Treasurer – Best Practices

New Member Signup List

  • Collect dues and application sheet.
  • Add the new member to
  • Sign them up on the Toastmasters Int. website.
  • Deposit Dues in USBank account

Here is how to add a new member to

Watch the Turbobase video just to become familiar in general with Turbobase.

Specifically – how to add a new member – follow these steps.
1. Login to
2. Members – click on this.
3. Add a new member – click on this.
There are a few things to do when you fill out the form.
Name – it goes Lastname, Firstname
Fill-in all the other information you have from their application.
Active – click on this box.
Add a New Member – click on this box.
How to Add a New Member to Toastmasters Int.
  • Login – you will have to setup an account if you have not done this in the past.
  • Leadership Central
  • Club Central
  • South County Toastmasters Club – 00001957
  • Submit membership application(s) – new/dual/reinstate
  • Yes Proceed
  • Type in their name
  • Yes – create new member
  • Follow the prompts and fill in all the needed information
  • Pay for the new member with the club debit card.
  • Print Receipt for the new member and put it in the yearly receipts folder
  • Record the charge in the checkbook
  • Record the charge in the online spreadsheet.
  • Put the member application in the folder.
  • Add new member and mentor to the Mentor List online.
  • Never send debit card or bank account information via email. Email is inherently insecure.
    If the Toastmaster Int. site is down, it’s better to use the U.S. mail to send in new member applications.
  • Have receipts for all expenditures. Keep them in check number order.
  • Create a detailed log of all expenditures and money collected. Indicate what each expenditure is for and if money is collected who it is from.
  • Use the bank debit card for new member applications.
  • Submit new member applications to T.I. within 48 hours.
  • Enter new member contact information into Turbobase – see instructions below.
  • Read Treasurer Training book and go to District Training.
  • Don’t send in member dues until they actually give you the dues.
  • Keep detailed records for all expenses and receipts.
  • Send in Form 990n by May 15th for the previous year.
  • —————————————————–


Note – when a person leaves the club, you can just un-click the Active box.
We will then keep their contact information, but it wont’ show up with the Active members.
You cannot delete a person, once they have been added.
In general, you wouldn’t want to do this since we want to keep their contact information.
The person who has setup this program has never changed a thing over the last ten years that we have been using it. We have to accept it and work with it as best we can.
I would recommend in general that you be the one who would enters this information since you are normally the one taking it home from a meeting.
Nights where you are not present, I’ll be glad to fill-in for you.
Filling in for VP of Membership
When you’re at the meeting and the VP of Membership is not there, I’d be prepared to fill-in and take on those duties. All you need to do is under New Business say, ” Mr/Madam President we have membership application for (say their name). After the president does their part, then you just read the application.
Membership Notes from Toastmasters International
September 28, 2016

Dear Club Officer,

In August 2015, the Board of Directors amended Policy 2.0: Club and Membership Eligibility, to more clearly define a member or club that is in “good standing,” effective July 1, 2016.

Since that time, there have been many questions regarding the impact on individual members and clubs who do not pay their renewals on time.

Impact on the member:

  • If a member does not pay their renewal dues by April 1 or October 1, the member will not be in good standing and will remain in this status until their dues are paid.
  • Any members who do not pay October renewal dues by October 1 will remain on the club’s online roster for up to two months. During this time a club officer may pay the delinquent renewal order, returning the member’s status to good standing. (This is considered a late payment and not a reinstatement.)
  • Reinstatement only occurs when there is a break in membership between renewal periods.

Impact on the club:

  • Renewal requirements (paying dues for eight members, three of whom are renewing) must be met by April 1 or October 1 by the club.
  • If the club does not meet the requirements then the club will no longer be in good standing and will remain in this status until the requirements are met.
  • Reinstatement of the club will only need to occur if the renewal requirements are not met within six months of the last due date and the club is suspended.

To ensure a smooth transition, club officers will continue to have access to Club Central to conduct club business for up to two months past April 1 and October 1, even if they do not pay their renewal dues on time.

If you have any questions about the renewal process, please contact


Toastmasters International

This message has been sent to 2016-2017 club officers.


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