Just a reminder that your PTA/PTSA is required to send a copy of the following documents to Missouri PTA. Submission forms can be found on the Missouri PTA website – Forms/Awards Tab. Please send these copies to the state office as soon as they are completed by your unit (deadline to remain in “Good Standing” is December 1):
- fiscal year-end report (annual financial report)
- annual financial review (formerly known as the audit)
- a copy of the required IRS tax form
Springfield Council of PTAs
- Council Dues ($35)
- Founder’s Day (Banquet) Tickets
- PTA Clothing Bank Donations
- PTA Helen Smith Scholarship Donations
- PTA Joan Keiser Scholarship Donations
- PTA Grace Carr Scholarship Donations
- Springfield Council PTA Scholarship Donations
- CARE Fund Donations
- McBride Fund Donations
- (For all Scholarship Applications, please contact your High School’s Counselor)
Please use this form: Dues & Donations Form
Make checks payable to: Springfield Council of PTAs
- Make checks payable to: Reading Is Fundamental
- Contact Information:
- Address: RIF of Springfield, INC, PO BOX 11253, 65808
Missouri PTA Headquarters
- Make checks payable to: Missouri PTA
- Contact Information:
- Address: PO Box 30545, Columbia, MO 65205
- Phone: (800) 328-7330 Toll Free / (573) 445-4161
- E-mail: firstname.lastname@example.org
National PTA Headquarters
- Make checks payable to: National PTA
- Contact Information:
- Address: 1250 N. Pitt Street, Alexandria, VA 22314
- Phone: (703) 518-1200 / Toll Free: (800) 307-4PTA (4782)
- Fax: (703) 836-0942
- E-mail: email@example.com
- IRS 990 Requirements
- Information needed to file 990
- Where to file 990 (username is typically your PTA Unit Name)
- Records and Retention Schedule
- Sample Treasurer’s Report
- Sample Budget
- Sample Check Voucher Form
- Sample Cash Count Form
As a volunteer treasurer for a non-profit organization, it is not enough to be honest; you must also take steps that will enable you to back up your honest treasury practices.
Follow These Basic Treasury Tips to Protect all Individuals in your Organization:
- Always have at least 2 people count money
- Use a standard counting sheet that both counters sign
- Reconcile the amount taken in with the amount banked (if you had 12 members sign up, and each membership is $10, you should have $120 to deposit)
- Give receipts for money received (this can be a copy of the counting sheet)
- Require 2 signatures on each check (it may be expensive to have your bank do this, but you can audit this yourselves after the fact by looking at your returned checks)
- Keep all voided checks – do not destroy them!
- Don’t pay for anything with cash
- Ensure that a board member that is not a signer on the account verifies bank statements against the treasurer’s report every month, and have the person sign the statement to show that they have done this.
Treasurers Should Create a Paper Trail for Clarification if Questions Arise at a Later Date:
- Use duplicate bank deposit books (these have a carbonless copy of your deposit slip that stays in the book)
- Identify each deposit slip with the activity for which it was received
- Record every check by name on the deposit slip – even when there are many! (When you are trying to figure out if Jane paid for that T-shirt, that adding machine tape won’t help you much.)
- Photocopy all checks you receive as payment. These will reconcile against your deposit slip
- Use duplicate checks (carbonless copy) for all the checks you write
- Get cancelled checks returned to you OR (even better) choose a bank that supplies check images with your monthly statement.
- Design and use a standard Check Request Form for every check without fail
Organize Treasury Information for Efficiency:
- Use a 3-ring binder with monthly dividers
- Have a plastic sheet protector for each month to put all the odd things you get (like the notice from the bank about an NSF check) that you don’t want to throw out, but you don’t know what to do with
- Store Check Request Forms with the receipt attached in check number order by month (use tape to attach the receipt to the back of the Check Report Form – all those staples in the top left corner really jam up your binder)
- Ensure that every check written has a Check Request Form
- Store voided checks in check number order or in that plastic sheet protector
- Store bank statements and reconciliations
- Store the treasurer’s report for each month (work from the bottom up: if your financial year goes from January to December, put the plastic sheet protector in the binder on the right side; then check #1, then check # 2 etc for the month; then your reports, then the divider tab that says January, Then do February. Usually, recent items are the ones you need to access most frequently, and they will be right at the top where they are easiest to find.
There is no ruling from the IRS or National PTA that limits the amount of money that a PTA may carry over to the next budget year. No PTA board has the authority to write checks to the school or the principal for un-budgeted items to “clean out” the accounts. Expenditures must be approved by the general membership at a meeting. Every PTA should try to leave sufficient funds for leadership training for new board members (i.e., Council/Regional training, State PTA Convention or National PTA Convention), startup expenses for the new school year, etc. Funds not spent in one budget year should be included in the new budget.
The emergency reserve fund is considered an integral part of each PTA’s planning and budget process. This fund is intended to serve as a means to retain financial stability in the event of an unforeseen circumstance such as unplanned expenses arising from a project or an unexpected increase in inflation. As a rule, a healthy reserve is between one-half to one full year’s average expenditures.
Using Your Budget
Throughout the year, the Finance Committee is responsible for tracking the actual results and comparing them to the budget. Whenever a new opportunity arises to further the mission of the PTA (e.g., running an un-budgeted activity or obtaining sponsor funding), the Finance Committee should carefully weigh whether it should be undertaken. Ideally, an un-budgeted activity should have a positive or neutral impact on the PTA’s overall budget.
Amending Your Budget
The budget is only an estimate of the planned expenditures for the year. When there are additional expenses or a change in an allocated expenditure, the budget may need to be amended by a vote of the association at any regular meeting, or at a special meeting called for that purpose. Check your bylaws for specific guidance.