The security and accountability of PTA funds is the responsibility of the Treasurer. Be sure your Local Unit is following these basic guidelines:
• You need 2 signatures on ALL checks.
• Usually there are 3 PTA Board Members who may sign the checks – Treasurer, President, and a VP or other officer.
• Write checks for a specific purpose. The expense would be within your approved budget.
• Reimbursement Form – it should be filled out by the person needing reimbursement. All receipts should be attached to this form. If the person has lost his receipt(s) – he needs to write a letter stating that the receipt(s) was lost. Normally the PTA President and Treasurer sign their approval of the reimbursement on this form.
• Never presign a check – sign checks at the time they are needed and after they have been approved.
• Never write a check for cash. All transactions must be by check so there is a paper trail that can be audited.
• The person being reimbursed should not be a signer on that check.
• The retiring treasurer should file the appropriate 990 form with the IRS as soon as the audit has been completed.
PTA as an Outside Group
The Duval County School Board considers each Local Unit of PTA an “Outside Group” that is organized to provide support for school activities. All outside groups are required by the School Board to submit the following financial reports to your school Bookkeeper:
• PTA/PTSA Monthly Treasurer’s Report Instructions
• PTA/PTSA Monthly Treasurer’s Report – including all Revenue information and Disbursement Transactions for each month – signed by the Treasurer. This Report is intended to be a reconciliation of your books.
• PTA/PTSA Annual Audit Report – signed by the Audit Committee.
• Request for Fund Raising Activity – completed and submitted to the bookkeeper to obtain prior written authorization from the Principal before beginning any fund-raising activity.
The following are specific information and forms for unit treasurers.
