Tips from the Treasurer

You are responsible for controlling the spending of your committee members so you do not exceed your budget. Special requests for additional funding must be brought to the PTO Board BEFORE the budget is exceeded.

All correspondence with the Treasurer can be done through the PTO mailbox in the office, by phone, or by email. Please do not send treasurer business home with a student, unless otherwise instructed.

Take along a copy of our Tax Exempt Certificate so that you do not pay sales tax. (We cannot reimburse any sales tax that you pay.)

Please purchase items for the PTO on a separate receipt.  We cannot accept receipts that include PTO items and other misc. goods.  This is in an attempt to keep the records easy to read & audit.

Complete a PTO "Reimbursement Request". (Print as many copies as you need!)

Each receipt will need to have a separate Reimbursement Request form attached.  The Treasurer will do her best to consolidate your requests into one check, if they are received at the same time.

Staple form to receipt(s), invoice or order form.

Place completed form in the PTO Treasurer’s mail slot in the school mail room.

The Treasurer will cut a check for you in a timely manner.

PLEASE HELP US KEEP OUR RECORDS STRAIGHT AND CASH YOUR CHECK PROMPTLY!

Record all expenses in your "Committee Ledger" immediately.

In some cases, you might need a check in advance to pay a vendor, or you will have a bill that must be paid by the PTO.  Use the "Check Request" form, and provide at least three day’s notice when you need a check. If this is a bill that needs to be paid, submit the bill along with the form, and the Treasurer will mail it in.  Please note: PTO checks must be signed by two officers, so advanced warning is appreciated.

If you are in charge of an activity that generates money, such as a fundraiser, you must verify the total amount being turned in.  Two committee members should count the money, and complete a "Deposit Notice". The money should then be turned in to one of the Treasurers.

If you are in charge of an activity that needs to have change prepared, submit a "Cash Box Request" form to the treasurer at least one week in advance of the event.  On the form, indicate the kind of change you need and the number of cash boxes you need.  Also, please call the Treasurer to make her aware of your need.  Cash boxes require a trip to the bank, so advance notice is essential.  A form is included in your folder if you are chairing a money generating committee.  Additional, forms can be obtained from the Treasurer.

• We raise funds for a reason—we expect to reimburse expenses.
   
• We set annual budgets based on prior year’s experience. If a lot of expenses are unreported, we will underestimate the actual money needed to fund the activity next year.