PTA
LOCAL UNIT
TREASURER
DUTIES OF A TREASURER
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ASSIST IN DEVELOPING A BUDGET
MANAGE THE FUNDS OF THE UNIT
SUBMIT A BUDGET REPORT AT REGULAR MEETINGS.
DEPOSIT ALL MONIES INTO THE PTA BANK ACCOUNT
PAY ALL BILLS BY CHECK WITH TWO SIGNATURES
KEEP RECORDS & PAY ALL MEMBERSHIP DUES
KEEP RECORDS OF ALL TRANSACTIONS MADE IN
ACCOUNT (FOR SEVEN YEARS)
NEVER KEEP MONEY AT YOUR HOME
MONEY/FUNDS SHOULD BE COUNTED BY TWO PEOPLE
YOUR TREASURER FILE
SHOULD HAVE…
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A COPY OF PTA BYLAWS & STANDING RULES
COPY OF ADOPTED BUDGET
PAST RECEIPTS
CHECKBOOK
FINANCIAL RECORDS FROM PAST TREASURER
EIN NUMBER WITH LETTER
COPY OF FILED 990 TAX FORMS
SALES TAX NUMBER
UP TO DATE MEMBERSHIP LIST
COPY OF MONEY MATTERS BOOK
AUDIT REPORTS
7 YEARS OF RECEIPTS FROM PAST TREASURERS
THREE YEARS OF BUDGETS
IMPORTANT TREASURER DATES
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SEPT. 15TH – SUBMIT VOLUNTEER FINANCE
SERVICE REPORT FOR PAST YEAR TO PTA
STATE OFFICE
NOV. 15TH- SUBMIT INSURANCE PREMIUM
& MEMBERSHIP DUES (FORMS FOUND IN
IRM UNDER TAB #2)
MONTHLY- SUBMIT ANY NEW MEMBERSHIP
DUES MONTHLY AFTER NOVEMBER
NOV. 15TH- 990N TAX FORM FROM PAST
YEAR
BUDGETING
TREASURERS DUTIES ON
BUDGETING
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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
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REVIEW PTA MISSION
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
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ESTIMATE THE COST OF EACH
APPROVED GOAL
ESTIMATE THE EXPECTED INCOME
COMPARE TOTAL EXPECTED INCOME
TO THE EXPENSE OF ACHIEVING THE
GOAL.
APPROVING THE BUDGET
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PRESENT TO THE BOARD AND
BUDGET COMMITTEE FOR APPROVAL
PRESENT TO MEMBERSHIP FOR
MAJORITY APPROVAL
BUDGET SHOULD BE PRESENTED
ITEM BY ITEM
MONITORING THE BUDGET
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BUDGET SHOULD BE COMPARED
THROUGHOUT THE YEAR WITH
ACTUAL EXPENSES
PREPARE TIMELY FINANCIAL
REPORTS
CORRECT ANY ACTIONS THAT ARE
NOT MEETING FINANCIAL NEEDS
WITH BOARD
AMENDING THE BUDGET
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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.
BUDGET
EXAMPLES
FUNDRAISER
CHOICES
ESTIMATED
EXPENSES
ACTUAL
EXPENSES
Income Budget
Estimated
Income
Actual
Income
REIMBURSMENT FORM
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KEEP TRACK OF EVERY PURCHASE OR
MONEY PAID OUT
RECEIPTS ATTACHED FOR RECORDS
SIGNED BY PRESIDENT & TREASURER
EXPENSE CATEGORY DEFINED
REIMBURSEMENT FORM
Event
Used For
Signature of
the President
or Treasurer
Budget
Category
SALES TAX
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ALL IDAHO PTA’S ARE REQUIRED TO
PAY SALES TAX – WE ARE NOT TAX
EXEMPT
BASICALLY, WE PAY TAX ON
ANYTHING WE SELL!
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)
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MUST BE FILED ELECTRONICALLY AT
http://epostcard.form990.org/
INFORMATION NEEDED
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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
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GO TO http://www.irs.gov/pub/irspdf/f990ez.pdf AND PRINT OUT THE
FORMS
MEMBERSHIP DUES
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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 15TH 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