Treasurer Training. September 16, 2017
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1 Treasurer Training September 16, 2017
2 Training Goal At the end of this session, you will: Understand the duties & responsibilities of being a PT(S)A Treasurer, Know the tasks that must be completed by the treasurer, Know where to find directions, instructions, and forms to go forward throughout the year, Know who to contact for help!
3 Questions/Answers OTHER TREASURERS Join the MCCPTA Treasurers E-list by sending to: MCCPTA TREASURER Cheryl Peirce,
4 You need: FEIN (Federal Employer Identification Number) Maryland PTA: Cash Encounters, Forms & Instructions, Sample Reports & Treasurer s Timeline ( FORMS menu) Treasurer files (contents listed in Cash Encounters) Logins: Usernames and passwords for your PTA
5 MDPTA Cash Encounters Treasurer s Duties Duties of the Treasurer, p. 4 Principles of PTA Financial Management, p. 5
6 FIDUCIARY RESPONSIBILITY The TREASURER is the legally responsible, authorized custodian, elected by members, to have charge of the funds of the PT(S)A. The BOARD is responsible for making sure the association is operating in a fiscally, financially, and legally sound manner.
7 Board members, including the treasurer, are responsible for ensuring that the PT(S)A is Maintaining proper financial records Depositing money in a timely manner Adhering to the budget Complying with all legal and reporting functions
8 It s not your money!
9 Policies & Procedures State & Federal Laws: Particularly those governing non-profit, 501(c)(3) organizations Maryland PTA: Policies & Procedures outlined in Cash Encounters Your PTA s Bylaws and Budget
10 Checks & Cash
11 CHECKS & OTHER NON- CASH MDPTA Policies & Procedures No GoFundMe and other such fundraising accounts No electronic bank transactions* * Exceptions include: Sources such as PayPal/Square funds that are deposited directly to PTA bank account.
12 Two people (unrelated, not of the same household) always count cash. CASH MDPTA Policies & Procedures Both sign and retain a copy of the PTA Cash Verification Form (p. 20) Cash is never taken home, stored at school, deposited in any other account except the PTAs. Use night deposit if necessary.
13 Must be in the budget! Expenses (Disbursements) Purpose? Amount? Disbursement Request Form, p. 19, signed by officer Documentation: Receipt or invoice (e-copies are OK!) TWO SIGNATURES
14 MDPTA Bylaws and our insurance carrier require that each check we write carry two signatures.
15 No counter checks No credit/debit cards (shred them.) Checks Disbursements All checks signed by two signatories (unrelated, not in the same household) PTA payments are only made by check, never cash. Documentation: Disbursement request, adherence to budget, receipts/invoices, signed.
16 Assume good intentions, but... Get documentation.
17 Monthly Treasurer s Reports show activity since last report and comparison to budget. Fraud Prevention Cash Encounters, pp Bank statements received by president, delivered to treasurer. (Sign/initial) Monthly bank reconciliation, nonsignatory officer to compare to treasurer s report. No blank checks. No checks written to CASH. Make all payments by check.
18 Of course, I trust you, but the State of Maryland and the IRS do not.
19 Prepare the budget: Cash Encounters, pp. 8-9 Your PTA Budget Categorical (Sample, p. 13) Line-Item (Sample, p. 12) Proper Use of PTA Funds: Cash Encounters, pp Plan Ahead: New budget could include summer expenses itemized for Board as part of carryover Include Cluster & Area expenses
20 Day-to-Day Activities Bookkeeping Income Expenses Reports
21 The systematic and accurate recording of the financial transactions of the association. Bookkeeping Cash Record/General Ledger, and associated Deposit Ledger and Disbursement Ledger ( Cash Encounters, pp ) Accounting software Treasurer Reports (pp ) Annual Financial Report
22 Sources: Income (Receipts) Membership Dues Donations Fundraisers Types Check Cash
23 MEMBERSHIP DUES Maryland & National Look for membership cards from MDPTA in August. Verify total received. $4.25 per member due to MDPTA ($2.25 forwarded to National by MDPTA) Initial payment due to MDPTA by October 1, thereafter monthly Work closely with Membership and Fundraising Chairs or VPs.
24 $1 per member, initial payment due October 1 MEMBERSHIP DUES MCCPTA Monthly thereafter, final payment due June 30 No statement mailed, use (NEW) form posted on MCCPTA website New Mailing Address: P O Box 10754, 500 N Washington St, Rockville, MD, 20849
25 Tax Acknowledgements: Required for contributions over $75 when donor receives goods or services. DONATIONS Required Reporting Required for contributions over $250 when donor receives no goods or services. Recommendation: Do for $75 or over, regardless. Will post sample to website.
26 Cash Encounters, pp Includes information about contracts. FUNDRAISERS Contracts, Sales Tax Sales & Use Tax License Number: Blanket Certificate of Resale. Must still report $0 tax Sales of taxable merchandise paid directly to the vendor will incur sales tax, but the PTA is not responsible for remitting.
27 SOCA: Standards of Continuing Affiliation
28 End of Fiscal Year (July) Annual Financial Report & Review (SOCA) Copy to MDPTA, Deadline: October 31 Sample Annual Financial Report: MDPTA Cash Encounters, p. 11 Instructions: pp
29 Deadline: June 30 INSURANCE (SOCA) Through MDPTA, : Insurance, Enrollment Form $212, after 7/1 $237 Bonding of officers included Download Insurance & Loss Prevention Guide
30 Deadline: November 15 IRS Form 990 (SOCA) Submit to IRS Copy to MDPTA Cash Encounters, pp and Forms & Instructions $50K: 990N (e-postcard) >$50K-$199,999: Form 990 EZ $200K: Form 990
31 Charitable Organization Registration (SOCA) Deadline: December 31 Submit to State of Maryland Copy to MDPTA (SOCA) Cash Encounters, pp and Forms & Instructions
32 Deadline April 15 Personal Property Tax Filing (SOCA) Usually no tax due for PTAs Must complete to maintain incorporation status MDPTA Forms & Instructions, pp Send to State of Maryland (electronic), copy to MDPTA
33 Q&A
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