Tips from the PTO Treasurer
Colleen Webster:
COMMITTEE NAME:YOUR COMMITTEE’S NET PROFIT/EXPENSE BUDGET IS:
$
All correspondence with the treasurer can be done through the PTO mailbox in the office, by phone, or by email.
Budgeting
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 President or Treasurer BEFORE the budget is exceeded. We have provided a budget form to assist with preparation. Please hand that document in at the end of the event to assist with future planning. Please be sure to submit all receipts (see below)-we expect to reimburse expenses. We set budgets based on prior years’ experience. If expenses are unreported, we will underestimate future budgets.
Reimbursement Request
Submit a completed “Check Request/Reimbursement Form” plus your original receipt(s) to the PTO treasurer through the Treasurer folder in the PTO mailbox. Reimbursement Requests should be submitted within 2 weeks of event. Your check will be sent home with your student.
Check Request
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. Complete a “Check Request” form and submit it to the PTO treasurer. Provide at least three day’s notice if 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. PTO checks must be signed by two officers, so a little advance warning is appreciated.
Deposit Form
If you are in charge of an activity that generates money, such as a fundraiser, you must verify the total amount being turned in and complete a “Deposit Form” to accompany the deposit. Two committee members should count the money. The form and the money must be handed over to the treasurer. Please contact Treasurer via email to schedule a time. Deposits should be processed within (3) days after event completion.
Cash Box Request
If you are in charge of an activity that needs to have change prepared, please contact the treasurer directly to request the Cash Box. Please alert treasurer two weeks prior to needed date.
Tax Exempt Status
The PTO has its own TAX ID # for sales tax exemption purposes. Copies of the sales tax exemption certificate are kept in the PTO mailbox and can be found on our school’s website.