Club and Association Membership Records in Nepal

Clubs, associations, alumni groups and institutes in Nepal are registered under different laws, and each has its own constitution, audit duty and reporting rhythm. This article is not legal advice and does not quote rules that may change. It explains the membership records that make life easier whichever law applies to you, and tells you when to ask the registering office.

Know your three audiences

Three groups read your records. The registering office and the auditor want accounts, minutes, proof of elections and lists of members or office-bearers as the rules require. Members want to know what they paid, what they are entitled to and how the money was used. Donors or partners, if any, want to see how funds were handled. One consistent set of records can serve all of them.

The records every organisation should keep

1. Member register: name, address, contact, membership number, type, join date in BS and AD, and current status.
2. Fee schedule: the approved fee for each type and year, with the committee decision that set it.
3. Receipts: numbered, dated, signed off by the cashier and matched to the member.
4. Dues and waivers: who owes what, and any waiver with the name of the person who signed off and the reason.
5. Cash and bank book: collections banked, cheques deposited and digital payments received.
6. Meeting minutes and decisions: who attended and what was decided about fees and eligibility.
7. Renewal and cancellation log: when a membership started, lapsed, was renewed or ended.

Fees, receipts and VAT

Membership fees raise a question that surprises many treasurers: is the fee subject to VAT? It depends on the type of body, the service provided and the registration status. Do not guess. Ask your accountant or the IRD, then set the tax rule in the receipts. WebsNP can configure 13% VAT on receipts where it applies, but the decision about liability rests with you and your adviser.

Eligibility and voting

Many organisations tie voting and candidacy to membership status and dues paid by a date. That makes the member register a legal tool, not just a list. Freeze a copy of the register on the date the constitution requires, keep it with the minutes and record any disputes. A system with an activity log shows that the list was not edited afterwards.

Annual cycle for the treasurer

When	Task
Start of the membership year	Confirm fees, update types, send renewal reminders
During the year	Post receipts daily, reconcile bank monthly, follow up dues
Before the general meeting	Freeze the active list, prepare income and expense summary
At year end	Close the books, prepare audit papers, archive records

Data protection and trust

A member list contains addresses, phone numbers and sometimes photographs. Share it with the committee only as needed, never post it publicly and take care when sharing with sponsors or other organisations. If members ask how their data is used, give a short, honest answer. For larger or sensitive lists, ask a professional about current requirements.

Handing over between committees

Elections change treasurers and secretaries. A clean handover includes the member register, the fee schedule, outstanding dues, bank details, receipt books and passwords. If everything lives in one system with roles, the outgoing officer is removed and the incoming one added without losing anything. If it lives in a personal phone and a notebook, history is lost at the first change.

Practical habits that make audits painless

• Issue every receipt from a numbered series, and never skip or reuse a number.
• Bank collections on a fixed schedule and record the deposit date beside the receipts.
• Keep a short reason against every waiver, discount or write-off.
• Match digital payments to members using a reference, not just an amount.
• Close each month and prevent edits to closed months without a recorded reason.
• Store scans of the constitution, registration papers and minutes with the member records.

An auditor who finds these habits in place spends less time asking questions and more time on genuine risks. The committee, in turn, gets cleaner advice and fewer surprises.

Your next step

Ask your registering office and auditor in writing what they expect to see. Compare that with your current records and fill the gaps before the next meeting. Then see the WebsNP membership management software or club and association software, and message us on WhatsApp for a demo.

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