PTA MONEY PROCEDURES


BUDGET:
Every fall we approve a budget for PTA. It is a working budget and as best of a guideline as we can predict. Some years we are lean on money and need to cut back, some years we are flush and can go above and beyond what we expected to do.
Every chairperson who has a budget such as dances, fundraising chairs, Popcorn, etc. needs to keep track of their deposits and expenditures so they can check that everything is reflected correctly on our master budget kept by the Treasurer.

DEPOSITS:
To handle PTA money, volunteers must be PTA members.
• All money will be counted in a secure location with minimal traffic, preferably the PTA room. No money is to be taken off the school grounds unless it is going to the bank.
• DEPOSIT SLIP MUST BE SIGNED BY 2 PTA MEMBERS before cashier may deposit it.
• Cashier may not be 2nd signature, unless another cashier is depositing.
• PTA members fill out 1 copy of a "PTA deposit record" to go with the deposit and make a second copy for their records.
• If you have more than 3 checks, 2 tapes need to be run on an adding machine and included in the deposit.
• Checks always need the student’s name and teacher’s name to track if the check comes back to us NSF.
Per our PTA Standing Rules, please take note:
Any check taken in by the PTA, which is returned for non-sufficient funds (NSF) will be subject to bank fees. If there is a second check returned NSF by the same individual, cash or money order only will be accepted from that party.
• Coins – no Canadian or other international coins please! You do not need to roll them unless the cashier has given the go ahead (they have to count them again and then roll them). There is a coin counter in the PTA room that is easy to figure out.
• Bills should be separated into denominations and if possible, bundled with rubber band into these amounts:
Ones 20.00
Fives 100.00
Tens 200.00
Twenties 500.00
Deposits go in a zip lock bag from the cabinet above the sink in the PTA room and into the PTA safe on the counter. ALWAYS coordinate with a cashier ahead of time so they know to come in for the deposit as quickly as they can – preferably on the same day. If the deposit is too large for the safe, please make arrangements ahead of time to pass it directly to a cashier or have it locked up in the school safe.

INVOICES:
When you get an invoice to be paid by PTA – from the print shop or from a pre-approved PTA expense – please initial it so we know it has your approval, make note of what PTA budget line it is coming out of and put into the Treasurer’s file folder. Also – please keep a copy for your records just in case.

REIMBURSEMENT:
When you need to be directly reimbursed for an approved expense, please fill out a reimbursement form and attach receipts. You need to keep a copy of everything in your records also – just in case. Checks are usually written once a week – if you need something faster, please contact the treasurer to see if it’s possible.
Per our PTA Standing Rules – please make note:
The Treasurer will make reimbursements without vote approval to chairpersons up to $200 as long as the expenditure is a regular and expected expenditure of that chair position. If the chair presents a budget prior to an event or program for Board approval OR gets Board approval on non-regular expenditures, then Treasurer can pay the approved costs without additional voting.

START UP CASH:
If your function / event needs start up cash, there is a form for that in the PTA master forms file (workroom). The Treasurer and the President will sign the check and the President will get the cash for you. This process needs to be done ahead of time – not last minute since these two people may not be available on short notice. NOTE: The first deposit back into PTA from your event must be exactly the same amount as the start up cash so we show the same money going out and back into the PTA budget.
Per our PTA standing rules:
Cash withdraws require two authorized signatures on the check and a signed receipt for the cash by recipient (chairperson) will be filed in the Treasurer’s records.


AUDIT:
We have not had enough volunteers to dedicate 3 people to a year round Audit Committee so we are all taking turns taking 2-3 hours 3 to 4 times a year to audit our books. Please plan on helping us do this once this year – it is very easy and goes quickly.
Per our PTA standing rules:
The PTA books and records will be audited by a 3-person audit committee, two or three times a year – recommendation is December, March and July.