Treasurer: Jennifer Mawhinney

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.

Budgets

CLICK HERE TO VIEW 2025-2026 SCHOOL YEAR Budget

The PTO budget for the school year 2025 - 2026 will be voted on at the

September 17, 2025 PTO meeting.

2025-2026 PTO Meeting budgets

September 2025

October 2025

November 2025

December 2025

January 2026

February 2026

March 2025

April 2026

May 2026

June 2026

payments to the PTO

Cheddar up/Credit card

Payments for all PTO events and items will be accepted through Cheddar Up for the 2025-2026 school year.

Please visit the VMS PTO homepage for all current collections:

CLICK HERE TO VISIT OUR VMS PTO CHEDDAR UP STORE

CASH & CHECKS

Place in an envelope with name and purpose noted
Make checks payable to "VMS PTO"
Note the fundraiser/donation purpose on the Memo line
Send into school to be placed in the PTO mailbox

PTO Purchase Procedures

We are a tax-exempt organization!

Valley Middle School PTO has a 501(c)(3) designation as a tax-exempt charitable organization.

Using our tax-exempt certificate for larger purchases will save the PTO a lot of money!

PURCHASES:

There are 3 ways to make PTO Purchases for your events and committees.

This includes purchases of items as well as vendor payments.

OPTION 1:

The Treasurer Purchases (Online)

Steps:

Complete the Purchase Request Paper Form or

Purchase Request Google Form, filling out all of the required information, including address for items requiring delivery.

Attach invoices for vendor payments or links for items to be purchased online.
Submit Google Form or email completed PDF form to the Treasurer at valleymiddlepto.treasurer@gmail.com.

The VMS PTO has accounts set up with the following online retailers:

Amazon Prime

Dollar Tree

Five Below

Home Depot

Oriental Trading Company

Staples

Target

Walmart

OPTION 2:

You Purchase

(Using the PTO Card)

Steps:

Confirm the amount allotted for your activity in the budget and do not exceed it.
Contact the PTO Treasurer to arrange a time to pick up the PTO debit card.
Fill out the Tax Exempt Form (vendor and purpose) and give to the vendor - they may choose to keep it for their records.
Complete the purchase, saving ALL receipts and documentation.
Return the debit card the same day, if possible.
Complete one Debit Card Purchase Paper Form or Debit Card Purchase Google Form per transaction.
Submit Google Form or email completed PDF form to the Treasurer at valleymiddlepto.treasurer@gmail.com.

OPTION 3:

You Purchase

(& Request Reimbursement)

Steps:

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 reimbursed.
Complete the purchase, saving ALL receipts/documentation.
Complete the Reimbursement Request Paper Form or Reimbursement Request Google Form, filling out all of the required information, including address for check delivery.
Submit Google Form or email completed PDF form to the Treasurer at valleymiddlepto.treasurer@gmail.com.
Please submit reimbursement requests within one week of purchase.

event payment collection

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 and Cheddar Up (credit card or echeck) payments will be accepted at all events.

Procedure

The committee should tabulate the amount collected and record it on the Cash/Check Deposit Paper Form, Cheddar Up Deposit Paper Form, Venmo 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.
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.
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

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

Procedure

Submit the Cash Advance Paper Form or the 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.
Count and sign to verify the amount received.
The committee should tabulate the amount of cash/checks/Cheddar Up donations they collected and record it on the DEPOSIT FORM (see above).
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.