P&C Treasurer Key Tasks

Starting as Treasurer
  • The outgoing Treasurer of a P&C or a subcommittee transfers all records and accounts in their possession, custody or control as soon as practicable to their successor-in-office.

  • The incoming Treasurer of a P&C or a subcommittee obtains all financial records from the previous Treasurer.

  • Treasurer to update the P&C’s ATO authorised contacts for changes with P&C committee members and contact details.

  • Determine what subcommittees exist and which of them operate a separate bank account. Check that subcommittee bank accounts are still required.

  • Maintain an accountable forms register for cheque books (with cheque numbers), order books and receipt books.

  • Change signatories for accounts at the bank.

  • For all accounts in operation, ensure that order books are being used for purchases, official receipt books are being used to collect money, and Electronic Funds Transfer (EFT) processes or cheque books are being used to make all payments (except for petty cash and debit card payments).
Record transactions as they occur.
Ensure that all accounts are current and reconciled, especially if the year has already begun.
  • The Treasurer may outsource bookkeeping to an external provider. Follow procurement and contracts guidelines.

Purchasing and payments
  • Take advantage of discounts offered by current and/or new suppliers.

  • Payments are made by EFT, debit card, cheque, and(for small payments) petty cash.

  • You may choose to maintain a petty cash float for minor expenses.

Employees
  • Ensure that P&C employees receive the correct wages, pay slips, superannuation and leave entitlements.

  • Keep P&C insurance and WorkCover payments up to date.

  • Ensure P&C employees can access the relevant industrial award.

Receipting
  • Issuereceipts in sequential order on date of takings, for the total amount collected.

  • Two people (not related) collect and count money.

  • Issue receipts whenever money changes hands (e.g. when collections are handed over to the Treasurer).

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Banking
  • Promptly bank all money received in the appropriate account.Bank collections daily, or secure all unbanked money in a night safe or the school safe.

  • Ensure the amount bankedmatches the total ofreceipts issued.

Reconciliation
  • Record transactions in chosen accounting package.

  • Ensure all accounts are current and reconciled.
Reconcile cashbooks, cheque books, manual records and receipt books with bank statements.
Prepare a bank reconciliation statement as at 31 December every year.
Management
  • Be involved on the school budget committee (if the school has one) or other decision making forums.

  • Deliver a proposed budget for the P&C for the next year at the Annual General Meeting (AGM).

  • Monitor subcommittees’ accounting books to ensure that correct processes and procedures are followed. Transfer any excess funds in subcommittee accounts to the P&C general account in accordance with the subcommittee operating guidelines established with the P&C Association.

  • Keep and maintain a register of equipment. Ensure assets are controlled and secure to prevent theft and loss.

  • Check and ensure that the P&C’s assets and activities are appropriately insured.

  • Ensure grants spent on the items applied for within the required timeframe.

  • Send Business Activity Statement (BAS) (when P&C is GST registered)or Instalment Activity Statement (IAS) to the Australian Taxation Office (ATO)monthly or annually, depending on agreements with ATO.

  • File and hold all P&C records for appropriate periods.

Audit
  • Ensure that the P&C financial statements are audited by a person qualified under Section 4 of the Auditor-General Regulation 2009and consistent with the Education (General Provisions) Act 2006 and the Education (General Provisions) Regulation 2017.
Make all accounts, cheque books, deposit books and receipt books available to the auditor allowing ample time to prepare the audited financial statement for the AGM.
Discuss and address any issues raised by the auditor with the Executive.
Deliver a report on the audit at the AGM, and give a copy of the audited financial statements to the Secretary.
  • By 31 May each year, prepare annual financial statements for the previous financial year (see also Audit, below).
For state schools other than Independent Public Schools, forward the audited financial statements to the Regional Director
For Independent Public Schools, securely store a copy on the state school premises.

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