PTA PTA LOCAL UNIT LOCAL UNIT TREASURER TREASURER
Jan 02, 2016
PTAPTALOCAL UNITLOCAL UNITTREASURERTREASURER
DUTIES OF A DUTIES OF A TREASURERTREASURER
ASSIST IN DEVELOPING A BUDGETASSIST IN DEVELOPING A BUDGET MANAGE THE FUNDS OF THE UNITMANAGE THE FUNDS OF THE UNIT SUBMIT A BUDGET REPORT AT REGULAR MEETINGS.SUBMIT A BUDGET REPORT AT REGULAR MEETINGS. DEPOSIT ALL MONIES INTO THE PTA BANK ACCOUNTDEPOSIT ALL MONIES INTO THE PTA BANK ACCOUNT PAY ALL BILLS BY CHECK WITH TWO SIGNATURESPAY ALL BILLS BY CHECK WITH TWO SIGNATURES KEEP RECORDS & PAY ALL MEMBERSHIP DUESKEEP RECORDS & PAY ALL MEMBERSHIP DUES KEEP RECORDS OF ALL TRANSACTIONS MADE IN KEEP RECORDS OF ALL TRANSACTIONS MADE IN
ACCOUNT (FOR SEVEN YEARS)ACCOUNT (FOR SEVEN YEARS) NEVER KEEP MONEY AT YOUR HOMENEVER KEEP MONEY AT YOUR HOME MONEY/FUNDS SHOULD BE COUNTED BY TWO MONEY/FUNDS SHOULD BE COUNTED BY TWO
PEOPLEPEOPLE
YOUR TREASURER FILE YOUR TREASURER FILE SHOULD HAVE…SHOULD HAVE…
A COPY OF PTA BYLAWS & STANDING RULESA COPY OF PTA BYLAWS & STANDING RULES COPY OF ADOPTED BUDGETCOPY OF ADOPTED BUDGET PAST RECEIPTSPAST RECEIPTS CHECKBOOKCHECKBOOK FINANCIAL RECORDS FROM PAST TREASURERFINANCIAL RECORDS FROM PAST TREASURER EIN NUMBER WITH LETTEREIN NUMBER WITH LETTER COPY OF FILED 990 TAX FORMSCOPY OF FILED 990 TAX FORMS SALES TAX NUMBERSALES TAX NUMBER UP TO DATE MEMBERSHIP LISTUP TO DATE MEMBERSHIP LIST COPY OF MONEY MATTERS BOOKCOPY OF MONEY MATTERS BOOK AUDIT REPORTSAUDIT REPORTS 7 YEARS OF RECEIPTS FROM PAST TREASURERS7 YEARS OF RECEIPTS FROM PAST TREASURERS THREE YEARS OF BUDGETSTHREE YEARS OF BUDGETS
IMPORTANT TREASURER DATESIMPORTANT TREASURER DATES
SEPT. 15SEPT. 15THTH – SUBMIT VOLUNTEER – SUBMIT VOLUNTEER FINANCE SERVICE REPORT FOR PAST FINANCE SERVICE REPORT FOR PAST YEAR TO PTA STATE OFFICEYEAR TO PTA STATE OFFICE
NOV. 15NOV. 15THTH- SUBMIT INSURANCE - SUBMIT INSURANCE PREMIUM & MEMBERSHIP DUES PREMIUM & MEMBERSHIP DUES (FORMS FOUND IN IRM UNDER TAB #2)(FORMS FOUND IN IRM UNDER TAB #2)
MONTHLY- SUBMIT ANY NEW MONTHLY- SUBMIT ANY NEW MEMBERSHIP DUES MONTHLY AFTER MEMBERSHIP DUES MONTHLY AFTER NOVEMBERNOVEMBER
NOV. 15NOV. 15THTH- 990N TAX FORM FROM PAST - 990N TAX FORM FROM PAST YEAR YEAR
BUDGETINGBUDGETING
TREASURERS DUTIES ON BUDGETING
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 PRIOR TO DEVELOPING THE BUDGETTHE BUDGET
REVIEW PTA MISSIONREVIEW PTA MISSION PREPARE A LIST OF OBJECTIVES AND PREPARE A LIST OF OBJECTIVES AND
GOALS FOR THE COMING YEARGOALS FOR THE COMING YEAR– IDENTIFY NEEDSIDENTIFY NEEDS– IDENTIFY WHAT IS TO BE IDENTIFY WHAT IS TO BE
ACCOMPLISHEDACCOMPLISHED– HOW WILL IT BE ACCOMPLISHEDHOW WILL IT BE ACCOMPLISHED
DEVELOPING THE DEVELOPING THE BUDGETBUDGET
ESTIMATE THE COST OF EACH ESTIMATE THE COST OF EACH APPROVED GOALAPPROVED GOAL
ESTIMATE THE EXPECTED INCOMEESTIMATE THE EXPECTED INCOME COMPARE TOTAL EXPECTED COMPARE TOTAL EXPECTED
INCOME TO THE EXPENSE OF INCOME TO THE EXPENSE OF ACHIEVING THE GOAL.ACHIEVING THE GOAL.
APPROVING THE APPROVING THE BUDGETBUDGET PRESENT TO THE BOARD AND PRESENT TO THE BOARD AND
BUDGET COMMITTEE FOR BUDGET COMMITTEE FOR APPROVALAPPROVAL
PRESENT TO MEMBERSHIP FOR PRESENT TO MEMBERSHIP FOR MAJORITY APPROVALMAJORITY APPROVAL
BUDGET SHOULD BE PRESENTED BUDGET SHOULD BE PRESENTED ITEM BY ITEMITEM BY ITEM
MONITORING THE BUDGETMONITORING THE BUDGET
BUDGET SHOULD BE COMPARED BUDGET SHOULD BE COMPARED THROUGHOUT THE YEAR WITH THROUGHOUT THE YEAR WITH ACTUAL EXPENSESACTUAL EXPENSES
PREPARE TIMELY FINANCIAL PREPARE TIMELY FINANCIAL REPORTSREPORTS
CORRECT ANY ACTIONS THAT CORRECT ANY ACTIONS THAT ARE NOT MEETING FINANCIAL ARE NOT MEETING FINANCIAL NEEDS WITH BOARDNEEDS WITH BOARD
AMENDING THE AMENDING THE BUDGETBUDGET
BUDGET MAY BE AMENDED (OR BUDGET MAY BE AMENDED (OR CHANGED) BY A VOTE OF THE CHANGED) BY A VOTE OF THE SAME BODY THAT APPROVED ITSAME BODY THAT APPROVED IT
BECAUSE THE BUDGET IS ONLY BECAUSE THE BUDGET IS ONLY AN ESTIMATE, IT MAY BECOME AN ESTIMATE, IT MAY BECOME NECESSARY FROM TIME TO TIME NECESSARY FROM TIME TO TIME TO AMEND IT.TO AMEND IT.
BUDGET BUDGET EXAMPLESEXAMPLES
FUNDRAISER CHOICES
ESTIMATED EXPENSES
ACTUAL EXPENSES
Income BudgetIncome BudgetEstimated Income
Actual Income
REIMBURSMENT FORMREIMBURSMENT FORM
KEEP TRACK OF EVERY PURCHASE KEEP TRACK OF EVERY PURCHASE OR MONEY PAID OUTOR MONEY PAID OUT
RECEIPTS ATTACHED FOR RECEIPTS ATTACHED FOR RECORDSRECORDS
SIGNED BY PRESIDENT & SIGNED BY PRESIDENT & TREASURERTREASURER
EXPENSE CATEGORY DEFINEDEXPENSE CATEGORY DEFINED
REIMBURSEMENT FORMREIMBURSEMENT FORM
Signature of the President or Treasurer
Budget Categor
y
Event Used For
Receipts
should be
stapled on
sheet for
record
SALES TAXSALES TAX
ALL IDAHO PTA’S ARE REQUIRED ALL IDAHO PTA’S ARE REQUIRED TO PAY SALES TAX – WE ARE NOT TO PAY SALES TAX – WE ARE NOT TAX EXEMPTTAX EXEMPT
BASICALLY, WE PAY TAX ON BASICALLY, WE PAY TAX ON ANYTHING WE SELL!ANYTHING WE SELL!
FOR MORE INFORMATION CHECK FOR MORE INFORMATION CHECK YOUR IRM UNDER TREASURERS YOUR IRM UNDER TREASURERS DUTIESDUTIES
WHAT IS A 990 TAX?WHAT IS A 990 TAX?
THE 990 TAX FORM IS THE 990 TAX FORM IS REQUIRED ANNUALLY BY REQUIRED ANNUALLY BY
THE IRS FOR ALL NON THE IRS FOR ALL NON PROFIT ORGANIZATIONS. PROFIT ORGANIZATIONS.
WHICH 990?WHICH 990?
TAKE YOUR LAST THREE YEARS TAKE YOUR LAST THREE YEARS GROSS RECEIPTS AND FIND THE GROSS RECEIPTS AND FIND THE AVERAGEAVERAGE
AVERAGE GREATER THAN $100,000 AVERAGE GREATER THAN $100,000 FORM 990FORM 990
AVERAGE GREATER THAN $25,000 AVERAGE GREATER THAN $25,000 FORM 990EZFORM 990EZ
ANY OTHERSANY OTHERS
FORM 990N (e-POSTCARD)FORM 990N (e-POSTCARD)
990N FACTS990N FACTS(e-POSTCARD)(e-POSTCARD)
MUST BE FILED ELECTRONICALLY AT MUST BE FILED ELECTRONICALLY AT http://epostcard.form990.org/
INFORMATION NEEDEDINFORMATION NEEDED– NAME OF PTANAME OF PTA– MAILING ADDRESSMAILING ADDRESS– EIN NUMBEREIN NUMBER– TAX PERIOD TAX PERIOD – NAME & ADDRESS OF PRINCIPLE OFFICERNAME & ADDRESS OF PRINCIPLE OFFICER– CONFIRMATION THE PTA’S RECEIPTS ARE CONFIRMATION THE PTA’S RECEIPTS ARE
$25,000 OR LESS$25,000 OR LESS
990EZ FORM990EZ FORM
GO TO GO TO http://www.irs.gov/pub/irs-pdf/f990ez.pdf AND PRINT OUT THE FORMS
MEMBERSHIP DUESMEMBERSHIP DUES
WORK WITH MEMBERSHIP WORK WITH MEMBERSHIP PERSON TO KEEP TRACK OF ALL PERSON TO KEEP TRACK OF ALL MEMBERSMEMBERS
COUNT MEMBERS & MAIL $7.00 COUNT MEMBERS & MAIL $7.00 FOR EACH MEMBER TO THE FOR EACH MEMBER TO THE IDAHO STATE PTA OFFICE BY IDAHO STATE PTA OFFICE BY NOVEMBER 15NOVEMBER 15THTH AND EVERY AND EVERY MONTH AFTER.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. GARRETTNATIONAL PTA EXECUTIVE DIRECTOR