The 9th District PTA

Companion Documents

for

“Money Matters”

Leadership Resource 2016-2017 Section 5: Financial Management: A Treasurer’s Guide

www.georgiapta.org 86 everychild. onevoice.

TREASURER’S  CHECKLIST  

Use this checklist throughout the year to double-check the financial management practices of your unit. Check items as completed; include dates and names as indicated. A copy of the checklist should be maintained with the treasurer’s records.

•   PTA Audit/Financial Review completed for past school year and a copy submitted to the state office by the last business day of September. Auditor(s):_____________________________________________ Date:_______________

•   Transition meeting held with outgoing treasurer. Date:_______________

•   Signature Cards on file with bank. Changed immediately after school year ends. Date:_______________

•   Supplies purchased as needed (receipt book, new checks). Funds Verification/Check Request Forms copied for distribution to Board of Directors. (can be or Emailed and included in handbook)

•   Bookkeeping method chosen - ledger or computer based. Which?_____________________

•   Copy and file receipts and check requests (according to budget) on an ongoing basis (weekly is recommended).

•   Budget Process: Budget Committee formed. Date:_______________ Proposed budget presented to Board of Directors and approved. Date:_______________ Proposed budget presented to general membership and approved. Date:______________ Budget amendments approved by general membership on: Date:_______________ Date:_______________ Date:_______________

•   Treasurer and President develop a workable reimbursement system and schedule for Board of Directors. Emphasize that only expenses included in the budget will be reimbursed with receipts/invoices attached.

Date shared with board:_______________

•   ALL checks signed by two signers.

•   Treasurer and President review (monthly) bank statements and PTA financial status. An individual, who is not an authorized check signer, checks over the statement and signs. THIS IS DONE EACH MONTH.

•   IRS Forms. It is the current treasurer’s responsibility to complete all necessary IRS forms. All 501(c)(3) nonprofit organizations are required to file a 990-N, or 990 EZ or 990 and Schedule A regardless of gross receipts.           Date completed:________________

•   Submit a copy of the Georgia PTA IRS 990 Filing Verification form and a copy of the first page of your 990 EZ or if 990-N e-postcard, the acceptance of filing receipt .

Date completed:________________

•   Treasurer Reports. (These should be given at all Executive Committee, Board of Directors and general membership meetings.) Indicate date and type of meeting for each report. (e.g. Executive Committee – August 4, General Membership – August 15).

•   Annual Report written and adopted. Date:_______________

•   Auditor(s) chosen for current school year. Do not include any bank account signer.

Auditor(s):____________________________________________ Date:_______________

Balance Forward

INCOME

General Fund Donations

Merchant Partner Donations

Membership - Local Unit - @ $2.25 or $3.25 or $4.25 etc.

Fundraiser 1

Fundraiser 2

Fundraiser 3

Fundraiser 4

Fundraiser 5

TOTAL INCOME (including Balance Forward)

EXPENSES

PTA Programs

Program 1

Program 2

Program 3

Program 4

Program 5

Program 6

Program 7

Reflections

TOTAL PTA Programs

PTA Operations

Administrative Supplies

Banking Fees

Copying and Postage

Council Dues

Incorporation Renewal

Insurance

Leadership Training

Membership Promotion

PTA Donations

Staff Relations

TOTAL PTA Operating Expense

Fundraising Expense

Fundraiser 1

Fundraiser 2

Fundraiser 3

Fundraiser 4

Fundraiser 5

Total Fundraising Expense

TOTAL EXPENSES

ENDING BALANCE (Start-up for next year)

Any School Proposed Budget

Balance Forward $11,553.05

INCOME

General Fund Donations $1,250.00

Merchant Partner Donations $2,500.00

Membership - Local Unit - 1055 @ $2.25 $2,373.75

Labels for Education $4,500.00

Concession Sales $3,000.00

Spring Fling $8,000.00

Fun Run $20,000.00

Holiday Shop $12,000.00

TOTAL INCOME (including Balance Forward) $65,176.80

EXPENSES

PTA Programs

Academic Resources - Certified Teacher Accounts $7,500.00

Communication Resources $1,500.00

Community Outreach $300.00

Education Enrichment $3,000.00

Family Engagement $1,500.00

Family Fun Nights $3,000.00

Health and Wellness $1,000.00

Reflections $2,000.00

School Improvements $7,000.00

Spirit $300.00

Welcome Back/5th Grade Events $2,500.00

Youth Services $2,500.00

TOTAL PTA Programs $32,100.00

PTA Operations

Administrative Supplies $1,000.00

Banking Fees $150.00

Copying and Postage $1,500.00

Council Dues $200.00

Incorporation Renewal $50.00

Insurance $505.00

Leadership Training $2,000.00

Membership Promotion $1,318.75

PTA Donations $65.00

Staff Relations $2,500.00

TOTAL PTA Operating Expense $9,288.75

Fundraising Expense

Concessions $1,500.00

Fun Run $5,500.00

Holiday Shop $5,500.00

Labels for Education $300.00

Spring Fling $4,000.00

Total Fundraising Expense $16,800.00

TOTAL EXPENSES $58,188.75

ENDING BALANCE (Start-up for next year) $6,988.05

Any School Proposed Budget

Actual YTDProposed

Budget VarianceBalance Forward 7/1/2016 12,905.62$ 12,905.62$

INCOMEGeneral Fund Donations 908.00 1,500.00 -$592.00Merchant Partner Donations 1,000.48 1,200.00 -$199.52Interest Income 1.26 5.00 -$3.74Membership - Local Unit $2.25 per membership 1,912.50 1,350.00 $562.50Box Tops For Education - 1,500.00 -$1,500.00Concession Sales 394.50 3,000.00 -$2,605.50Fall Festival 11,126.75 10,000.00 $1,126.75Holiday Shop 11,283.92 10,000.00 $1,283.92Fun Run - 17,000.00 -$17,000.00TOTAL INCOME (including Balance Forward) 39,533.03$ 58,460.62$

EXPENSESPTA ProgramsAccelerated Reader - 1,600.00 -$1,600.00Art Festival - 3,000.00 -$3,000.00Academic Resources - Teacher Accounts 3,346.87 6,000.00 -$2,653.13Communication Resources 2,336.47 5,000.00 -$2,663.53Family Fun Nights 990.99 3,000.00 -$2,009.01Involvement 132.25 1,000.00 -$867.75Reflections 922.17 1,250.00 -$327.83Youth Services 2,225.78 2,500.00 -$274.22Welcome Back/5th 224.95 1,500.00 -$1,275.05

TOTAL PTA Programs 10,179.48 24,850.00 -$14,670.52PTA OperationsAdministrative Supplies 1,168.45 2,000.00 -$831.55Banking Fees (59.72) 150.00 -$209.72Copying and Postage 1,149.41 2,000.00 -$850.59Council Dues 150.00 150.00 $0.00Incorporation Renewal 50.00 50.00 $0.00Insurance 505.00 505.00 $0.00Leadership Training 542.95 550.00 -$7.05Membership Promotion 208.00 1,250.00 -$1,042.00Petty Cash - - $0.00PTA Donations 50.00 65.00 -$15.00Staff Relations 1,432.11 2,500.00 -$1,067.89

TOTAL PTA Operating Expense 5,196.20 9,220.00 -$4,023.80Fundraising ExpenseBoxtops For Education - 500.00 -$500.00Concessions 123.77 1,300.00 -$1,176.23Fall Festival 5,613.77 5,000.00 $613.77Fun Run - 5,500.00 -$5,500.00Holiday Shop 5,751.93 5,500.00 $251.93

Total Fundraising Expense 11,489.47 17,800.00 -$6,310.53

TOTAL EXPENSES 26,865.15$ 51,870.00$ -$25,004.85

ENDING BALANCE (Start-up for 2017-2018) 12,667.88$ 6,590.62$

Receipts not belonging to unit - State & National Dues @ $3.75 per (850) $3,187.50Disbursement of funds not belonging to unit - State & National Dues @ $3.75 per (800) $3,000.00Balance due to state PTA office $187.50

Sample Treasurer's Report December 12, 2016

Leadership Resource 2016-2017 Section 5: Financial Management: A Treasurer’s Guide

www.georgiapta.org 94 everychild. onevoice.