Treasurer

Board: Yes

Summary:

• Is a member of the Executive Board
  
• Manages the finances of the organization
  
• Administrates fiscal matters of the organization
  
• Provides annual budget to the Board and General Membership for approval
  
• Ensures development and board review of financial policies and procedures

Calendar of Responsibilities:

NOTE: Fiscal year runs July 1 to June 30.

Monthly

• Maintain all financial files. Write checks as required. Obtain second signature on each check.
  
• Obtain signed Hold Harmless Agreement from any on-site service provider prior to issuing payment.
  
• Obtain social security or tax I.D. numbers for any independent contractor who will be paid more than $600 in a calendar year.
  
• Make bank deposits as needed. (When there is also a Financial Secretary, deposits may be made by the Financial Secretary.)
  
• Transfer funds from Money Market Account to Checking Account as needed. (When there is also a Financial Secretary, funds transfers may be made by the Financial Secretary upon request by the Treasurer.)
  
• Oversee others who may be collecting money (Membership, Lunch Program, SpiritWear, Holiday Store, Spell-a-thon, Birthday Books, Musical Theater). (When there is also a Financial Secretary, the Treasurer and Financial Secretary may work together to oversee others who may be collecting money.)
  
• Respond to inquiries by lunch program coordinators regarding vendor payments, statements, etc.
  
• Reconcile checking account and money market account when bank statements arrive.
  
• Record Field Trips and Fine Arts Programs expenses by teacher/class.
  
• Prepare and present a Treasurer's report at every Executive Board and General Membership meeting. (When there is also a Financial Secretary, reports may be presented by the Financial Secretary upon request by the Treasurer.)
  
• Prepare and present a Treasurer's report at every Executive Board and General Membership meeting. (When there is also a Financial Secretary, reports may be presented by the Financial Secretary upon request by the Treasurer.)
  
• Obtain ratification of current expenditures at each General Membership meeting. (When there is also a Financial Secretary, request for ratification of current expenditures may be made by the Financial Secretary upon request by the Treasurer.)
  
• Analyze and report on Lunch Program profit margins each session.
  
• Prepare other analyses as necessary.
• Print ledger and back up computer files as necessary.

July

• Change signature cards at bank, for Checking and Money Market Accounts. Take minutes from meeting where new officers were sworn in.
  
• Bylaws list who can sign. Change address on bank account to "c/o new Treasurer".

July/August

• Prepare draft budget spreadsheet using history and input from President(s), Vice Presidents and Committee Chairs. Get budget approved at first Executive Board meeting and first General Membership meeting.
  
• Enter approved budget numbers into QuickBooks program.

August/September

• With President(s), send letter to teachers regarding PTA allocations for the year. Once budget is approved, prepare Teacher Stipend checks for distribution.
  
• Determine who will prepare Federal and State taxes (due November 15) and get materials to him/her.

September/October

• Once First Session lunch orders are in, prepare and submit PTA Invoice to District Office for First Session full-pay lunches.
  
• Work with 4th grade teachers to determine parent contribution amount to Outdoor Ed program. Ensure money is collected.

November

• Ensure that Federal and State tax forms are filed for the previous fiscal year. These are due November 15.

January

• Prepare and distribute January Teacher Stipend checks to teachers, if budget funds are available.
  
• Pay dues and insurance to District PTA. Submit Workers' Compensation report. (Forms should come from District PTA.) Pay additional dues as needed on a monthly basis.
  
• Prepare and file1099 reports for independent contractors paid more than $600 in the previous calendar year.
  
• Submit books and financial records to Auditor for mid-year audit.

January/February

• Once Second Session lunch orders are in, prepare and submit PTA Invoice to District Office for full-pay lunches.
  
• Prepare budget projections for Musical Theater program, using input from history and current year Producer and/or Director. Maintain budget spreadsheet for Musical Theater.

March

• Work with 4th Grade Teachers to determine Parent Contribution amount to 4th Grade Overnights. Ensure money is collected.

Spring

• Prepare monthly worksheets, with budget and spending projections, as necessary to determine if additional spending is possible.
  
• If possible, send letters to teachers regarding amount of money left to spend in their individual accounts. Set a deadline for receiving receipts.

June

• Ensure that all bills are paid and deposits are made by June 30.

After June 30

• Submit books and financial records to Auditor for end-of-year audit.
  
• Obtain new bank account signature cards to assist the incoming officers.
  
  
  
• Questions? Email us at treasurer@nc-pta.org