The treasurer is the authorized custodian of the funds of the association and receives and disburses all monies in accordance with the budget as approved by the association membership.
Quick start actions
- Sign your PTA's Board Commitment or Code of Conduct Form and submit to the Secretary. If these forms are not available, encourage your board to create them. A sample of both these forms can be found here.
- Work with the outgoing treasurer to review your roles and responsibilities. Become familiar with PTA financial terms.
- Review the Treasurer Handbook and How to Manage your Nonprofit PTA Handbook for detailed guidance on PTA financial practices. All handbooks can be found here.
- Complete a Financial Review (see Financial Review Checklist). Do this before taking over the books from previous treasurer and updating bank signature card.
- Update the signature card at the bank to become an authorized signer on all PTA accounts. Bring the minutes of the minute where officers were elected and names of authorized signers are recorded.
- If your PTA has a bank account with online access, make sure the passwords are changed so that only current officers have access.
- Become familiar with the work of the Budget and Financial Review Committee and begin to prepare a budget. View a Sample Budget.
- Review and update existing protocols regarding how funds are handled at events and during fundraisers; if no written protocols exist, develop a protocol consistent with best practices and propose it for board adoption. A sample money handling policy is available on the WSPTA website under Leadership Guides.
- Follow up on any uncleared checks from the previous fiscal year. They may need to be reissued if the recipient lost the check, or they may choose to donate the funds back.
- Complete the mandatory PTA & the LAW training as soon as possible.
Duties at a glance
- Study all references to duties and finances in the PTA bylaws, policies and standing rules.
- Ensure your PTA meets all requirements of the Standards of Affiliation.
- Keep an accurate and detailed account of all monies received and disbursed.
- Ensure all cash funds are counted by at least 2 PTA members and recorded.
- Keep on permanent file the PTA Employer Identification Number (EIN), as assigned by the IRS,
- Present a financial report of all accounts at all membership and executive board meetings. View a Sample Financial Report.
- Make timely deposits to the PTA bank account.
- Make disbursements in accordance with the budget, as adopted by the membership, and verify each transaction is accompanied by a Funds Request Form and necessary documentation.
- Electronically file the appropriate Form 990. To ensure acceptance by the IRS, Form 990N (see Resources below), 990EZ, and 990 must be filed electronically. Here are some options for the electronic filing: 990 e-Filing Options.
- Maintain a list of assets owned by the PTA.
- Submit all required items to the Financial Review Committee in a timely manner.
monthly do-to list
Useful forms & TEMPLATES
Bellevue Specific resources
WA STATE PTA RESOURCES
- Treasurer Handbook (9/2020) PDF
- Managing Your Nonprofit PTA Handbook (8/2019) PDF
- Treasurer MemberPlanet Guide (2/2021) PDF
- Budget Financial Reports (Basic) (2/2019) Excel or (Advanced) (2/2019) Excel
- Cash Box Count (9/2019) PDF or – generic fillable (1/2020) PDF
- Deposit Detail (10/2019) PDF
- Request for Payment (9/2019) Word or PDF
- Returned Check Letter (9/2019) PDF
- Receipt Samples (10/2019) PDF
- Restricted Donation Form (10/2019) PDF
- Sample Contract Between PTA & Independent Contractor (8/2019) Word or PDF
NAtional PTA REsources
- 2018-2019 Finance Quick Reference Guide
- 2018-2019 Guía de referencia rápida de finanzas
- For more downloadable tools and templates provided by National PTA, click here.
More Finance Links, Videos, and E-Learning from National PTA
- Effective Nonprofit Management featuring National PTA Secretary Treasurer Donald Dunn (~3 minutes).
- Local PTA Budget Basics: This e-Learning course will provide you with a short guide to specific budgetary duties and responsibilities that are needed to fulfill the requirements of a local PTA (~10 minutes).
- Local PTA 501c3 Compliance Basics: Designed to help local PTAs navigate the revocation process and help maintain their 501(c)(3) status (~10 minutes).
- State PTA Guide to 501c3 Compliance & IRS Revocation: Designed to help state PTAs navigate the revocation process and help maintain their 501(c)(3) status (~10 minutes).
- Preventing Theft in Your PTA: Learn how to detect theft in your PTAs and what to do if you suspect it is happening (~30 minutes).