1. PTA Treasurer Training
Pam Grigorian
May 2, 2017

2. Treasurer Responsibilities
Custody of the funds for the PTA/PTO
Maintain a full account of the funds of the PTA/PTO
Make disbursements as authorized by the president, or Board of Directors according to the budget adopted by the PTA/PTO
Maintain a full and accurate account of the receipts and disbursements in the books belonging to the PTA/PTO
Be prepared to answer all questions and to have records available at all meetings
Provide a written financial statement at each meeting of the general membership, Board of Directors and Executive Committee

3. Treasurer Responsibilities
Present an annual report
Have the books examined annually or upon change of treasurer by an auditor or committee
Determine the gross receipts from the previous fiscal year and file the appropriate federal tax forms with the IRS

4. Incoming Treasurer Responsibilities
Go to the bank to change the check signers on the account. You should have three if possible. Bring meeting minutes from general meeting election and all signers must have their driver's license.
Do not allow the bank to sign you up for a debit card
Receiving the books
Checks
Manual or computerized check register
Make sure the audit is in progress and will be finished by August
Audit Report findings should be reported to the Board and General Membership
PTA’s please send a copy to GA PTA, Forsyth County Council and District 13 – Audit Report is due by Sept 30, 2017
PTO’s please send a copy to the FCS Finance Department

5. Materials Needed Check book Deposit slips
Check Request forms and Cash Verification Forms
Financial Software(Quickbooks, PTO software or PTA Avenue) or Excel to maintain a ledger
Binder
Bank Statements
Check Requests and Receipts
Cash Verification Forms and Deposit Receipts
Treasurer Reports
Budget
Meeting Minutes
Permanent File – IRS Correspondence, 990 Forms and such

6. Materials Needed Binder Bank Statements Check Requests and Receipts
Cash Verification Forms and Deposit Receipts
Treasurer Reports
Budget
Meeting Minutes
Permanent File – IRS Correspondence, 990 Forms and such

7. Incoming Treasurer Summer Duties
Process any Deposits
Check Verification Forms
Two others should be counting the money
Treasurer is the 3rd counter not 1st or 2nd
Make sure the form is filled out completely
Make the deposit within reasonable amount of time, not 2 weeks later
Process any Payments
Check Request Forms
Do not write a check without a check request form and original receipts attached
Every check needs two signatures
No checks written for cash
Do not use a debit card
Try not to write a check request to yourself AND sign the actual check

8. Incoming Treasurer Summer Duties
IRS Forms
Make sure the 990-N or 990 EZ and Schedule A are filed, and sent registered, return receipt mail. Keep proof of this for Audit book. If a PTA, make sure copies of the 990’s are sent to Georgia PTA AND Forsyth County PTA Offices.
Working on the Budget
Use information from last year
Communicate with board members to see what the goals are for the year in relations to school needs
Must have a balanced budget in place to be voted on in the first general membership meeting

9. Open House and Event Have cash boxes with cash verification forms
Cash boxes should be counted after the event and recorded on the Cash Verification Form by two counters
If Using Square or GoPayment or PayPal, print out reports, attach to the cash verification form and sign
No one takes the money home
Deposit it immediately or within a reasonable amount of time which is not two weeks later

10. PTA Membership
Break out the deposit for membership dues into a liability account (Example “Payable to GA PTA”)
Your balance should equal $3.75 times the amount of PTA members you have
When you write a check to GA PTA for membership it should then be zero
A check should be written at the end of every month for membership with the dues transmittal form
The membership chair and the treasurer should compare their numbers of membership so they match.

11. Bank Reconciliation
The checking account should be reconciled at the end of each month
A copy of the bank statement that includes check images along with bank reconciliation report should be printed out every month
The treasurer, president and one non-check signer should review the bank reconciliation and bank statement and sign it every month

12. Meetings Monthly Board meetings General Membership Meetings
Present a written detailed Treasurer’s Report
Present (and vote on) a revised budget when meeting before next General Meeting
Include the cash in bank balance
General Membership Meetings
Present the revised budget for vote
Should be revising the budget every general membership meeting

13. IRS FORMS IRS Forms Due dates
Make sure the 990-N or 990 EZ and Schedule A are filed, and sent registered, return receipt mail. Keep proof of this for Audit book. Make sure copies of the 990’s are sent to Georgia PTA AND Forsyth County PTA Offices.
Due dates
The 990 is due by the 15th day of the 5th month after the end of your
accounting period. For example, if your Bylaws state your year ends May
May 31st, then the 990 is due by October 15th.