This information will be updated with new info for 2006-2007

Financial Guidelines for Committee Chairpersons

In General:

• Count all money and checks yourself first.
• Put all checks/cash in an envelope when submitting to the treasurer.
• Note on the envelope the total amount, the event/category/fundraiser and any special notes or instructions.
• Note what the money is for on individual checks if possible.
• Have people write separate checks for each item or function (ex: one check for pizza lunch and a different check for luncheon treats. It’s usually okay to have one big check from a family for each item however.)
• When committee chairs send out the flyer announcing an event/service please request whatever works best for you. Sometimes you will want individual checks for each child, or each grade and other times it will be okay for one family check. People will naturally think they can write one big PTO check for everything. It will be up to you to tell them how to do it: who to write the check to, how to label it, and if you need individual checks per grade or one big family check.
• Try to have one person responsible for the money. It is easier to track/follow-up if questions arise.
• Put the checks in amount order from smallest to largest if you can. (This works for school store where there are many checks in like amounts. However, it won’t work for gift wrap or candle sales because all different amounts—don’t waste your time.)
• For events that involve a lot of loose change (ex: Harvest Fair, Holiday Store), please get coin wrappers from the treasurer and wrap the coins prior to submitting for deposit.

1. Money coming in from a function/fundraiser:

For checks/cash you receive as payment in advance of a function/fundraiser:

If you have a large lead time between announcing the event, collecting money, and actually holding the event, it is usually easier to submit checks/cash to the treasurer within a reasonable amount of time (every two weeks) on an ongoing basis rather than waiting until all the money comes in. (It’s easier to count; the money earns interest, etc.)

When you submit money, please follow the general guidelines above.

Please remind people to: write one check per function and write what it’s for on the check, not just the envelope.

Please call and set up a time to drop off any money at my house, or, give it to me personally, in an envelope, clearly marked at pick up or drop off. Never leave any money in the PTO box at school, on the porch, or in the mailbox.

If you’re getting a lot of coins, please use the coin wrappers. The bank supplies us; just ask me for as many as you need. I can always leave forms, wrappers, checks, etc, (anything but cash) in an envelope for you in the PTO mailbox in the office in case we miss each other at drop-off/pick-up.

For checks/cash you receive as payment on the day of the event:

When cash/checks are collected on the day of an event (ex. Military Bridge, May dinner), the chairpersons must first count the money. Then the 2nd VPs must verify the amount and give the money to the treasurer. You must have a lockbox at home to keep any money overnight. If you can’t lock the money up in a lockbox at home, then please give the money to the treasurer that day/night.

If you are giving a cash tip after the event (ex. custodian, deejay) then please fill out a “cash receipt” form in the cash box explaining “who for, what for, the amount, the event, your name” so we can track all expenses for the event.

We are not trying to look over your shoulder; it’s to help us understand how we spend and take in money so we can more accurately budget for events next year.

2. Tax Exempt Forms:

If you’re going to buy anything, please come to me/call me for a tax-exempt form. We save a lot of money using these. Some stores have us on file but others will need the form. If you have multiple people buying for a function please be sure they know about the forms and use them.

3. Reimbursements:

Receipts are needed to receive a reimbursement for purchases made on behalf of the school. Please tell anyone who may be shopping on a committee’s behalf to save all their receipts so they’ll get their money back. If only part of a receipt was spent on behalf of the school, just circle the items that apply and submit that. In addition, try to have your receipts submitted in a timely fashion. All reimbursements will be made to the proper individual as quickly as possible.

At your meeting with the second vice-presidents you will discuss the budget amount set for your event/responsibility. Try to get a broad outline of what you expect to spend/need money for and try to anticipate any unforeseen expenses. This will enable you to break it down for your committee volunteers and tell them how much their part is likely to cost so they have guidelines that will keep your event budget on track.

4. Requests for Cash:

If you need a cash advance, such as a cash box of change prior to the Harvest Fair, Skate Night, Bingo, or Military Bridge, for example, please let the treasurer know a week in advance so the correct change can be obtained from the bank. In return, you’ll need to sign a “cash receipt” form so we can keep track of money spent for the event, both for expenses and for future planning.

5. Requests for Checks:

Please give the treasurer two weeks notice, if possible, when you need a deposit check for an event or a facility.

If you write down the person the check needs to be made out to, the amount, the date of the event, the date you need the check by, and whether I need to mail it (please include the address to send it to) or return it to you, or hand it to the person on the day of the event, it will help expedite your request. This request can be handwritten; it’s just important that the necessary information is included.

6. Budgets

Please stay within the budget allocated by the PTO Board.

Specific budgets have been set for each activity. Any amount that will go over the budget has to be pre-approved by chairpeople/executive board for reimbursement.

If there is a special consideration or a problem, please contact the President or the Treasurer as soon as possible to discuss. We’re open to discuss any topic you may want to raise. Please remember to get prior approval for foreseen budget overages so you can get reimbursed for them.

THANK YOU!