Year-end Best Practices FAQ

All club submissions for the program year must be received by 11:59:59 p.m. Mountain Daylight Time (MDT)/Coordinated Universal Time (UTC) -6 on June 30. Submissions received on or after July 1 at 12 a.m. MDT/UTC -6 will be applied to the next program year. Additional details, including how to submit documents to World Headquarters, are outlined in the Distinguished Club Program Manual.

More clubs charter in June than at any other time of the year. To avoid delays and ensure program year credit, submit your new club forms early in June. If you have questions about starting a club, view the How to Build a Toastmasters Club guide or contact the Club Quality and Member Support Team at newclubs@toastmasters.org.

New club charter forms and payment being submitted for the current program year must be received no later than 11:59:59 p.m. Mountain Daylight Time (MDT)/Coordinated Universal Time (UTC) -6 on June 30. Any received after this date will be applied to the next program year.

The 2025-2026 program year deadline for District funds orders is June 12, 2026.

To be eligible for recognition in the Distinguished Club Program, a club must meet the following three qualifying requirements:

1. A club must be in good standing according to Policy 2.0: Club and Membership Eligibility, Section 4: Good Standing of Clubs.
2. The club must have either 20 members or a net growth of at least three new, dual, or reinstating members as of June 30.
3. The club must submit the Club Success Plan by September 30.

For more information, please visit the Distinguished Club Program FAQ.

Some Toastmasters clubs are undistricted. If that is the case for your club, recognition may be earned by achieving one goal less than listed above for each of the four recognition levels.

Please allow up to two business days for email responses. To receive credit for the appropriate period, ensure all submissions are completed and submitted by the end of the month or by June 30. Our teams will work with each club individually to resolve any missing items.

No, transfer and honorary members do not count towards the Distinguished Club Program (DCP). This information can be found in the Distinguished Club Program Manual, along with the other DCP requirements.

A valid club officer list for the next program year must be submitted in Club Central or emailed to the Club Quality and Member Support Team at membership@toastmasters.org by June 30 to receive on-time credit in the Distinguished Club Program.

Review the Club Leadership Handbook for more information on the minimum club officer requirements and how to hold club officer elections.

Payments can be submitted using any of the following methods:

• By phone with a credit or debit card*
  +1 720-439-5050, Option 4, Monday-Friday 8 a.m.-5 p.m. Mountain Time.

• By wire transfer
  All wire transfers must be made in U.S. dollars. To verify funds and ensure that your club account is properly credited, email the wire confirmation to financequestions@toastmasters.org, and notification of wire payment with any associated membership roster or application to membership@toastmasters.org.

• By fax with a credit or debit card*
  +1 303-799-7753. Please include as much pertinent information as possible in the fax and include the cardholder's signed authorization.

• By mail with check
  Toastmasters International
  ATTN: Club Quality & Member Support Team
  9127 S. Jamaica St. Suite 400
  Englewood, CO 80112

• Money Order
  Payments made by money order must be in USD. International money orders, even in USD, cannot be accepted.

*If submitting payment using a credit or debit card from a bank outside the United States, please verify with your bank that the card has been approved for foreign transactions.

Use the Toastmasters International invoice template. Two types of invoices are available in the downloadable file: Tax Auto-Calculated and Tax Entered Manually. If the desired country and location are not available on the Tax Auto-Calculated Invoice, use the Tax Entered Manually Invoice. When generating the invoice, please:

• Fill in the appropriate fields with club and member information.
• Complete Step #1 in the right-hand corner to set a tax rate from the dropdown (if applicable).
• Select Yes or No if your club is tax-exempt or eligible for the Reverse Charge Mechanism (if applicable).
• Label the invoice in the following format: YYYYMMDDXXXXXXXX (eight-digit club number).
• Note that each new member is subject to the $25 USD new member fee.
• Remember: Members who are renewing have membership dues of $60 USD each.
• Remember: Members who join the club in the middle of the membership period each pay $10 USD per month remaining in the membership period. For an exact breakdown of the membership dues cost per month, please refer to the Membership Application, Section 2.

Toastmasters International reserves the right to adjust any invoice to ensure the proper amounts for membership dues and fees are listed.

For companies seeking proof of payment for reimbursement, any club officer can access receipts and statements once their club’s charter is complete under the Club Financials section in Club Central by following the steps below:

• Once you are logged into Club Central, select “Club Financials.”
• A list of payments for membership fees is available in date order with the name of the submitter, receipt number, truncated card number, and amount.
• To view the complete receipt with an option to print, click on the hyperlink for the receipt number. This will display the members paid and give an option to print the receipt or export the data.
• To see the members paid without all the information, select “Quick View.”
• To download an Excel/CSV report of the payments made, select the year you would like to download in the drop-down menu and choose “export Excel / CSV,” depending on how your browser exports files.

Clubs that have enabled Self-Pay can direct their members to submit dues through My Home, even if they are submitting dues for the first time. An alert at the top of the page will prompt them to renew. After clicking “Renew,” they select a club and the number of renewal periods to pay for, then proceed to the checkout page.

If a red banner appears at the top of your screen after inputting credit card information, it usually means your card has been declined. In these instances, you need to speak with your banking institution to ensure our system is authorized to charge the full amount. Please contact the Club Quality and Member Support Team at +1 720-439-5050 as soon as you have an updated payment method, or once the issue with the card has been addressed.

Please refer to the Tax Rates Map to confirm your estimated tax rate. Tax is calculated based on a member’s physical address, not the meeting place of the club.

Club Central cannot process tax-exempt or RCM transactions. Please complete the following steps:

1. Create the pending memberships on the Membership Management page of Club Central for any new, dual, or reinstated members.
2. Once created, contact the Club Quality and Member Support Team at +1 720-439-5050 and dial Option 4 to submit payment over the phone to ensure taxes are excluded from the total membership dues amount.

Successful clubs and coaches will receive more information via email after year-end, and program reports are finalized. Please see the Club Coach Program page for more information.