Western Region PTA

Treasurer Check List

Form A: Be sure your unit/council has timely filed the new Form A. You will not receive mail from NYS PTA if the officer information has not been transmitted.

Insurance: The insurance must be renewed and paid every year. Your school may want PTA to add the school to the policy for a specific event. See the Resource Guide for more information.

Audit: Your PTA financial records should be audited every year. This is done by a committee that does not include the treasurer whose books are being examined or the unit president. The audit must be done and signed off on before the incoming treasurer takes over.

Budget: Your unit/council budget must be created by a committee that includes the treasurer. The budget is approved by the executive board and presented to the general membership for a vote. There must be a quorum voting on adoption or amendment of the budget. The budget must be ready to be adopted early in your PTA year, since the PTA may only spend funds that have been approved. A well-crafted budget makes record keeping easier.

IRS Form 990: All tax-exempt organizations must file Form 990 with the IRS. It is always better to file late than not file at all. The tax-exempt status of your unit/council depends on filing Form 990. Form 990 must be filed 4 ½ months after the end of the organization's fiscal year. This is November 15 for units with the usual June 30 year end. You file for the prior calendar year before November 15. YOU MUST CONSIDER ALL INCOMING FUNDS NOT JUST THE PROFIT AS INCOME FOR FORM 990. Your well-crafted budget and up-to-date record keeping make this easy.

Records: The treasurer keeps records of money spent, money deposited, receipts, a copy of the minutes, reports on money flow for projects/events, Form 990 filings, bank statements, checkbook register, current insurance policy. Label everything with date, amount, budget line, check number, etc. Keeping these records up-to-date and in order makes future record keeping, auditing, and production of reports easier. Be sure to record the username and password for filing Form 990. Records must be retained for specific periods. See the Resource Guide for more information.

Forms: Make available as appropriate tax-exempt forms, expense vouchers, deposit vouchers, room use forms, etc. There are many templates in the Resource Guide that you can adapt for your unit/council.

Knowledge: The treasurer (and president) should read and be familiar with the unit/council bylaws, NYS PTA Resource Guide financial pages, insurance policy, PTA mission statement.

Resources: There is help and training for treasurers available through Western Region PTA, on the NYS PTA website, and at Form 990 webpages. WRPTA offers training at Summer Leadership. The NYS PTA Resource Guide Section 5 is available through the Members Only section at www.nyspta.org and can be downloaded. To access the Members Only section, use the username and password on the back of your PTA membership card. THE WESTERN REGION PTA TREASURER AND OTHER OFFICERS/CHAIRS ARE AVAILABLE TO ASSIST YOUR UNIT/COUNCIL THROUGHOUT THE YEAR. Please contact us through www.westernregionpta.org.