pta local unit treasurer

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