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GREEN BOOK

Handbook for Unit Treasurers & Financial Teams

2019-2020

Long Beach Council

"You can't go back and change the beginning,

but you can start where you are and change the ending."

-C.S. Lewis

Long Beach Council PTA Green Book 2019-2020

1

Green Book 2019-2020

Table of Contents Title of Page Page Number(s)

Green Book – Section 1

Long Beach Council PTA Board of Directors Contact Info – 2019-2020 2

Chain of Command (Includes Your Area Advisor) 3

2019-2020 Monthly Unit Treasurer Tracker 4-5

Treasurer Money Matters & Turn-in Form (Monthly) 6

Every PTA Must File Tax Returns 7

Instructions for Filing Annual RRF-1 8-9

RRF-1 Form 10

33rd District Instructions for Unit Treasurer’s Annual Report (UTAR) 11

33rd District Unit Treasurer’s Annual Report (UTAR) Form 12

Ledger Report, UTAR and Tax Return Overview 13

Sample Ledger Report by Type of Transaction 14

Sample Ledger Report by Account Balance 15-17

Sample UTAR Report 18-19

Sample Form 990 EZ – 1st page 20

Green Book Section 2

A Look at the Budget 21-24

Sample Budget 25

The Five-Minute Audit for PTAs 26

Sample Treasurer’s Report 27

Sample Financial Secretary’s Report 28

Sample Bank Reconciliation (E-Commerce Instructions) 29

Treasurer’s and Auditor’s Notes 30-31

Records Retention Schedule 32

Purpose and Preparation for an Audit 33

Audit Report and Checklist 34-35

Fiduciary Agreements and Gifts to Schools 36

Fiduciary Agreement – LBUSD-Specific Policies and Procedures 37

Fiduciary Agreement Form 38

Working with Foundations and Booster Clubs 39

FAQs about Contracts 40

Directors and Officers Liability Insurance 41

Bonding Insurance 42

Conflict of Interest and Whistleblower Policy 43

Conflict/Whistleblower Form 44

Cash Verification Form 45

Payment Authorization Form (includes instructions) 46

Request for Advance Form 47

Advance Clearance Form 48

Financial Red Flags 49

Glossary of Financial Terms 50-52


2

Long Beach Council PTA Board of Directors Contact Info 2019-2021

longbeachcouncilpta.org @LBC_PTA Long Beach Council PTA

Office/Chair Name Phone # Email

President Erica Dawson 562-858-0446 [email protected]

Executive Vice President - Convention, Office,

Honorary Service Awards & PAT’s Open

(1st VP) Director of Leadership - Honor Unit Awards & Red Book

Shannon Hilleshiem 562 400-9675 [email protected]

(2nd VP) Director of Membership Christina Butler 562-536-8966 [email protected]

(3rd VP) Director of Communications Maria Towne 562-397-8627 [email protected]

Program/Directories & Newsletters

Social Media

Website Jodie Storey 562-594-8001 [email protected]

(4th VP) Director of Legislation Open

LBUSD Liaison

Resolutions

Sacramento Safari

(5th VP) Director of Programs – Kathy Voreh-Husek 562-355-1415 [email protected]

Inspiration

Reflections Kim Erkman 562-201-8005 [email protected]

Founders Day

In & Out Meeting

(6th VP) Director of Education Diana Craighead 562-429-0301 [email protected]

Parent Education

Ed Celebration

Teacher of the Year Christina Butler 562-536-8966 [email protected]

LBCPTA HS Scholarships

(7th VP) Director of Community Concerns Bridget Sramek 562-310-8088 [email protected]

Bethune/Homeless Assistance

Health & Safety

Red Ribbon Week

Recording Secretary Linda Simpkins 310-283-8252 [email protected]

Treasurer Flora Farzad 562-607-5656 [email protected]

Financial Secretary Lori Castellon 562-760-2961 [email protected]

Auditor Deborah Borders 562-841-4809 [email protected]

Historian Shenia Dennis 562-537-5604 [email protected]

Area Advisor Tina Bone 560-260-6139 [email protected]

Area Advisor Sarah Derrick 562-233-3719 [email protected]

Area Advisor Nora Howit 562-292-4082 [email protected]

Area Advisor Maggie Magno 310-402-6612 [email protected]

Parliamentarian Elena Wraight 562-716-4667 [email protected]

Corresponding Secretary Open


3

Chain of Command Who should I call?

As of this school year, Long Beach Council PTA is made up of 46 PTA units at schools in LBUSD. We are a large council, divided into “areas” with an advisor for each. Area Advisors collect and help keep track of unit reports and materials that are due to council. They are also available to assist unit presidents by answering questions and providing guidance. Unit presidents should not hesitate to contact their area advisor with any questions or concerns. Units with questions or concerns should follow these steps, subscribing to PTA’s notion of “going through channels”:

Step 1 Contact Area Advisor – if further assistance is needed proceed to step 2 Step 2 Contact LBCPTA Director of Leadership (DOL) – Shannon Hilleshiem @[email protected] or the President- Erica

Dawson @ [email protected] - if further assistance is needed proceed to step 3

Step 3 Contact Thirty-Third District PTA ([email protected] - 562-804-4519)

Area 1 Advisor: Nora Howit – 562-292-4082 [email protected] 10 schools

Bancroft (MS), Gompers(K-8), Hoover (MS), Intellectual Virtues (MS), Longfellow, Los Cerritos, MacArthur, Madison, Riley & Twain

Area 2 Advisor: Maggie Magno – 310-402-6612 [email protected] 11 schools

Birney, Burcham, Carver, Cubberley (K-8), Cleveland Emerson, Henry, Marshall (MS), Prisk, Rogers (MS) Tincher (K-8) & Stanford (MS)

Area 3 Advisor: Sarah Derrick – 562-233-3719 [email protected] 11 schools

Bixby, Fremont, Gant, Jefferson (MS), Kettering, Lowell, Mann, Naples, Newcomb (K-8), Signal Hill, & Stevenson

Area 4 Advisor: Tina Bone – 562-260-6139 [email protected] 11 schools

Avalon (K-12), Browning (HS), Jordan (HS), Wilson (HS), Lakewood (HS), Marshall (MS), Millikan (HS), Poly (HS), Keller (MS), Hughes (MS), & Robinson (K-8),

mailto:[email protected]






4

2019 – 2020 Monthly Unit Treasurer Tracker All items should be turned in to your Unit President (UP) prior to the monthly UPS meeting dates below. Highlighted items are required.

Item # of Copies

Notes

August 13th Red/Green Book Training Meeting

September 10th UPs Executive Board Meeting

September Treasurer Money Matters & Turn-in Form 1 UP initials items received and return to treasurer

Treasurer’s Report (May – August) 1

Unit Treasurer’s Annual Report (UTAR) 7/1/18 to 6/30/19 2

Year End Audit (January 1, 2019 – June 30, 2019) 2

Taxes - 199 State (7/1/18 – 6/30/19) 2 E postcard (50,000 gross revenue or less)

Taxes - 990 Federal (7/1/18 – 6/30/19) 2 E postcard (50,000 gross revenue or less)

RRF-1 (7/1/2018 – 6/30/2019) 2

Membership Dues (#): Check # $

RESERVATIONS for 33rd Legislative Conference (Check) Check # $

RESERVATIONS for 33rd Fall Meeting & Training (Check) Check # $

October 8th UPs Executive Board Meeting

October Treasurer Money Matters & Turn-in Form 1 UP initials items received and return to treasurer

Treasurer’s Report (September) 1

Unit Budget (Approved by association in Sep.) 2

Council Assessment Fee $100.00 Check # $


RESERVATIONS for 33rd Presidents. & Admin. Conf. (Check) Check # $

PAT Award Certificate Order Form (Praise, Appreciation & Thanks)

Check # $

November 12th Council Association Meeting BRING DELEGATES!

November Treasurer Money Matters & Turn-in Form UP initials items received and return to treasurer

Treasurer’s Report (October) 1

Insurance Premium – amount to be determined Check # $

Worker’s Compensation Form - ALL UNITS MUST FILL OUT AND TURN IN (if nothing to report, write “none”) 1

Additional Workers’ Compensation premium, if required Check # $


PAT Award Certificate Order Form (Praise, Appreciation & Thanks)

Check # $


5

2019 – 2020 Monthly Unit Treasurer Tracker

(continued) Item # of Copies Notes

January 14th UPs Executive Board Meeting

January Treasurer Money Matters & Turn-in Form 1 UP initials items received and return to treasurer

Treasurer’s Report (November & December) 1


RESERVATIONS LBCPTA Founders Day Meeting (Check) Check # $

RESERVATIONS for 33rd District Annual Meeting (Check) Check # $

RESERVATIONS Sacramento Safari (Check) Check # $

PAT Award Certificate Order Form (Praise, Appreciation & Thanks) Check # $

February 11th UPs Executive Board Meeting FOUNDERS DAY

February Treasurer Money Matters & Turn-in Form 1 UP initials items received and return to treasurer


33rd District PTA Free Will Offering Check # $

RESERVATIONS for 33rd Diversity & Inclusion Conf. (Check) Check # $

March 10th Council Association Meeting & ELECTION - BRING DELEGATES! March Treasurer Money Matters & Turn-in Form 1 UP initials items received and return to treasurer

Treasurer’s Report (January & February) 1

Mid-Year Audit (July 2019 – December 2019) 2

Budget Update (Year-to-Date Actuals) 2


RESERVATIONS for 33rd Spring Awards & Meeting (Check) Check # $

PAT Award Certificate Order Form (Praise, Appreciation & Thanks) Check # $

April 7th UPs Executive Board Meeting

April Treasurer Money Matters & Turn-in Form 1 UP initials items received and return to treasurer

Treasurer’s Report (March) 1


Fees for CAPTA Convention (Check) 1 Check # $

PTA Membership Envelopes Check # $

Thirty-Third District Calendars Check # $ PAT Award Certificate Order Form (Praise, Appreciation & Thanks) Check # $

May 12th UPs Executive Board Meeting

May Treasurer Money Matters & Turn-in Form 1 UP initials items received and return to treasurer

Treasurer’s Report (April) 1


RESERVATIONS LBCPTA In & Out Meeting & Awards (Check) Check # $

RESERVATIONS 33rd Spring Training (Check) Check # $ PAT Award Certificate Order Form (Praise, Appreciation & Thanks) Check # $


6

TREASURER Money Matters & Turn-in Form

Complete the information below, attach this form to your paperwork/check (s) and turn in to your Unit President prior to the monthly UPS meeting. Refer to the 2019-2020 Unit Treasurer Tracker to ascertain what is due. The president should initial the receipt of these items and return the form to the Treasurer.

(If the president is unavailable to turn in the below mentioned items to their area advisor, contact your area advisor for a mutually agreeable turn in time and place. Please go to Chain of Command, page 2 of the Green Book to find your area advisor.)

(PLEASE MAKE COPIES OF THIS FORM BEFORE FILLING IT IN) Date: _______________ Unit Name: ________________________________________ Person Completing Form: ___________________________________________________ PTA Position: _______________________________ Phone #: ______________________ Email: _______________________________ Area Advisor: ________________________ WHAT IS BEING TURNED IN: Make all checks payable to LBCPTA unless otherwise noted.

Item Total Ck# UP Init

Membership: (#) __________ members X $5.05 $

Membership: (#) __________ members X $5.05 $

$ $

$

$

Paperwork Items Notes Copies UP Initials

Make a copy of this form (before turning in to President) and file with payment authorizations file.


7

Every PTA Must File Tax

Returns

California State PTA is committed to providing

information to help make your PTA aware of the

latest state and federal requirements. Federal and

state laws require nonprofit groups, including PTAs,

to file tax returns. Below is a list of the requirements

as they relate to PTAs for the Federal IRS Form 990

and for the State of California Franchise Tax Board

Form

199. Please continue to check the California State PTA's website

www.capta.org for the latest information.

Note: For PTAs that require specific filing assistance, it is recommended that an accountant or tax

professional specializing in nonprofit 501(c) 3 organizations be consulted regarding all tax filings.

Federal IRS From 990 Internal Revenue Service (IRS) Form 990 tax returns or an extension request Form 8868 must be filed by the

return due date. Returns are due four months and 15 days after the fiscal year-end.

Which form to file:

990N Gross receipts normally equal to or less than $50,000

990EZ Gross receipts equal to or more than $50,000 and less than $200,000 and total assets less than $500,000

990 Gross receipts equal to or more than $200,000 or more, and total assets equal to or more than $500,000

A Schedule B must be completed if the PTA receives a donation of $5,000 or more from a single donor.

California State Franchise Tax Board Form 199 Starting with the 2010 tax year, the California State Franchise Tax Board (FTB) is requiring all tax-exempt

organizations to file the electronic Form 199N or Form 199. In the past, PTA units and councils were not

required to file Form 199 of they were unincorporated. Based on this new reporting requirement, all units,

councils and districts must now file the Form 199. Returns are due four months and 15 days after the fiscal

year-end.

Which form to file:

199N Gross receipts normally equal to or less than $50,000

199 Gross receipts normally greater than $50.000

Form RRF – 1 Please see info on next page.

You should file your taxes in July/August once you have completed the Annual Treasurers Report in July.

Please contact LBCPTA if you need help finding an accountant.

http://www.capta.org/


8

MAIL TO: Registry of Charitable

Trusts

P.O. Box 903447

Sacramento, CA 94203-

4470 Telephone: (916)

445-2021

WEB SITE ADDRESS:

http://ag.ca.gov/charities/

INSTRUCTIONS FOR FILING ANNUAL

REGISTRATION RENEWAL FEE REPORT TO ATTORNEY GENERAL OF CALIFORNIA

Sections 12586 and 12587, California Government Code

11 Cal. Code Regs. sections 301-307, 311 and 312

(FORM RRF-1)

The purpose of the Form RRF-1 is to assist the Attorney General’s Office with early detection of charity fiscal mismanagement and unlawful diversion of charitable assets. The Form RRF-1 is a short form calling for the most current information available to the charity and is designed to close the reporting delays on significant issues of charity fiscal accountability.

WHO MUST FILE A FORM RRF-1?

Every charitable nonprofit corporation, unincorporated association or trustee holding assets for charitable purposes that is required to register with the Attorney General’s Office is also required to annually file Form RRF-1 regardless of whether the corporation files Form 990s annually or is on extended reporting. Nonprofit corporations and organizations not required by law to register with the Attorney General are not required to file the RRF-1. These include:

(1) a government agency,

(2) a religious corporation sole,

(3) a cemetery corporation regulated under Chapter

19 of Division 3 of the Business and Professions

Code,

(4) a political committee defined in Section 82013 of

the California Government Code which is

required to and which does file with the

Secretary of State any statement pursuant to the

provisions of Article 2 (commencing with

Section 84200) of Chapter 4 of Title 9,

(5) a charitable corporation organized and operated

primarily as a religious organization,

educational institution or hospital,

(6) a health care service plan that is licensed

pursuant to Section 1349 of the Health and

Safety Code and reports annually to the

Department of Managed Health Care,

(7) corporate trustees which are subject to the

jurisdiction of the Commissioner of Financial

Institutions of the State of California or to the

Comptroller of Currency of the United States.

However, for testamentary trusts, such trustees

should file a copy of a complete annual financial

summary which is prepared in the ordinary

course of business. See Probate Code sections

1606016063.

WHAT TO FILE

ALL REGISTERED charities, regardless of receipts or assets, except for those listed above as being exempt, must file the Annual Registration Renewal Fee Report (RRF-1) with the Attorney General’s Registry of Charitable

Trusts four months and fifteen days after the close of the organization’s calendar or fiscal year.

Charities with total gross revenue or assets of $25,000 or more must file a copy of the IRS Form 990, 990-EZ, or 990PF and attachments with the Attorney General’s Registry of Charitable Trusts.

EXTENSIONS FOR FILING

Extensions of time for filing the RRF-1 will be allowed if an organization has received an extension from the Internal Revenue Service for filing the IRS Form 990, 990- PF, or 990EZ. An organization shall file both forms (RRF- 1 and IRS Form 990, 990-PF, or 990-EZ) with the Registry of Charitable Trusts at the same time, along with copies of all requests to IRS for an extension and, where approval of the extension is not automatic, a copy of each approved extension request.IT IS NOT NECESSARY TO SEND A COPY OF THE EXTENSION REQUEST PRIOR TO FILING THE REPORT.

ANNUAL REGISTRATION RENEWAL FEE

Charities and trustees registered with the Attorney General’s Registry of Charitable Trusts must file the appropriate registration renewal fee with the Annual Registration Renewal Fee Report (RRF-1) based on the registrant’s gross annual revenue for the preceding fiscal year, as follows:

Gross Annual Revenue Fee Less than $25,000 0 Between $25,000 and $100,000 $25 Between $100,001 and $250,000 $50 Between $250,001 and $1 million $75 Between $1,000,001 and $10 million $150 Between $10,000,001and $50 million $225 Greater than $50 million $300

NOTE: A REGISTRATION FEE IS NOT DUE WITH AN AMENDED REPORT FOR ANY REPORT PERIOD IN WHICH A FEE HAS ALREADY BEEN PAID



9

RRF-1 Instructions

PAGE 2

STATE CHARITY REGISTRATION NUMBER

The State Charity Registration Number is the Charitable Trust (CT) number assigned to an organization by the Registry of Charitable Trusts at the time of registration. The State Charity Registration Number consists of no more than six digits. If you do not know the organization’s State Charity Registration Number, check the “CT Number Search” on the Charitable Trusts’ web site at http://ag.ca.gov/charities/. If you are unable to locate the State Charity Registration Number, leave that line blank and Registry staff will insert the number when it is received in the Registry of Charitable Trusts.

OTHER IDENTIFICATION NUMBERS

The corporate number is assigned by the Office of the Secretary of State and is stamped on the organization’s articles of incorporation.

The organization number is assigned by the Franchise Tax Board for non-corporate entities. Both are seven- digit numbers.

The Federal Employer Identification Number is assigned by the Internal Revenue Service. It is a nine- digit number.

The following will assist you in responding to the questions on the RRF-1 report:

PART B, QUESTION #1

If “yes,” provide the following information on the attachment:

1) Full name of the director, trustee, or officer

involved and position with the organization.

2) Nature of the transaction, e.g., loan to director,

contract with officer’s business, etc.

3) Attach a copy of the board of directors’ meeting

minutes authorizing the transaction.

4) Include, if applicable, the date of transaction; purpose

of transaction; amount of the loan or contract;

interest rates; repayment terms; balance due; type of

collateral provided; copy of contract, loan or other

agreement; amount paid to director, trustee, or officer

for the period; evidence of other bids received related

to the transaction.

PART B, QUESTION #2


1) Nature, date, amount of the loss.

2) Description of the steps the organization took to

recover the loss. Attach a copy of any police and/or

insurance report.

3)

Description of the procedures the

organization implemented to prevent a

recurrence of the situation.

PART B, QUESTION #3 If “yes,” provide a signed statement listing the non- program expenditures and the reasons why they exceeded 50% of gross revenues. If you believe that non- program expenditures were reasonable, furnish a signed statement explaining the reasons why. If not, describe the steps the organization will take to lower non-program expenditures. Non-program expenditures are any expenditures that do not meet the definition of “program services” set forth in the Internal Revenue Service Instructions for Form 990 and Form 990-EZ. The IRS Instructions are set forth on the Attorney General’s web site (http://ag.ca.gov/charities/). See the IRS Instructions for a discussion of the expenses that are attributable to program services.

PART B, QUESTION #4


1) Description of the fine, penalty, or judgment

and the circumstances that resulted in the

payment. Also indicate the name and title of

the person(s) responsible and why the

payment was made with the organization’s

funds.

2) Name of the organization or government

agency that issued the fine, penalty or

judgment; date of payment; and the amount

of the fine, penalty, or judgment.

3) Copies of all communications with

any governmental agency regarding

the fine, penalty, or judgment.

4) Description of procedures the

organization implemented to

prevent a reoccurrence of the fine,

penalty, or judgment.

PART B, QUESTION #5 If “yes,” provide an attachment listing the name, address, telephone number, and e-mail address of the commercial fundraiser, fundraising counsel, or commercial coverture.

PART B. QUESTION #6 If “yes,” provide an attachment listing the name of the agency, mailing address, contact person, and telephone number.

PART B, QUESTION #7

If “yes,” provide an attachment indicating the number of raffles and the date(s) they occurred.

PART B, QUESTION #8

If “yes,” provide an attachment indicating whether the vehicle donation program is operated by the charity or whether the charity contracts with a commercial fundraiser


http://ag.ca.gov/charities/)

http://ag.ca.gov/charities/)


10

MAIL TO: Registry of Charitable Trusts

P.O. Box 903447

Sacramento, CA 94203-4470

Telephone: (916) 445-2021

WEB SITE ADDRESS:


ANNUAL REGISTRATION RENEWAL FEE REPORT TO ATTORNEY GENERAL OF CALIFORNIA Sections 12586 and 12587, California Government Code

11 Cal. Code Regs. sections 301-307, 311 and 312

Failure to submit this report annually no later than four months and fifteen days after the end of the organization’s accounting period may result in the loss of tax exemption and the assessment of a minimum tax of $800, plus interest, and/or fines or filing penalties

as defined in Government Code section 12586.1. IRS extensions will be honored.

State Charity Registration

Name of Organization

Address (Number and Street)

City or Town, State and ZIP Code

Check if:

Change of address

Amended report

Corporate or Organization No.

Federal Employer I.D. No.

ANNUAL REGISTRATION RENEWAL FEE SCHEDULE (11 Cal. Code Regs. sections 301-307, 311 and 312) Make Check Payable to Attorney General’s Registry of Charitable Trusts

Gross Annual Revenue Fee Less than $25,000 0 Between $25,000 and $100,000 $25

Gross Annual Revenue Fee

Between 100,001 and $250,000 $50 Between $250,001 and $1 million $75

Gross Annual Revenue Fee

Between $1,000,001 and $10 million $150 Between $10,000,001 and $50 million $225 Greater than $50 million $300

PART A - ACTIVITIES

For your most recent full accounting period (beginning / / ending / / ) list:

Gross annual revenue $ Total assets $

PART B - STATEMENTS REGARDING ORGANIZATION DURING THE PERIOD OF THIS REPORT

Note: If you answer “yes” to any of the questions below, you must attach a separate sheet providing an explanation and details for each “yes” response. Please review RRF-1 instructions for information required.

1. During this reporting period, were there any contracts, loans, leases or other financial transactions between the organization and any officer,

director or trustee thereof either directly or with an entity in which any such officer, director or trustee had any financial interest? Yes No

2. During this reporting period, was there any theft, embezzlement, diversion or misuse of the organization’s charitable property or funds?

3. During this reporting period, did non-program expenditures exceed 50% of gross revenues?

4. During this reporting period, were any organization funds used to pay any penalty, fine or judgment? If you filed a Form 4720 with the Internal Revenue Service, attach a copy.

5. During this reporting period, were the services of a commercial fundraiser or fundraising counsel for charitable purposes used? If “yes,” provide an attachment listing the name, address, and telephone number of the service provider.

6. During this reporting period, did the organization receive any governmental funding? If so, provide an attachment listing the name of the agency,

mailing address, contact person, and telephone number.

7. During this reporting period, did the organization hold a raffle for charitable purposes? If “yes,” provide an attachment indicating the number of raffles and the date(s) they occurred.

8. Does the organization conduct a vehicle donation program? If “yes,” provide an attachment indicating whether the program is operated by the charity or whether the organization contracts with a commercial fundraiser for charitable purposes.

9. Did your organization have prepared an audited financial statement in accordance with generally accepted accounting principles for this reporting period?

Organization’s area code and telephone number ( ) –

Organization’s e-mail address

I declare under penalty of perjury that I have examined this report, including accompanying documents, and to the best of my knowledge and

belief, it is true, correct and complete.

Signature of authorized officer Printed Name Title Date



11

THIRTY-THIRD DISTRICT PTA

INSTRUCTIONS FOR UNIT TREASURER'S ANNUAL REPORT TO COUNCIL

July 1, 2018 to June 30, 2019

This report is to be prepared in triplicate: one copy for the Thirty-Third District PTA treasurer, one copy for the

council treasurer, and one copy for the unit procedure book. This report is most important, especially when

filing Federal Income Tax Forms and are audited by the IRS. PLEASE NOTE: if you have more than one account,

you may report the less active accounts on a separate page and include sub totals on the main report, or you may

do a report for each separate account and combine all accounts on one main report. CAUTION: Do not duplicate

transferred amounts from one account to another in the total.

RECEIPTS: Indicate balance(s) on hand as of June 30, 2018, which should be the same as the ending balance

reported on the prior annual report.

1. Membership Dues – indicate only the portion that the unit keeps. Fill in the unit portion of dues per member times the number of members (for example: $1.50 x 200 = $300).

2. Program Service Revenue – any revenue received from events sponsored for parents & students (activities not meant as fundraisers).

3. Interest Income – interest received on checking and savings accounts.

4. Special Events and Activities – all receipts (gross) from fundraisers; i.e., carnivals, paper drive, magazine subscription sales, book fairs, etc.

5. Other Income – any income not included in the above categories is included on this line.

6. Receipts Not Belonging to the Unit – the portion of the per capital membership that is passed on to the council for council, district, State and National dues, as well as receipts from the Founders Day free will offering are included here. Indicate the number of memberships times the dollar amount sent to the council, as well as the total.

DISBURSEMENTS

1. Program Service Expense (Student Assistance & Parent Education) – the amount expended for student

welfare and programs, such as room parties, awards, scholarships, gifts to the school, leadership training

expenses and parent education programs.

2. Direct Expenses of Special Events – all expenses incurred in fundraisers (see #4 above).

3. Organizational Expenses – President's reimbursable expenses, convention expenses, officers' and chairmen expenses, insurance, supplies, etc. This category also includes Honorary Service Award pins and past president's pins.

4. Honorary Service Award – include only the money sent to State PTA for each award (do not include cost of pin). This money is used for scholarships and the amount is part of Program Service Expense on the tax forms.

5. Founders Day – Unit donation as budgeted. Also, part of Program Service Expense on the tax forms.

6. Other Disbursements – list anything that doesn't come under another category.

7. Disbursements Not Belonging to the Unit – per capita membership sent to council for council, district, State and National share of dues, as well as Founders Day receipts (free will offering only). Indicate the number of memberships times the dollar amount sent to the council.

BALANCE ON HAND, ANNUAL REPORT June 30, 2018 – subtract TOTAL DISBURSEMENTS from TOTAL RECEIPTS AND BALANCE ON HAND. These figures must match the checkbook balance plus balances in any savings and/or investment accounts. Draw a green line in the checkbook and ledger to show what has been included in this year's report and where the treasurer will begin next year's report.


12

UNIT COUNCIL

ANNUAL DUES ARE: -$ per member IRS-EI NUMBER

BANK STATE ENTITY NUMBER

CHECKING ACCT#_________________________________

BALANCE ON HAND, ANNUAL REPORT JUNE 30, 2018 $

1. Membership Dues -$ X + Totem dues of $

(unit portion times number of non-Totem members - July 2018 - June 2019 plus Totem $)

2. Program Service Revenue $

3. Interest Income $

4. Special Events and Activities (Gross Income) $

5. Other Income $

TOTAL INSIDE COLUMN (sum of 1,2,3,4 & 5) $

6. Receipts not belonging to unit:

a. Council, district, state and national portion of dues:

-$ X $

(transitory portion of dues - July 2018 - June 2019 times number of non-Totem members)

b. Founder's Day gift (free will offering) $

TOTAL INSIDE COLUMN (sum of 6a & 6b) $

TOTAL RECEIPTS $

TOTAL RECEIPTS AND BALANCE ON HAND $

1. Program Service Expense (Student Assistance & Parent Education) $

2. Direct Expenses of Special Events $

3. Organizational Expenses $

4. Honorary Service Awards $

(certificates only; do not include cost of pins) # of awards

5. Founders Day Unit Donation as Budgeted $

6. Other Disbursements $

TOTAL INSIDE COLUMN (sum of 1-6) $

7. Disbursements Not Belonging to Unit:

a. Council, district, state and national portion of dues:

-$ X $

(transitory portion of dues times number of non-Totem members)

b. Founders Day Gift (free will offering) $

TOTAL INSIDE COLUMN (sum 7a & 7b) $

TOTAL DISBURSEMENTS $

BALANCE ON HAND, JUNE 30, 2019: $

NAME OF PERSON MAKING THIS REPORT: PHONE:

(This figure should be the same as the total in your checkbook and savings at the time of this report)

DISBURSEMENTS

July 1, 2018 to June 30, 2019

UNIT TREASURER'S ANNUAL REPORT TO COUNCIL

RECEIPTS

THIRTY-THIRD DISTRICT PTA


13

Ledger Report (Receipts and Disbursements) filed in the green Treasurer Book

The Ledger Report is required to classify receipts, disbursements and electronic funds transfers (EFT) like bank charges or square sales into tax categories (to be used to prepare tax returns, as needed) and additional items required to complete the UTAR (Unit Treasurer Annual Report), as specified on page 10. The manual Ledger report is prepared by inputting each receipt, disbursement and EFT and then classify it to a category or item. An example of this report is on pages 13 and 14. Currently, many units are using accounting software such as PTAEZ, Quicken and Quick Books or Excel to input receipts, disbursements and EFTs into a system or spreadsheet resulting in detailed reports of account balances. Using these detailed reports, units may classify account balances (instead of individual receipts, disbursements and EFTs) to the appropriate categories/items and may file a hard copy in the green Treasurer Book to be used to prepare the UTAR and required tax returns. An example of an actual Ledger Report using account balances is on pages 15 thru 17. TIP: Following the category descriptions on page 10, prepare a worksheet or somehow annotate the budget line items to their appropriate tax category. This way, a decision does not have to made each time and it would insure consistent reporting.

Additional UTAR Instructions and Relationship to Tax Return Attached to the UTAR form is the “Treasurer’s Book Reconcilement for Annual Report” worksheet. When a figure is input into this worksheet, it automatically updates the UTAR itself. The monthly option is available, if it is easier to keep track of receipts and disbursements by month. However, if you are using account balances or have a total for the year, then input that amount into June and the UTAR will be automatically updated for the year. The worksheet is not required to be submitted. An actual example of the worksheet and resulting UTAR are on pages 18 and 19. The Ledger report includes an additional income tax category for “Sales” and expense category for “Cost of Goods Sold”. Spirit Wear may be reported in this way since it fits the criteria that the item is inventoried and are bought for resale. The cost of goods sold could include the cost of the shirts, the paypal or square fees associated with the sale, cost of advertising, etc. (See instructions for 990-EZ – line 7a thru line 7c). This reclassification may reduce your reportable fundraising and contributions ($ 15,000 or less) thus eliminating the need for a schedule G which could save in tax preparation cost. Please consult your tax professional. The actual example of the first page of a 990-EZ tax return shows how the figures that you have reported on the Green Ledger are used to prepare tax returns for units grossing over $ 50,000. Page 20. RECEIPTS/DISBURSEMENTS/EFTS === LEDGER === UTAR === TAX RETURNS (OVER $ 50,000 GROSS)


14

SAMPLE: LEDGER REPORT BY TYPE OF TRANSACTION

Unit Name:

Receipts Ledger as of:

Member TOTEM Other Program Interest Fundraising

Date Receipt No. Received By Description Amount Dues Dues Dues Services Sales income Income

9/1/2019 565 John Smith Spirit Wear 1,200.00 1,200.00

9/2/2019 566 Mary Jones Membership (10) 100.00 49.50 50.50

9/2/2019 Bank Adj. Unit Membership (10) 49.50 49.50

TOTAL RECEIPTS: 1,349.50 49.50 49.50 50.50 - 1,200.00 - -

DISBURSEMENTS

Disbursement Ledger as of:

Other Program Fundraising Cost of Organizational HSA and Other

Date Check No. Payee Purpose Amount Dues Services Expense Goods Sold Expense Founders Day Expense

9/1/2018 1234 John Smith PTAEZ Software 139.00 139.00

9/2/2018 1235 Mary Jones Meet and Greet 400.00 400.00

9/2/2018 1236 Jim Johnson S/W Invoice 1111 200.00 200.00

TOTAL DISBURSEMENTS 739.00 - 400.00 - 200.00 139.00 - -

Audit Period:

Cash Balance on Hand as of:5,000.00

Total Receipts1,349.50

Auditor Name:

Total Disbursements739.00

Auditor Signature:

Cash Balance on Hand as of:5,610.50

Audit Completion Date:


15

SAMPLE: LEDGER REPORT BY ACCOUNT BALANCE

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16

SAMPLE: LEDGER REPORT BY ACCOUNT BALANCE (Continued)


17

SAMPLE: LEDGER REPORT BY ACCOUNT BALANCE (Continued)

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18

SAMPLE: UNIT TREASURER’S ANNUAL REPORT (UTAR)


19

SAMPLE: UNIT TREASURER’S ANNUAL REPORT (UTAR) (Continued)


20

SAMPLE: 990EZ FORM (1st PAGE)

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