Who Do I Contact For Help?

DCCPTA Treasurers Training

Required Treasurer training will be in person. Additional information will be emailed and posted to social media. All incoming DCCPTA presidents & treasurers are required to participate in the Treasurers’ Training each year.

To ask questions and receive credit for participating, submit This Form

Can PTAs donate money to individuals or groups?  Review This Document For more information and examples.

Accepting Credit/Debit Cards for Payment

If your board approves the use of credit or debit cards for payment (such as membership, donations or fundraising items) consider these items when establishing your unit’s policy:

• Research & understand the risk and potential liability versus benefits (compliance with Payment Card Industry Data Security Standards)
• Keep enough documentation, for example,  signatures of cardholders, for each transaction to ensure that disputed charges do not become a problem
• Store any physical documents containing credit card data in a locked drawer, locked file cabinet, or locked office which the PTA solely controls (shred when no longer needed)
• Do not transmit cardholder’s credit card data by email, mail or fax
• Do not store credit card data, PIN or  CVV2/CVC2/CID numbers for customers on paper nor electronically in an unsecured area
• Ensure that any person taking the credit card information and/or processing the transaction is properly trained in best practices
• When a refund is necessary, the refund must be credited only to the same account from which the purchase/donation was made

Electronic Funds Transfer Form – Use this form prior to making purchases or payments using electronic funds.

This information and more is in the Florida PTA Kit of Materials.  To get the kit YOU MUST REGISTER YOUR OFFICERS EACH YEAR TO RECEIVE THE KIT OF MATERIALS AND MEMBERSHIP CARDS.

Important Local PTA Unit Treasurer Information

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 – The treasurer, President, and a VP or other officer.
• Write checks for a specific purpose. The expense must 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. The two check-signers sign their approval of the reimbursement on this form.
• Never pre-sign 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 – 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.
• Outside School-Related Org Fundraiser Activity Request – completed and submitted to the bookkeeper to obtain prior written authorization from the Principal before beginning any fund-raising activity.

• Sample Donation Receipts from National PTA
• DCCPTA Local Units Dues Form
• 2021 – 2022 FLPTA & State Membership Dues Payment Form
• Treasurers Top Ten Tasks
• End of Year Treasurer Checklist
• To request a 501(c)(3) Letter
• Florida Sales Tax Exemption
• Sample Proposed Budget
• Sample Budget to Actual Report Worksheet   By DCCPTA, Microsoft Excel computer calculated form
  
• Check Request Form
• Check Request Form (Fillable)  this form allows you to type in information
• Deposit Count Form
• Outside School-Related Org Fundraiser Activity Request – completed and submitted to the bookkeeper to obtain prior written authorization from the Principal before beginning any fund-raising activity.
• Monthly Treasurers Report Instructions
• MONTHLY REPORT PDF   By DCPS, PDF, Manual Fill
• ANNUAL AUDIT REPORT PDF   By DCPS, PDF, Manual Fill
• FLPTA AUDIT REPORT   By Florida PTA, PDR, Fill In or Download for Manual Fill

National PTA’s Back-to-School Kit

Sign up for the National PTA’s Back-to-School Kit and then  choose the “Finance” section for a great overview, more information, and to answer questions treasurers my have .