How to Prepare and Calculate Club Dues Payments

STEP 1: Watch your mail!
The Quota International Office will send your club’s annual dues statement in November. The dues statement will be accompanied by (1) your club’s current membership roster on file at the Quota International Office and (2) filing procedures. If you do not receive this packet by December 1, please contact staff member Ingrid Miller at ingrid@quota.org.

STEP 2: Please give these documents to your club’s treasurer.
Please ask your treasurer to complete and submit these documents (with payment) so that they will be postmarked on or before January 31. Start collecting dues from your members as early as possible so the documents and payment can be turned in before the deadline.

STEP 3: Update your club’s official membership roster.
The club membership roster we send to you must be corrected and returned with your club’s dues statement. Please make all member changes, corrections, additions, and removals ON THIS ROSTER. We appreciate the effort that goes into preparing personal club directories or member lists. However, WE CANNOT ACCEPT THEM in place of the official membership roster we mail to you because of processing delays and increased costs that result from proofreading personal club directories against our database.

Please check your official membership roster for:

• Former Members

  Draw a line through their names, and state the reason for their removal (i.e., resignation, death). (Note: members in good standing who relocate to a geographic location without a club qualify for member-at-large status. For details, click here.)

• New and Reinstated Members
  
  
  1. Write in the names of all members whose names do not appear on the roster (some may have been sent in after the roster was printed).
     
     
  2. Complete and attach a copy of the Membership Form included in your dues statement mailing for each new member. To print a form, click here*.
     
     
  3. Include the initiation fees (U.S.$10 per new member) for new members.
     
     
  4. Please include prorated dues for members who joined LAST YEAR and were not previously reported. (This is in addition to including FULL dues for this member for the current Quota year.)
     
     
  5. Include the name of the current club member who sponsored the new member.
     
     
• Incorrect Member Information
  
  
  1. Check all current member information carefully.
     
     
  2. Write all missing or corrected member information ON THE ROSTER (i.e., name change, new address, work phone, home phone, fax number, e-mail address).
     
     
  3. Include postal codes and area codes.
     
     
  4. Be sure that the information is legible and complete (for example, whether a phone number is intended to be work, home, or fax).

STEP 4: Complete your dues statement.
Thank you for checking your calculations! In addition to submitting membership dues for all members, please be sure to include any member initiation fees, late fees, Advance Convention Fee, and donations. Your dues statement includes special lines for you to specify funds and record amounts if you would like to make a donation.

STEP 5: Prepare your club payment.
Prepare your payment (check, money order, or bank draft payable to "Quota International, Inc.").

STEP 6: Mail your payment to the Quota International Office.
Please mail (1) your corrected official Membership Roster, (2) your completed Dues Statement (make a photocopy of each for your files), and (3) your payment (which includes the Advance Convention Fee, all membership dues, initiation fees, prorated dues from members who joined last year, club donations, and any late fees) payable to "Quota International" to:

Quota International Office
1420 21^st Street, N.W.
Washington, D.C. 20036
U.S.A.

* To view or print out these publications, you will need Adobe Acrobat Reader. Click here to go to Adobe's Web site and download a free copy of Acrobat Reader.

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