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. 

2023-2024 PTO Meeting budgets

Purchases Over $100

You will need the following to make TAX FREE purchases:

Valley Middle School PTO

71 Oak Street

Oakland, NJ 07436

(201) 337-8185

EIN ID: 20-3092957

TAX EXEMPT FORM

PTO Debit Card (see Treasurer)

• General In-Person Purchases (see below for specific retailers)

  1. 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 they will not be approved or reimbursed. 

     2. Pick up the PTO debit card and tax-exempt certificate from Alyson or Karla.

     3. Show the tax-exempt certificate to the vendor - they may choose to keep it for their records.

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

     5. Return the debit card the same day

     6. Complete one Card Purchase Form per transaction. 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.

--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 valleymiddlepto.treasurer@gmail.com

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

• Online Purchases

You may choose to forward the invoice or login information to the Treasurer at valleymiddlepto.treasurer@gmail.com to complete the purchase and applicable forms OR you may contact the Treasurer for the PTO logins (see below).

Specific Store Policies/Procedures:

Online:

Valley has a PTO account that is set up with our tax exempt status and 

PTO credit card payment information for the following online retailers:

Amazon Prime (Use smile.amazon.com)

Dollar Tree

Joann

Five Below

Home Depot

Oriental Trading Company

Party City

Staples

Target

Walmart

In-Store:

If you plan to use the PTO's tax exemption, you must also use the PTO credit card.

Ace Hardware

Let the cashier know you are purchasing for a tax exempt organization.

Provide a copy of the TAX EXEMPT FORM.

BJ's (Members Only)

Bring a copy of the TAX EXEMPT FORM to the Member Services desk.

They will provide you with a shopping certificate to use that day (for PTO purchases only).

Dollar Tree

Scan the PTO tax-exempt Dollar Tree barcode.

Provide a copy of the TAX EXEMPT FORM.

Five Below

Let the cashier know you are purchasing for a tax exempt organization.

Provide a copy of the TAX EXEMPT FORM.

Home Depot

Let the cashier know you are purchasing for a tax exempt organization.

Provide the Home Depot Tax Exempt ID:INSERT ID NUMBER

Michaels

Let the cashier know you are purchasing for a tax exempt organization.

They will provide you a short form to fill out including organization contact info & EIN number.

Party City

Let the cashier know you are purchasing for a tax exempt organization.

Provide a copy of the TAX EXEMPT FORM.

Provide a copy of the NEED TO CREATE A PARTY CITY LETTER to receive the following DISCOUNTS:

10% off $75-$125

15% off $126-$200

20% off $201 or more

Target

Let the cashier know you are purchasing for a tax exempt organization.

They will provide you a short form to fill out including organization contact info & EIN number.

Walmart

Bring a copy of the TAX EXEMPT FORM to the Customer Service desk.

They will provide you with a shopping certificate to use that day (for PTO purchases only).

Purchases Under $100

• 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 PAYMENT REQUEST 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.

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

• Procedure

1. The committee should tabulate the amount collected and record it on the   DEPOSIT FORM.  Two counters are required.  A copy of the form should be kept in the committee binder.

   • • Cash:  Record change and bills separately.

     • Checks:  Use page 2 of the  DEPOSIT FORM (Check Detail) to record check numbers and amounts.  Make additional copies as necessary.

     • Cheddar Up:  You will be given access to view your event collection on Cheddar Up.  Record payments and amounts.  

2. If items are sold during the event, use page 4 of the  DEPOSIT FORM 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 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.

Alyson Dietrich

Email: valleymiddlepto.treasurer@gmail.com