had to black out the names, but this will give you a general idea. The first column you see shows the Rotary ID numbers. What you will want to look at, specifically, are the PHF levels of the Rotarians, shown in the first box, and the amount of points available within the club or individual’s accounts. Please note that individual recognition points may not be used without that individual’s written consent.
- We often receive requests from club presidents or district officers to let them know which individuals have made contributions to TRF, as well as the amount they have contributed. Please note that, because of security and privacy issues we cannot give information about personal donations to anyone who is not the individual who made the contribution in the first place.
- Have you got any questions for us? We will be more than happy to answer them. Clare, did we receive any questions during the presentation?
- Thank you so much for taking part in this webinar. We hope that you’ve enjoyed it!There will be a recording of this webinar available soon. We encourage you to share it with everyone in your clubs and district.