Appendix 2 - Treasurer Tools

PROPOSED BUDGET WORKSHEET

FUNDS RECEIVED FORM

CHECK REQUEST/EXPENDITURES FORM

BANK RECONCILIATION

SAMPLES OF TREASURER'S REPORTS

The treasurer should prepare and present a written treasurer’s report at each general membership meeting and at Executive Committee and board meetings as deemed appropriate. In addition to ensuring that the treasurer’s books are up-to-date, the treasurer’s report is important for the following reasons:

• The president needs to have a complete understanding of all financial matters.

• All officers and commissioners need to know the financial position of the PTA on a regular basis.

• The membership has the right to know how their money is being handled.

The treasurer can make decisions about report formats based on the frequency of reporting, the amount of activity during the period, and the needs or wants of the Executive Committee and the membership. It is recommended that a budget-to-actual analysis be presented at least quarterly to facilitate the budget amendment process. A treasurer keeping his/her records manually may find the report forms in Appendix 2 useful. Those using computerized record-keeping systems (such as QuickBooks, Google Sheets, or Excel) should utilize the capabilities of the program used.

MONTHLY TREASURER'S REPORT

BUDGET ANALYSIS REPORT

PTA EVENT CHECKLIST

When holding an event, there are several things to consider:

• What is the fundraising goal?

• What is our budget for expenses?

• Do we need extra insurance?

• If applicable, has the event/fundraising company been approved by our school district?

• Did I get cash box cash? (See "Cash Box Instructions")

• Do I have three people assigned to collect money?

• Do I have three people assigned to count money?

• Who are two people assigned to deposit money at the bank:

• If after hours, have I made arrangements for a night deposit?

BEGINNING CASH BOX BALANCE SHEET

MONEY COUNTING SHEET

CONFIRMATION OF RECEIPTS

FINANCIAL GRANT AGREEMENT

TEACHER GRANT AGREEMENT

IN-KIND DONATION FORM

SAMPLE DONATION LETTERS

PTA BASIC FISCAL MANAGEMENT PROCEDURES

PTA Funds

PTA funds are used to help fulfill the three Utah PTA goals:

• Advocate for children

• Involve parents in the schools

• Engage leadership and parenting skills 

Do you have these basic controls in place?

• The treasurer maintains custody of the checkbook at all times. 

• Supporting documentation is required for every disbursement made.

• Payments are made from original invoices whenever feasible.

• Checks are issued in number sequence order.

• All checks have two signatures, the treasurer and the president, except in emergencies, when any two of the following may sign: president, president-elect, secretary, or treasurer (none of these officers may be related by blood or marriage or reside in the same household).

• There are no blank checks with a signature(s)!

• Checks are never made out to “cash.”

• Detailed supporting documentation is maintained for every deposit made.

• Three people are present for all counting of cash (membership drive, book fair, fundraiser, etc.).

• All money received is deposited the same day, using the bank’s night depository for events concluded after banking hours.

• The monthly bank statement should be mailed to the PTA at the school address. When the bank statement arrives, a designated board member (who is not a signer on the bank account) should immediately review it, initial it, and then give it to the president to review and initial. Then it will be given to the treasurer to reconcile.

• Bank statements are reconciled to check registers in a timely manner.

• There are no ATM, debit cards, or credit cards in connection with PTA accounts.

• The treasurer prepares and presents a treasurer’s report at each general membership meeting and at Executive Committee and board meetings as deemed appropriate. 

PTAs must have money to operate. They do not exist to raise money but rather raise money to exist. Without realizing the problems inherent in the management of an organization’s finances, some PTA members or officers have found themselves in difficult situations. These situations can be avoided by following the above-mentioned basic fiscal management procedures.

Each PTA should recognize that the treasurer is the legally responsible, authorized custodian, elected by the members to have charge of the funds of the PTA unit. He should receive and disburse all moneys as prescribed in the local bylaws or as authorized by action of the PTA’s Board of Directors. He should keep a full account of receipts and expenditures.

It is essential that the president, who bears full responsibility for the total affairs of the PTA unit, work closely with the treasurer at all times and have a complete understanding of all financial matters. All persons signing on a PTA checking account are liable for the use or misuse of those funds.

Other officers or members may be required to occasionally handle PTA money (for example, dues from membership enrollment or revenue from a fundraising project). In these cases, great care should be taken in counting and recording funds received in accordance with established procedures. Money thus collected should be turned over to the treasurer without delay, and the treasurer should bank that money immediately. PTA money should never be stored in the school or in the homes of PTA officers or members. If large sums are handled by the treasurer, it is advisable to bond him or her as a protection both to the treasurer and to the PTA.

If any volunteer involved in a local/council PTA has been included in/or part of fraudulent charges or mishandling of funds, he or she will not be allowed to serve in any position on your board that deals with handling money.

Local PTAs should maintain one checking account with one checkbook. Two signatures should be required for all checks. None of those authorized to sign checks may be related by blood or marriage nor reside in the same household. The checking account should be maintained in a bank approved by the Board of Directors. PTA monies should not be deposited in the personal account of any officer nor co-mingled with school accounts.

It is an unfortunate fact that non-profit organizations are susceptible to fraud. PTAs are run by volunteers who want to trust one another, but the trusting environment of the PTA is exactly what a dishonest individual exploits.

PTA cannot reimburse anyone who has purchased PTA supplies with government issued or non-personal funds. It is against the law.

One of the most important things that you can do for the well-being of your PTA is to implement and follow a system of internal controls. Good internal controls are reasonable rules that are consistently applied. They guard against both errors (unintentional mistakes) and deliberate attempts to misuse or misappropriate the assets of PTA. 

Guidelines to Follow When Money Has Been Mismanaged or Embezzled

1. When mismanagement or embezzlement of funds is suspected, the PTA line of communication should be followed in informing and receiving direction and assistance. The local PTA should contact the council (region if no council). The council in turn will contact the region, and the region will make contact with the Utah PTA Treasurer. If for some reason assistance cannot be obtained through the line of communication, contact the Utah PTA Treasurer directly.

2. When any wrongdoing is suspected, the person involved should have a meeting with the local Executive Committee and make an explanation of what has happened. If the meeting is unsatisfactory for either party, the decision may be appealed up the line of communication. If the issue involves a president or president-elect, council/region leadership must facilitate the meeting. Once wrongdoing is suspected, meetings should take place in a timely manner. If an outside investigation is warranted, authorities may become involved.

3. The PTA officers have a responsibility to the membership for all PTA monies. The PTA also has the responsibility to be a professional organization. The PTA officers are highly encouraged to try to protect the person’s reputation by using discretion in what is said and done, especially in the preliminary stages of an investigation. It is not responsible, however, to disregard the incident. 

4. If the results of the meeting warrant further action, the Executive Committee should request that an AFR be done, if appropriate, and documentation gathered. They should also carefully consider whether it might be appropriate to file a police report and/or to close the bank account. If an outside investigation is warranted, the police will become involved.

5. Theft of money is breaking the law and should be handled as a serious offense. Embezzlement is the same as ordinary theft. The charges are criminal and, if deemed appropriate, are filed at the police department. Depending on the amount it could be a misdemeanor up to a felony.

6. According to the local PTA bylaws (Article VI, Section 7b), a person who fails to perform the duties of his office should be removed from office. It is the responsibility of the local Executive Committee to meet and declare the office or position vacant. All resignations must be made in writing to the president. The local Executive Committee is to elect a replacement to fill any vacancy, except the president or president-elect (local PTA Bylaws Article 6, Section 7a).

PTA/PTSA BASIC FISCAL MANAGEMENT PROCEDURES: Signature Page

PTA ETHICS/CONFLICT OF INTEREST POLICY

Members of the Board of Directors (board members) of this PTA/PTSA serve in a fiduciary capacity and owe a duty of care, a duty of obedience, and a duty of loyalty to this PTA/PTSA. Board members shall conduct themselves with integrity and honesty and act in the best interests of this PTA /PTSA. Disclosure by a board member of any potential or actual conflict of interest is required by the standard of good faith and for the benefit of the PTA and protection of each individual.

In consideration of our local PTA/PTSA affiliation with the Utah Congress of Parents and Teachers (Utah PTA), for the protection of its integrity and its 501(c)(3) status and for our protection, we, the undersigned officers, individually, during our term of office, shall:

1. Abide by and represent our PTA/PTSA bylaws, Utah PTA policies, positions, procedures, and National PTA Purposes and Mission Statement

2. Discharge the duties and responsibilities of our individual offices with fidelity, integrity, and honesty and declare any and all personal and/or extended family conflicts of interest when PTA issues, decisions, and funds are involved

3. Not misuse the PTA’s federal tax-exempt status or exemption from sales tax for personal or unauthorized purposes nor disburse funds for any purpose other than authorized, budgeted PTA programs, projects, and activities

4. Refrain from making slanderous or defamatory comments regarding any individual or organization

   • Refrain from having disruptive arguments around children and on school property.

5. Follow Utah PTA and school district guidelines for fundraising

6. Abide by the following conflict of interest policy:

   • Board members and/or their families shall not use their relation to this PTA/PTSA for financial, professional, business, employment, personal, and/or political gain.

   • A conflict of interest exists when a board member would have to participate in the deliberation or decision of any issue of this PTA/PTSA while, at the same time, the board member and/or his/her extended family has financial, professional, business, employment, personal, and/or political interests outside the PTA that could predispose or bias the board member to a particular view, goal, or decision.

   • Board members shall declare to the officers of this PTA/PTSA conflicts of interest (stating the nature of the conflict and pertinent information as appropriate) between their duties of this PTA/PTSA and their and/or their extended families’ financial, professional, business, employment, personal, and/or political interests.

   • When a conflict of interest is declared, the board member shall not use his or her personal influence or position to affect the outcome of the vote and shall leave the room during deliberations and the vote.

   • The minutes of the meeting shall reflect that a conflict of interest was declared.

   • Board members shall not:

     • Use PTA’s name, influence, or resources for their benefit or gain when running for any public elected office or while serving as an elected official.

     • Directly or indirectly use their current PTA position, the PTA name, or the association for or against any specific candidate for elected office, which is contrary to federal tax laws and the guidelines and policies of the PTA. (Past PTA experience may be listed in any brochures.)

     • Be in violation of nor be in the act of violating any state or federal laws and/or court orders, including, but not limited to misdemeanors, felonies (e.g., trespass, possession or use of any illegal substances, public intoxication) and/or protective/restraining orders, while conducting any PTA/PTSA business and/or while participating in any PTA/PTSA sponsored activity or event, including, but not limited to activities for students, PTA/PTSA board meetings and/or conventions, nor while transporting themselves or others to any PTA/PTSA sponsored activity or event.

7. PTA does not recognize co-elected positions. Refer to PTA/PTSA bylaws information in the Utah PTA President Handbook (refer to officer’s section bylaws)

Guidelines to follow when there has been mismanagement or a conflict of interest

1. When mismanagement and/or conflict of interest is suspected, the following PTA lines of communication of informing, receiving direction and assistance should be followed: The local PTA should contact the council. The council in turn should contact the region, and the region will contact Utah PTA. If for some reason assistance cannot be obtained through this line of communication, contact Utah PTA directly.

2. When any wrongdoing is suspected those involved should have a meeting with the local Executive Committee with notification given to the council/region representative. If the outcome of the meeting is unsatisfactory for either party, the decision may be appealed up the lines of communication. If the issue involves a president or president-elect, council/region leadership must facilitate the meeting. Once wrongdoing is suspected, a meeting should take place in a timely manner. If an outside investigation is warranted, authorities may become involved.

3. The PTA officers and/or board members have a responsibility to the membership and to act in a professional manner. Refer to local PTA bylaws (Article VI, Section 1), “The officers of this PTA/PTSA shall abide by, promote, and represent the Purposes, Mission, bylaws, policies, and procedures of PTA.” The PTA officers and/or board members should protect the person’s reputation by using discretion in what is said and done, especially in the preliminary stages of an investigation. However, it is not acceptable to disregard the incident.

4. Refer to local PTA bylaws (Article VI, Sections 7b, c and d): 

   • 7b “If an officer or appointee fails… to perform the duties of his office the members of the Executive Committee shall meet and declare the office or position vacant.”

   • 7c. “All resignations must be made in writing to the president.”  If the office of president is declared vacant, the letter of resignation must be made to the council/region/Utah PTA.

   • 7d. A vacancy occurring in the office of president shall be filled for the remainder of the unexpired term by the president-elect, who shall then cease to be president-elect. A vacancy occurring in the office of president-elect shall be filled by a vote of the general membership at a special election meeting called by the president, all members having been notified. A vacancy occurring in any other office shall be filled for the remainder of the unexpired term by a person elected by a majority vote of the remaining members of the Executive Committee, all members of the committee having been notified.”

5. When necessary, the region director and/or Utah PTA may declare the office or position vacant.

Signature page

STATE AND NATIONAL MEMBERSHIP DUES

COUNCIL MEMBERSHIP DUES

REPORT OF TRAININGS ATTENDED