PTG Committee Financial Reference Sheet
(Please see PTG Committee Chairperson Guidelines for Complete Details)
Budget
Your committee’s budget will beprovided to you by your PTG Board Representative. If you expect to deviate from this budget, please let your PTG Board Representative know as soon as possible.
Deposits
Checks: If you will be collecting checks, please fill out a PTG Check Receipt Turnover Form (available on the PTG website), and bring it, along with the checks, to the school bookkeeper for deposit into our account. It is generally not necessary to bring checks to the bank, and it is more cost effective to have the school bookkeeper deposit them. If it becomes necessary to deposit checks at the bank, please obtain a check deposit stamp, deposit slip and the PTG bank account number from the PTG Treasurer. The event name and your name must be listed on the bank deposit slip.
Cash: If you will be collecting cash, please deposit it directly into the bank. Obtain deposit slips and the PTG bank account number from the PTG Treasurer. Please put your name and event on the deposit slip, and bring your deposit to the bank. Please do not bring cash to the school bookkeeper.
Cash Box
If you will be collecting cash at the event, please obtain a cash box from the PTG Treasurer at least 1 week in advance. Please let the Treasurer know if you willneedstart up money for your cash box at least 1 week in advance, specifying how much you need and in what denominations. After the event, deposit entire amount plus any proceeds from the event. Start up money should not be counted as part of the event revenue. Do not use cash box money or cash collected at an event to pay for expenses;it makes the accounting difficult.
Purchases
There are two ways to make purchases:
- Request a check payable to the vendor if the exact amount due the vendor is known. Submit the reimbursement/check request form to the PTG Treasurer.
- Pay for items and submit originalreceipts along with the reimbursement check request form to the PTG Treasurer.
Do not charge items to the school’s Gordon Food Service Account!!!!!
Do not use cash box money or cash collected at an event to pay for expenses! This complicates record keeping.
Report
Complete and submit the Chairperson financial record form to the PTG Treasurer once the event has concluded. Please do this as soon as possible after the event or at your post-event board presentation at the latest.
Gail Martin
PTG Treasurer
248.656.7699 or 248.408.2943
Revised 8/21/15