The treasurer’s primary role is to protect the assets of the PTO, ensure the organization is financially healthy, and minimize risk.  The Treasurer is responsible for all bookkeeping, compliance with IRS regulations, compliance with applicable PTO by-laws, and annual tax return preparation. 

2025-2026 PTO Meeting budgets

2025-26 Preliminary Budget

September 2025

October 2025

November 2025

December 2025

January 2026

February 2026

March 2026

April 2025

May 2026

June 2026

FINAL 2025-2026 Budget

1. Using the PTO Debit Card

1. Pick up the PTO debit card and tax-exempt certificate from the Treasurer.

2. Show the Tax Exempt Certificate to the vendor - they may choose to keep it for their records.

3. Complete the purchase, saving ALL receipts and documentation.  See Store Purchasing Procedures list if you would like more information about the procedure for specific stores.

4. Return the debit card the same day

5. Complete one Card Purchase Paper Form or Card Purchase Google Form per transaction. The paper form can be completed physically or electronically.

--Physical submission: Fill out all the required information, including signatures.  Attach all receipts and documentation.  Mail or drop off to the Treasurer at 98 Grove Street.

--Electronic submission: Fill out all of the required information by editing the PDF.  Scan all receipts and documentation as PDFs.  Email to the treasurer at dhsptotreasurer@gmail.com.

6. A copy of the form and all receipts should be kept in the committee binder.

2. Purchases by the Treasurer

The Dogwood PTO has accounts set up with our tax exempt status and PTO credit card payment information for the following online retailers:

Amazon Prime Dollar Tree Etsy Five Below Home Depot

Oriental Trading Company Party City Staples Target Walmart

1. Complete one Purchase Request Paper Form or Purchase Request Google Form per transaction.

2. The paper form can be completed physically or electronically.

--Physical submission: Fill out all the required information, including signatures.  Attach all receipts and documentation.  Mail or drop off to the Treasurer at 98 Grove Street.

--Electronic submission: Fill out all of the required information by editing the PDF.  Scan all receipts and documentation as PDFs.  Email to the treasurer at dhsptotreasurer@gmail.com

3. A copy of the form and all receipts should be kept in the committee binder.

3. Purchase Reimbursements

(If you purchased on your own)

• Purchases over $100 should be made with PTO funds to avoid paying sales tax.  Reimbursement requests over $100 WILL NOT include sales tax.

• May be purchased with personal funds and reimbursed by check only.

• Please submit reimbursement requests within one week of purchase.

• Procedure

  1. Confirm the amount allotted for your activity in the budget and do not exceed it.  Any expense in excess of the budgeted amount or not covered in the budget MUST have received prior approval from the PTO Executive Board, or it will not be approved or reimbursed. 

  2. Complete the purchase, saving ALL receipts and documentation.

  3. Complete the Reimbursement Request Paper Form or Reimbursement Request Google Form and submit to the Treasurer. This form can be completed physically or electronically.

--Physical submission: Fill out all the required information, including signatures.  Attach all receipts and documentation.  Mail or drop off to the Treasurer at 98 Grove Street.

--Electronic submission: Fill out all of the required information by editing the PDF or filling out the Google form.  Scan all receipts and documentation as PDFs.  Email to the treasurer at dhsptotreasurer@gmail.com.

• 4. A copy of the form and all receipts should be kept in the committee binder.

The PTO collects money at various events through the year.

Protecting this money from theft and keeping accurate records is very important!

Collecting Payments

Checks will ONLY be accepted in advance of an event.

Cash, Venmo and Cheddar Up (credit card or echeck) payments can be accepted at all events.

• Procedure

1. The committee should tabulate the amount collected and record it on the Deposit Paper Form or Deposit Google Form.   Two counters are required.  A copy of the form should be kept in the committee binder. **A spreadsheet listing payments can be used to record the checks, Venmo, and credit card payments instead of pages 2-4.

2. If items are sold during the event, you MUST use the SALES RECORD to keep a count of items sold during the event (e.g. selling snacks: record # of bags of chips sold, # of waters sold and price of each item).  The total cash collected and value of the items sold should match.

3. The cash collected should be turned over the Treasurer at the end of the event or dropped off at the Treasurer’s home immediately following the event (same day) unless otherwise agreed on in advance.

Requesting Cash Advances

Committee Chairs should request a cash advance when a cash register/cash box will be needed for opening the cash drawer.  

Procedure

1. Submit the Cash Advance Paper Form or Cash Advance Google Form to the Treasurer at least 1 week in advance of the event and set up an appointment to pick up the funds.

2. Count and sign to verify the amount received.

3. The committee should tabulate the amount of cash/checks/Cheddar Up donations they collected and record it on the    Deposit Form (see above).

4. The cash collected should be turned over the Treasurer at the end of the event or dropped off at the Treasurer’s home immediately following the event (same day).  A count of the funds will be performed by the Treasurer before accepting.  Both forms (see above) must be submitted with the cash.

See above for instructions on how/when to use each form.

Cash Advance Paper Form

Cash Advance Google Form

(if you require change for a cash box)

Card Purchase Paper Form

Card Purchase Google Form

(if you made a purchase with the PTO debit card and tax exempt form)

Deposit Paper Form

Deposit Google Form

(if you collected money for an event)

Purchase Request Paper Form

Purchase Request Google Form

(if you need the Treasurer to make a purchase or payment)

Reimbursement Request Paper Form

Reimbursement Request Google Form

(if you purchased PTO items and require reimbursement)

Tax Exempt Form

(if you purchase items for an event)