Money Matters

Your President will be receiving information to share with you regarding your position as treasurer.

You have an incredibly important job for your unit, so be sure you give it the attention it deserves.

Guidelines:

1. Annual Audit: Verify that the Annual Audit has been performed and that the results are presented at your first general meeting. A copy of audit documentation is required to be sent to Kansas PTA no later than August 30th. Email to: kansaspta@gmail.com
2. PTA Insurance: Make sure your PTA unit insurance is paid and active. Kansas PTA recommends Liability, Bonding, and Director’s & Officer’s Liability. You are required to list Shawnee Mission School District as an additional insured. (RV Nuccio Insurance )
3. SMSD Liability Insurance Proof: You must send a copy of your insurance documents, by August 1, to SMSD, c/o Brenda Davis, at brendadavis@smsd.org.
4. SMAC Dues / Clothing Exchange / SMEF Donations: are due to SMAC Treasurer by September 15.
5. IRS Form 990-EZ, or 990-N (electronic postcard): Verify this is completed and sent in for the previous year has been prepared or is in the process of being prepared. This must be postmarked by November 15th, each year to the IRS. Keep a copy for your records and your bylaws require that you send a copy to the Kansas PTA, kansaspta@gmail.com, by November 15th each year. Yes, we have to file taxes even though we do not owe taxes.
6. PTA Membership and dues must be sent to KS PTA MONTHLY.
   1. Dues Form
   2. Membership Roster Form
   3. Both forms must be submitted to kansaspta@gmail.com
   4. This form should be mailed each month with new membership submissions
7. As a requirement of your unit’s tax-exempt status with the State of Kansas, you are required to file sales tax reports, even if you owe nothing. You can do this at: http://www.ksrevenue.org/kswebtax.html.
8. Never make financial decisions on your own. Your unit budget, as approved by the membership, will be your guide in all financial affairs. If your budget needs amending, do so at a general meeting with a vote of the membership.
9. All checks:
   1. Require two signatures
   2. Are never to be signed if blank
   3. Are never to be payable to the Tresasurer unless two OTHER officers sign
10. All PTA monies received should:
    1. Be well-documented in your financial records as to who paid, what for and how much (Spreadsheets are wonderful for this.
    2. At the very least a handwritten list of all checks should be submitted to you with the checks/money or you can make copies of the checks, but this is time consuming)
    3. Be verified by others in PTA. two people other than the treasurer should count cash prior to turning it into the treasurer and document who they are and the amount they say is there.
    4. Never be deposited to anyone's personal account or any school account
11. Always give a report of balances of accounts at every meeting of your PTA, as well as a budget report showing categories of income and expenses.
12. Stay organized. Keep your PTA treasurer records in an organized fashion so anyone could pick up the job if you should become unable to perform your duties.

If you have any questions, feel free to contact us: SMAC President | SMAC Treasurer | Kansas PTA Treasurer