Financial Guidelines

Dear Commitee Chairperson,

       Thank you for agreeing to serve as a Chairperson.  As with any position there are a few responsibilities in additional to the ones set forth in your Job Description.  The following is a list of guidelines we have developed to help make the process of financial transactions easier for all of us.  As you can imagine, the number of checks and amount of cash can be significant, dependent upon specific events.  We appreciate your assistance and cooperation.

In General:

• Count all money and checks yourself first.
• Put all checks/cash in an envelope with a completed Receipt Summary Form when submitting to the treasurer.
• Note on the envelope the total amount, the event/category/fundraiser and any special notes or instructions.

Money coming in from 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.)
• 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 are giving a cash tip after the event then please let the treasurer know in writing explaining “who for, what for, the amount, the event, your name” so we can track all expenses for the event.

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.

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. Please check the PTO box in the main office after 2 weeks of submission for your reimbursement.

Requests for Cash:

Each Chairperson is responsible for getting change for the cash box or requesting a cash advance prior to an event. Please let the Treasurer know two (2) weeks in advance of the event that you need a check. The chair person is responsible for cashing the check prior to the event or you can submit an Expense Reimbursement form upon completion of an event. Cash boxes are located in the PTO closet. In return, you'll need to sign a "cash recepit" form so we can keep track of money spent for the event, both for expenses and for future planning.

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.

Budgets

Please stay within the budget allocated by the PTO Board.   If you foresee additional expenses, please contact the Treasure or President before you exceed your limit.

THANK YOU!