(Revised 8/16/06)

GUIDELINES FOR HANDLING PTA MONEY

Money which is raised,collected or disbursed on behalf of the PTA belongs to the PTA. PTA Committee Chairmen are responsible for ensuring PTA funds are handled in both a proper and timely manner. The Treasurer writes checks and pays bills only as authorized in accordance with provisions of the By-laws and Standing Rules or by action of the association.

The following forms are attached for your use in managing PTA funds:

-2006/2007 BUDGET -CHECK REQUEST

-COMMITTEE BUDGET SHEET-DEPOSIT FORM

-SALES TAX EXEMPTION-DONATION FORM

The “ACTUAL vs. BUDGET” report will be updated monthly at regular PTA meetings. A supply of the other forms will be kept in the Treasurer’s mailbox in the Mercer front office.

Guidelines for handling PTA money are summarized below. (Financial procedures are detailed more fully in the “Standing Rules, Mercer Elementary School PTA,” Section VIII).

  1. BUDGET - The PTA’s budget, as adopted by the general membership, serves as our financial guide for the year.
  2. Each Chairman should understand the Budget line items they are responsible for. A working plan (see COMMITTEE BUDGET SHEET attached) should be submitted for all budget items of $300 or more. Keep complete records, including copies of all receipts, and make sure your records agree with the Treasurer’s monthly “ACTUAL vs. BUDGET” reports.
  3. As Chairman it is your responsibility to stay within the budgeted limit. Your committee CANNOT go over budget without association approval. Communicate with your committee members frequently. If you foresee any problems with an expenditure or your budget, contact the Treasurer immediately. If additional funds are needed,a vote is required before these monies can be spent. The Treasurer cannot pay for anything not listed in the budget without association approval.

B. CASH RECEIPTS

  1. Money should be counted immediately after collection and promptly turned over to the Treasurer. No money should remain at Mercer overnight. Chairmen are not permitted to put PTA money into their own checking or savings accounts.

2. Before delivering money to the Treasurer for bank deposit, prepare a DEPOSIT FORM (attached). Make a list of all checks (last name, check number and amount) and all cash. Wrap money correctly and wrap all coins.

  1. NEVER COUNT MONEY ALONE. At least two people should always count money, and both should sign the DEPOSIT FORM.
  2. The Treasurer should be present at all PTA functions involving cash receipts. Please include the Treasurer in scheduling for these events.

C. CASH DISBURSEMENTS

  1. The PTA is exempt from paying sales tax on items purchased by the PTA for PTA use. When purchasing items on behalf of the PTA, please use the SALES TAX EXEMPTION FORM. The PTA is not required to reimburse sales tax on your purchases if you choose not to use the attached form.
  2. Reimbursements for expenses will not be made without a completed CHECK REQUEST. The original receipt supplied by the vendor must be attached to the Check Request. A letter of agreement should substantiate expenses for services (e.g. After-School Teacher Salaries, Magic Act for Family Fun Night). All CHECK REQUESTS will be picked up in the Treasurer’s mailbox on Friday at 11:00am. Reimbursement checks will be written and disbursed by noon Wednesday. Please be specific about your request for reimbursement and include any special instructions. If you do NOT want the check to be mailed directly to the Vendor, please indicate this on the CHECK REQUEST form. If you prefer for your check to be mailed to your home, please attach a self-addressed, stamped envelope.

If you have any questions or suggestions, please call.

Whitney Eckert, Mercer PTA Treasurer, 624-7753

Kara Owens, Mercer PTA Asst Treasurer , 624-8199