WES PTA - Finance Procedures & Forms

2400 Wakefield Pines Drive

Raleigh, North Carolina 27614

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WES PTA - Finance Procedures & Forms

2015 - 2016

All forms can be obtained from the website http://www.wespta.org/html/documents.html#financialforms. If you cannot use the link, go to www.wespta.org. From the main menu, click on About PTA, then Forms & Flyers, then see the Financial Forms sections. Blank forms are also available in the PTA Financial folder, underneath the PTA mailbox in the Workroom, or you may email the Treasurer, at .

Check Request Form

This should be used when you need the Treasurer to make a payment for something that you have ordered or purchased on behalf of your committee or the PTA. Expenses should be pre-authorized through the Committee Chair or VP.

Please attach all receipts, invoices or other documentation that supports your request. Please submit as soon as possible once the expense has been incurred.

*NOTE: Our Tax Exempt # is 56-2149394. It is very important to provide this information to vendors, particularly when dealing with them for large events.

Receipt Verification Form

This form must be completed whenever you are depositing money.

If you have only one check to deposit, you only need to complete the Word version of the Receipt Verification Form. Give the completed form to the Treasurer along with your deposit.

If you have multiple checks and/or cash, you will use the directions for the Bank Deposit form below, which includes an Excel version of the Receipts Verification form as a tab. You will include both with your deposit.

Bank Deposit Form

This 2-part form should be used when you have multiple checks. Using your computer, first enter the data on the Bank Deposit tab of the Excel spreadsheet. List all checks and the amounts and also the cash (this can be expressed as 2 twenties, 1 ten or $20 x 2, $10 x 1, etc.). The form will automatically total the data for you, and transfer the necessary data to the Receipt Verification tab for you.

Print 2 copies of the Bank Deposit tab, and 1 copy of the Receipt Verification tab. Turn these forms in to the Treasurer, along with your deposit.

Bank Deposit Form, cont’d

**If you are responsible for a large event/fundraiser, you may obtain a “For Deposit Only” stamp from the Treasurer to use during the event. Please stamp/endorse the back of all the checks.

***Please plan your deposit as soon as your event is over and get the money to the Treasurer. Please text, call or email the Treasurer, Gina Vitrano at (443) 465-7795 or to make arrangements. Please do not leave money in the Treasurer's folder.

Other Key Info:

·  The PTA President is the only person who can sign a contract.

·  Sponsorships work solely through Community Partners

·  Do not deposit cash into your personal account and write the PTA a check.

·  It is very important that you are aware of your budget amount – both the income and the expenses – for your service/event. If you need help, please ask before spending!

PTAFinanceProcedures_2015.doc