MEADOWBROOK

PTA

Treasurer's Corner

~All required forms for reimbursements, deposits,

and cash requests can be printed from this website under

"Treasurer's Forms" or found in the PTA closet at Meadowbrook.~

FAQ's

 

Check Requests & Reimbursements:

    * Please submit request for reimbursements as the expenditure occurs. Do not hold them until year-end. Check requests need to be filled out completely - with the receipt, invoices (originals only will be paid), or a copy of the related contract attached.
    * Other than Teachers, all purchases must be approved by the committee Chair.  They are responsible for staying within a budget and need to know what is being spent.  After review and approval by the Chair, it will be reviewed by the treasurer to make sure it is within the budget and of reasonable use for the activity.  No vacations to Hawaii will be approved for research purposes.
    * Bills cannot be paid without a receipt; this is an audit requirement. If your receipt is printed on paper that fades, a photocopy will be made. A copy for your committee is encouraged.
    * Arrangements can be made to deliver checks or mail them, whichever would work best for you.
    * If you have asked that a check be mailed to an outside vendor, a copy of the check will be placed in your related committee box in the teacher's lounge.

Schedule:

    * Check Requests will be processed within 7 days of receiving the request form.  Checks are usually signed by the President on Thursdays and will be dispersed by Friday either by mail or in person as you request.  Special requests will be handled on a per item basis and will need to be discussed with the Treasurer personally.  Notification of payment status can be made by email if you provide one to the treasurer.

Cash box requests:

    * Check Request forms for cash boxes should be completed no later than one week prior to the date the cash is needed. Checks cannot be made out to CASH. A check will be issued in your name for the total needed.  Please return the cash box with your deposit form and all monies to the Treasurer or Board member after the event.  After the fundraisers, two people must verify dollar amounts and signatures are required on the appropriate form.

Deposit Vouchers:

    * Deposit Vouchers can be found in the teacher's lounge.  They should be turned in to the treasurer after the event, without delay. TWO people (one being a PTA member) must count all deposits before they are given to the treasurer. This is an audit requirement.  Be sure to fill out the deposit voucher completely and have both people sign it.  Please make sure your committee keeps track of all expenses and deposits.  In the case of very large deposits, a grand total will be accepted rather than listing all the individual checks.

Deposit Delivery:

    * Do not leave deposits at the school overnight; they need to be given to the Treasurer as soon as possible. Please call the treasurer to arrange for a delivery or pick up after your event.   Do not leave deposits unattended at my home. It is a violation of audit requirements.

If you are unable to contact me and you cannot hold onto the deposit, it can be left with another member of the executive board (i.e. president, vice-president, secretary).

Budget issue:

    * If the expenditure exceeds your budget, the excess has to be approved by the PTA Board.  Money in your budget not spent by year-end does not carry over to the next year with few exceptions. The budget will be reviewed and reset every August for the next term.  Please contact a board member with any concerns.

Please remember that we are required to follow, State, National and Federal guidelines.  The above requests are required by either the National PTA or the IRS.  Occasionally, the treasurer may request things to be done in a way for ease and timeliness as long as it does not conflict with the previous organizations.

 Information was obtained from either 

“Money Matters” a National PTA reference guide or our Meadowbrook PTA bylaws.

 

Click here for Treasurer's Forms