Woodcrest PTA Treasurer Guidelines

The following guidelines are intended to help achieve three goals:

• To ensure that PTA funds are handled properly (according to State PTA guidelines and/or IRS tax laws).
• To prevent members from getting into awkward situations regarding money spent on behalf of the PTA.
• To keep our PTA unit running as smoothly and efficiently as possible.

While everyone is asked to follow these guidelines there will be times when flexibility will be prudent. If you need to deviate from these guidelines please call the Treasurer for agreement in advance – goodwill is one of PTA’s greatest assets.

Income

Proceeds from any event should be handled as follows:

1. One person should be designated to be responsible for all funds for an event.
2. All proceeds should be counted by two people as soon as possible.
• Fill out a deposit request to provide a breakdown by denomination.
• The “Deposit Request Form” is located on the back of the “Check Request”, which is kept in the Treasurer’s mailbox in the school office.
3. Money must be brought to the Treasurer (personally) within one week of your event. Please call to arrange a mutually agreeable time.
4. If your event lasts for a week or more please bring the money to the Treasurer in smaller batches rather than bringing a large sum of money at the end.
5. After the Treasurer counts the funds a receipt will be issued. Please retain this receipt for your records.
6. If your event involves a raffle of any kind, it is imperative that you speak with the Treasurer to obtain the proper raffle license(s).

Expenses

1. Always get a receipt for any purchases made, as PTA can not issue a check to you for reimbursement without supporting documentation.
2. To be reimbursed for money that you have spent submit a completed check request with attached receipt(s).
• All requests must be filled out in their entirety and include event name.
• Check requests are located in the Treasurer’s mailbox in the school office.
• PTA can not reimburse you for sales tax paid, as we are tax exempt. Please see the Treasurer for the proper tax exempt form to present to merchants at time of purchase.
3. There is no “petty cash”; all payments from PTA are made by check.
4. To have an invoice paid you must attach it to a completed check request form and submit it no later than a week after receiving it.
5. To get a check in advance submit a bill or invoice with your check request.

· Allow at least a week for processing. Once the Treasurer has prepared & signed your check, the President must also sign.

6. If you will need an exact amount that can not be determined until the last minute please contact the Treasurer a week or two in advance to make arrangements.

· The Treasurer is not permitted to sign a blank check.

7. If you need your check mailed please attach an addressed envelope to your check request; otherwise please provide a phone number where you can be reached to arrange pick up of your check.
8. As a Chairperson/Committee Member you are expected to spend only on anticipated expenses that have been accounted for in the PTA budget. If you have any questions as to what is allowable please ask the Treasurer, President or VP who oversees your committee.
9. Never spend proceeds from one event on another and never spend cash from your event (always request a check & make a deposit). This is important to keep accurate records as to how much money each event costs and how much money each event brings in.
10. If your event involves a raffle of any kind, it is imperative that you speak with the Treasurer to obtain the proper raffle license(s).

The Woodcrest PTA thanks you in advance for your cooperation & your volunteerism!