PTA LOCAL UNIT TREASURER

DUTIES OF A TREASURER ASSIST IN DEVELOPING A BUDGET ASSIST IN DEVELOPING A BUDGET MANAGE THE FUNDS OF THE UNIT MANAGE THE FUNDS OF THE UNIT SUBMIT A BUDGET REPORT AT REGULAR MEETINGS. SUBMIT A BUDGET REPORT AT REGULAR MEETINGS. DEPOSIT ALL MONIES INTO THE PTA BANK ACCOUNT DEPOSIT ALL MONIES INTO THE PTA BANK ACCOUNT PAY ALL BILLS BY CHECK WITH TWO SIGNATURES PAY ALL BILLS BY CHECK WITH TWO SIGNATURES KEEP RECORDS & PAY ALL MEMBERSHIP DUES KEEP RECORDS & PAY ALL MEMBERSHIP DUES KEEP RECORDS OF ALL TRANSACTIONS MADE IN ACCOUNT (FOR SEVEN YEARS) KEEP RECORDS OF ALL TRANSACTIONS MADE IN ACCOUNT (FOR SEVEN YEARS) NEVER KEEP MONEY AT YOUR HOME NEVER KEEP MONEY AT YOUR HOME MONEY/FUNDS SHOULD BE COUNTED BY TWO PEOPLE MONEY/FUNDS SHOULD BE COUNTED BY TWO PEOPLE

YOUR TREASURER FILE SHOULD HAVE… A COPY OF PTA BYLAWS & STANDING RULES A COPY OF PTA BYLAWS & STANDING RULES COPY OF ADOPTED BUDGET COPY OF ADOPTED BUDGET PAST RECEIPTS PAST RECEIPTS CHECKBOOK CHECKBOOK FINANCIAL RECORDS FROM PAST TREASURER FINANCIAL RECORDS FROM PAST TREASURER EIN NUMBER WITH LETTER EIN NUMBER WITH LETTER COPY OF FILED 990 TAX FORMS COPY OF FILED 990 TAX FORMS SALES TAX NUMBER SALES TAX NUMBER UP TO DATE MEMBERSHIP LIST UP TO DATE MEMBERSHIP LIST COPY OF MONEY MATTERS BOOK COPY OF MONEY MATTERS BOOK AUDIT REPORTS AUDIT REPORTS 7 YEARS OF RECEIPTS FROM PAST TREASURERS 7 YEARS OF RECEIPTS FROM PAST TREASURERS THREE YEARS OF BUDGETS THREE YEARS OF BUDGETS

IMPORTANT TREASURER DATES SEPT. 15 TH – SUBMIT VOLUNTEER FINANCE SERVICE REPORT FOR PAST YEAR TO PTA STATE OFFICE SEPT. 15 TH – SUBMIT VOLUNTEER FINANCE SERVICE REPORT FOR PAST YEAR TO PTA STATE OFFICE NOV. 15 TH - SUBMIT INSURANCE PREMIUM & MEMBERSHIP DUES (FORMS FOUND IN IRM UNDER TAB #2) NOV. 15 TH - SUBMIT INSURANCE PREMIUM & MEMBERSHIP DUES (FORMS FOUND IN IRM UNDER TAB #2) MONTHLY- SUBMIT ANY NEW MEMBERSHIP DUES MONTHLY AFTER NOVEMBER MONTHLY- SUBMIT ANY NEW MEMBERSHIP DUES MONTHLY AFTER NOVEMBER NOV. 15 TH - 990N TAX FORM FROM PAST YEAR NOV. 15 TH - 990N TAX FORM FROM PAST YEAR

BUDGETING

TREASURERS DUTIES ON BUDGETING BUDGETING IS NOT THE TREASURER’S SOLE RESPONSIBILITY. THE TREASURER NEEDS THE INPUT OF THE BOARD AND COMMITTEE ON HOW MUCH INCOME AND EXPENSES ARE EXPECTED IN THE DIFFERENT CATEGORIES FOR THE FISCAL YEAR. THE BUDGET-COMMITTEE, THE BOARD & THE TREASURER SHOULD WORK ON THIS TOGETHER. THE TREASURER WILL FINALIZE THE NUMBERS

PRIOR TO DEVELOPING THE BUDGET REVIEW PTA MISSION REVIEW PTA MISSION PREPARE A LIST OF OBJECTIVES AND GOALS FOR THE COMING YEAR PREPARE A LIST OF OBJECTIVES AND GOALS FOR THE COMING YEAR –IDENTIFY NEEDS –IDENTIFY WHAT IS TO BE ACCOMPLISHED –HOW WILL IT BE ACCOMPLISHED

DEVELOPING THE BUDGET ESTIMATE THE COST OF EACH APPROVED GOAL ESTIMATE THE COST OF EACH APPROVED GOAL ESTIMATE THE EXPECTED INCOME ESTIMATE THE EXPECTED INCOME COMPARE TOTAL EXPECTED INCOME TO THE EXPENSE OF ACHIEVING THE GOAL. COMPARE TOTAL EXPECTED INCOME TO THE EXPENSE OF ACHIEVING THE GOAL.

APPROVING THE BUDGET PRESENT TO THE BOARD AND BUDGET COMMITTEE FOR APPROVAL PRESENT TO THE BOARD AND BUDGET COMMITTEE FOR APPROVAL PRESENT TO MEMBERSHIP FOR MAJORITY APPROVAL PRESENT TO MEMBERSHIP FOR MAJORITY APPROVAL BUDGET SHOULD BE PRESENTED ITEM BY ITEM BUDGET SHOULD BE PRESENTED ITEM BY ITEM

MONITORING THE BUDGET BUDGET SHOULD BE COMPARED THROUGHOUT THE YEAR WITH ACTUAL EXPENSES BUDGET SHOULD BE COMPARED THROUGHOUT THE YEAR WITH ACTUAL EXPENSES PREPARE TIMELY FINANCIAL REPORTS PREPARE TIMELY FINANCIAL REPORTS CORRECT ANY ACTIONS THAT ARE NOT MEETING FINANCIAL NEEDS WITH BOARD CORRECT ANY ACTIONS THAT ARE NOT MEETING FINANCIAL NEEDS WITH BOARD

AMENDING THE BUDGET BUDGET MAY BE AMENDED (OR CHANGED) BY A VOTE OF THE SAME BODY THAT APPROVED IT BUDGET MAY BE AMENDED (OR CHANGED) BY A VOTE OF THE SAME BODY THAT APPROVED IT BECAUSE THE BUDGET IS ONLY AN ESTIMATE, IT MAY BECOME NECESSARY FROM TIME TO TIME TO AMEND IT. BECAUSE THE BUDGET IS ONLY AN ESTIMATE, IT MAY BECOME NECESSARY FROM TIME TO TIME TO AMEND IT.

BUDGET EXAMPLES

FUNDRAISER CHOICES ESTIMATED EXPENSES ACTUAL EXPENSES

Income Budget Estimated Income Actual Income

REIMBURSMENT FORM KEEP TRACK OF EVERY PURCHASE OR MONEY PAID OUT KEEP TRACK OF EVERY PURCHASE OR MONEY PAID OUT RECEIPTS ATTACHED FOR RECORDS RECEIPTS ATTACHED FOR RECORDS SIGNED BY PRESIDENT & TREASURER SIGNED BY PRESIDENT & TREASURER EXPENSE CATEGORY DEFINED EXPENSE CATEGORY DEFINED

REIMBURSEMENT FORM Signature of the President or Treasurer Budget Category Event Used For Receipts should be stapled on sheet for record

SALES TAX ALL IDAHO PTA’S ARE REQUIRED TO PAY SALES TAX – WE ARE NOT TAX EXEMPT ALL IDAHO PTA’S ARE REQUIRED TO PAY SALES TAX – WE ARE NOT TAX EXEMPT BASICALLY, WE PAY TAX ON ANYTHING WE SELL! BASICALLY, WE PAY TAX ON ANYTHING WE SELL! FOR MORE INFORMATION CHECK YOUR IRM UNDER TREASURERS DUTIES FOR MORE INFORMATION CHECK YOUR IRM UNDER TREASURERS DUTIES

WHAT IS A 990 TAX? THE 990 TAX FORM IS REQUIRED ANNUALLY BY THE IRS FOR ALL NON PROFIT ORGANIZATIONS.

WHICH 990? TAKE YOUR LAST THREE YEARS GROSS RECEIPTS AND FIND THE AVERAGE AVERAGE GREATER THAN $100,000 FORM 990 AVERAGE GREATER THAN $25,000 FORM 990EZ ANY OTHERS FORM 990N (e-POSTCARD)

990N FACTS (e-POSTCARD) MUST BE FILED ELECTRONICALLY AT MUST BE FILED ELECTRONICALLY AT INFORMATION NEEDED INFORMATION NEEDED –NAME OF PTA –MAILING ADDRESS –EIN NUMBER –TAX PERIOD –NAME & ADDRESS OF PRINCIPLE OFFICER –CONFIRMATION THE PTA’S RECEIPTS ARE $25,000 OR LESS

990EZ FORM GO TO pdf/f990ez.pdf AND PRINT OUT THE FORMS GO TO pdf/f990ez.pdf AND PRINT OUT THE FORMShttp:// pdf/f990ez.pdfhttp:// pdf/f990ez.pdf

MEMBERSHIP DUES WORK WITH MEMBERSHIP PERSON TO KEEP TRACK OF ALL MEMBERS WORK WITH MEMBERSHIP PERSON TO KEEP TRACK OF ALL MEMBERS COUNT MEMBERS & MAIL $7.00 FOR EACH MEMBER TO THE IDAHO STATE PTA OFFICE BY NOVEMBER 15 TH AND EVERY MONTH AFTER. COUNT MEMBERS & MAIL $7.00 FOR EACH MEMBER TO THE IDAHO STATE PTA OFFICE BY NOVEMBER 15 TH AND EVERY MONTH AFTER.

“INSTEAD OF WAITING FOR OPPORTUNITY, TAKE HOLD OF YOUR FUTURE AND FACE EACH DAY WITH A SPIRIT OF OPTIMISM AND EXCITEMENT.” BYRON V. GARRETT NATIONAL PTA EXECUTIVE DIRECTOR