Rotary Form Instructions

Send the completed form to:

 

E-mail: servicedesk@sco.idaho​.gov

or

Division of Statewide Accounting (DSA) – Operations Bureau

5th Floor, Joe R. Williams Building

P.O. Box 83720

Boise, ID 83720-0011


 

  1. Enter the agency Rotary Fund Number.
  2. Enter the statement date for the month you are reconciling in mm/dd/yy format. (Example – December 6, 2000 would be entered as 12/06/00.
  3. Enter the ending balance in the fund in the Balance in Fund Last Report field.
  4. Credits to Fund received during the month should be listed individually with a brief description as to how funds were acquired.
  5. A formula will total all of the credits received during the month in the Credits to Fund Total field.  This will update as you tab through the field.
  6. The sum of the Balance in Fund Last Report and Credits to Fund Total will update automatically as you tab through the field Credits to Fund Plus Beginning Balance.
  7. Detail of Sight Drafts Drawn Since Last Report are summed and subtracted from the Balance in Fund listed above.  A second page is provided for additional sight draft entries. Each page has a built-in formula to total the drafts listed on that page.  Enter sight draft amounts as a negative number. The formula will add the total/subtotal from page one and two, inserting the combined total in the Less Sight Drafts Drawn Since Last Report field.

The Detail of Sight Drafts Drawn Since Last Report should be completed as follows:

    • No. – designates the document number assigned to the sight draft.
    • Date – the date the sight draft was issued.  This field is formatted in mm/dd/yy format. (Example – December 6, 2000 would be entered as 12/06/00.)
    • Amount – amount of sight draft
    • Payee - name of individual or institution sight draft was issued to.
    • Purpose of the Sight Draft – brief description of why sight draft was issued.
  1. ​​Ending Balance is formula driven and tallies the Credits to Fund Plus Beginning Balance with the Less Sight Drafts Drawn Since Last Report.
  2. Disbursing Officer – Signature of Agency Officer responsible for the Rotary Fund Disbursements.
  3. Department,  Board or Institution – Name of organization governing the Rotary Fund being reconciled.
  4. On the top of page three, enter the total amount authorized for your Rotary Fund.
  5. Balance of Fund – State Treasury will automatically fill with the Ending Balance in Fund from page 1 as you press TAB through the field.
  6. The reconciliation of Cash on Hand is a two-part process: a.  Enter the amount of cash in Possession of the Disbursing Officer. b.  Enter the amount of cash in Petty Cash.
  7. The sum of these two fields will update in the Total Cash on Hand field as you press TAB through the field.
  8. Claims Not Filed are claims issued but not cleared by the Treasurer’s office.  These should be as follows:
    • Date – Again this is in mm/dd/yy format.  (Example – December 6, 2000 would be entered as 12/06/00.)
    • Sight Draft Number – document number of outstanding sight draft
    • Payee – name of individual or institution sight draft was issued to
    • Amount – Dollar amount of outstanding sight draft

​​​​      9. Total Claims Not Filed is a sum of all items listed in section 15 – Claims Not Filed.  This is formula driven and will update as you press TAB through the field.

      10. The total calculated for Claims Not Filed is auto-filled for a Total Claims Not Filed as you press TAB through the field.

      11. The ending TOTAL field is a sum of Total Cash on Hand and Claims Not Filed.  TOTAL will automatically fill as you press TAB through the field.


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