The 9 th District PTA presents: Money Matters

Transcription

1 The 9 th District PTA presents: Money Matters

2 What is PTA Parent Teacher Association? Established in 1897, PTA is the oldest and largest volunteer child advocacy organization in the United States. Since its founding, the National PTA and its state branches, districts, councils and local units have played an integral role in establishing, maintaining and safeguarding programs and policies that promote the health, safety, nutrition, welfare, protection and education of children and youth. The National PTA and all of its constituent PTAs exist to achieve the purposes of the PTA and fulfill the PTA Mission. The National PTA Purposes, Mission, and Vision are your guidelines for all decisions you make for your local unit PTA The Purposes of the PTA: To promote the welfare of children and youth in home, school, community, and place of worship; To raise the standards of home life; To secure adequate laws for the care and protection of children and youth; To bring into closer relation the home and the school, that parents and teachers may cooperate intelligently in the education of children and youth; and To develop between educators and the general public such united efforts as will secure for all children and youth the highest advantages in physical, mental, social & spiritual education. The PTA Mission: To make every child s potential a reality by engaging and empowering families and communities to advocate for all children Every child s potential is a reality. The levels of National PTA State PTA District PTA Council PTA Page2 Local Unit PTA

3 Financial Time Frames SCHOOL YEAR o The school year runs from the first day of school through the last day of school. OFFICERS YEAR o According to our bylaws, Article VI: Officers and Their Election, Section 5, officers assume their official duties following the close of the school year and serve for a specified term, generally 12 months. This period is most often from the close of the school year to the close of the next school year (End of May to End of May). FISCAL YEAR o A fiscal year is any 12-month period that begins on the first day of a given month and ends the last day of a given month. Most likely June 1st-May 31st, July 1st-June 30th, or August 1st - July 31st. o Stated in the bylaws, Article XVI: Fiscal Year & IRS Form 990, Section 1. o The fiscal year is registered with the Internal Revenue Service (IRS) and is used for the purpose of filing IRS Forms 990N, 990EZ, 990 and appropriate schedules. BUDGET YEAR o A budget year is any 12-month period that runs from budget adoption to budget adoption. o The budget year begins with the adoption of the new budget by the general membership (usually at the first meeting of the school year) and concludes at the end of the 12-month period, the last day of the twelfth month. o Does not end with the last day of school or election of new officers. The budget is for the association it does not matter whose names are on the checks. The budget year is used to determine if the funds are spent as approved by the membership for a specific 12-month period. Incoming Treasurer The incoming treasurer should discuss with the former treasurer the status of current activities, progress made on preparing information for audit, money available for start-up costs, when to change signers at the bank, and the bylaws as they relate to the treasurer s responsibilities. Page3

4 Treasurer Responsibilities While not a comprehensive list of duties, the treasurer shall: Have custody of the funds of this local PTA/PTSA Maintain a full account of the funds of this local PTA/PTSA Make disbursements as authorized by the president, or Board of Directors of this local PTA/PTSA in accordance with the budget adopted Have checks signed by two people: the treasurer and the president with the secretary acting as an alternate. Individuals authorized to sign checks shall not be related to each other by marriage or any other relationship Never sign a blank check Pay all bills by check never by cash Determine the gross receipts for the previous fiscal year and file the appropriate federal tax form(s) with the IRS Have records available at all meetings Provide a written financial statement (Treasurer s Report) at each meeting of the general membership, Board of Directors and Executive Committee Present an annual report of the financial condition of the organization Have the accounts examined annually at the end of the school year or upon the change of treasurer by an auditor or committee Reconcile the bank statements monthly and have the statements reviewed, signed and dated by a PTA member. This PTA member shall not be related to the President or Treasurer by marriage or any other relationship. The PTA member shall also not be a signer on the bank account Treasurer s File There are many different ways to maintain financial records, but all must contain the following: Treasurer s Checklist or Month By Month Guide (examples attached) Bylaws & Standing Rules EIN/Tax ID information Budget(s) Last Audit Report & Copy of last tax return filed Ledger Checkbook Register Completed payment authorizations Completed receipt of funds forms Cash Verification Forms Check Request Forms Bank statements Executive committee minutes, Board of Directors minutes, and Association minutes Monthly Treasurer s Report Page4

5 Budget - (sample attached) The budget is an outline of estimated income and expenses. It is a financial plan for receiving and dispersing funds to meet the goals and needs of the year s activities as planned by the PTA. Development o Decide on your programs and projects o Make realistic estimates of the costs of programs and projects (look to prior years) o Then decide how you will fund Programs. o When planning the year s activities, PTAs should use the 3-to-1 rule. For every fundraising activity, there should be at least three non-fundraising projects aimed at helping parents or children, or advocating for school improvements. o When completed, the budget is presented to the Board of Directors for adoption, then to the PTA membership for approval. A majority vote of the members at the general meeting is required for adoption, a quorum having been determined present. Appropriate PTA Expenses o The budget must include all monies necessary to operate the PTA, its programs and activities, including summer expenses such as leadership training for new board members and the start up expenses for the new school year. o Budgets should also include: Annual Incorporation fees Insurance (Bonding, Liability, Property, Officer s Insurance) Council Dues Banking Fees General Fund Donations/Awards/Grants Donations to State PTA and Scholarship Funds Attendance at State Trainings (Leadership Training and State Convention, PTA Day at the Capitol, PTA Universities, etc.) Carry Over Funds o There is no specific rule on how much money should be carried over. This will vary depending on the different needs of each PTA. o The amount of carry over depends on the funds needed to continue PTA business until the next income opportunity. Obligations of Future Boards o Outgoing boards may not obligate future boards to a contract or particular expense. Only the current membership may decide how its funds are spent. Amendment o When there are additional expenses, differences in revenues, or a change in an approved expense, the budget must be amended by a vote of the general membership at any regular meeting or at a special meeting called for that purpose. To amend something previously adopted, it is necessary to have a two-thirds majority (or a simple majority if prior notice of amendment has been given). Page5

6 Fundraising Guide Fundraising is not a primary function of the PTA. The primary emphasis in PTA is the promotion of the Purposes and Mission. Funds raised should be for a definite, pre-determined and budgeted purpose. Children should not be used or exploited as fundraisers. If a fundraising activity is conducted on school property, a PTA must comply with all laws regulating the use of school property and should receive prior approval from school authorities to ensure that the activity does not violate any school policies. Spending PTA Funds PTA funds should be used to promote programs and further education that benefits the health, safety, education and welfare of children per the PTA Purposes. PTA funds must be kept and accounted for separately from school funds. PTA funds are private monies; school funds are public monies. All monies deposited in the PTA account belong to the general membership. All funds should be spent as allocated in the budget as passed by the general membership of the PTA. Before approving proposals or requests for material aid to the school or the community, a PTA must determine if the expenditure is a public responsibility. PTAs should not provide funding for anything that is the responsibility of the education system (such as salary for school employees, gym floors, school tracks, air conditioners, lawnmowers, golf carts) Before any PTA purchases school equipment, a thorough investigation of all of the ramifications of such a decision should be undertaken. Generally, the donated equipment will become the property of the school and, under certain circumstances, a gift or donation form may need to be completed. The PTA should not have any ongoing maintenance, repair, liability, or insurance obligations with respect to the donated equipment. When purchasing items for the school, the school must provide you with a purchase order, invoice, or receipt. Banking Procedures Ledger/Cash Book o Different than checkbook register, not just a list of transactions, but organized by budget line item. o After the budget is approved, a ledger is set up to record all PTA deposits and expenditures. o The ledger can be kept either manually in a ledger book available from any office supply store, or on a computer bookkeeping or spreadsheet program. The computer helps because it does the math and can develop some reports automatically. o From the ledger Treasurer s Reports and Annual Reported are created, see examples. Page6 Computer Generated Records o Computer files must be stored to a backup disk or USB drive at least monthly. o Each report generated must show the title and time period covered. o A hard copy of the computer register must be printed on a monthly basis and maintained in a bound book.

7 Check Request Procedures - example attached o The check request form must include: date of request, brief description of PTA approved activity, amount to be paid, receipts/invoices for activity, budget line items associated with request, and signature of the president authorizing payment before being given to the treasurer. o The treasurer must fill out the form completely when the check is written. o This procedure is to be followed for each check written. Cash Verification Procedures - example attached o As soon as the event concludes, count all monies and register them on the Cash Verification Form. Checks should be listed on the back and totaled on the front. o Two counters, that are not the treasurer, sign off on the form. o All receipts are deposited as soon as possible after the event. Reconciliation o Reconcile, or balance, the monthly bank statement and compare with the ledger balance promptly to ensure that bank and financial records are correct. o Identify differences, note outstanding checks and determine the adjusted bank balance at the end of the month. o On a monthly basis, the bank statements are to be reviewed, signed and dated by a PTA member who is not a signer on the accounts and is not related to the treasurer by marriage or any other relationship. Cash Box/Petty Cash o Prior to the event the requester fills out a Check Request Form indicating who the check should be payable to, the amount requested and the denominations needed to the President. o The purpose line on the Check Request Form must specifically reference the event and why the cash is needed, e.g. Petty cash for Sock Hop event change box. o Process checks no earlier than the day of the event, or one day prior if the event is held on the weekend. o At the conclusion of the event, cash box funds are noted on the Cash Verification Form. Voided Checks o All voided checks must be retained to provide a continuity of records. Page7

8 Electronic Banking - Credit card transactions, not online bill pay Only an authorized account signer may have access to the PayPal or merchant services account. Funds must be transferred at least weekly into the unit s checking account by the Treasurer. The transactions must be reconciled and signed by two individuals. Merchant accounts and/or merchant terminals cannot be shared with other groups or the school. Reversals and refunds cannot be processed through the merchant services account. In order to process a reversal or refund, a Check Request Form must be completed with documentation as to why the credit is requested. The credit must be paid via check with two signers. Fees for merchant services accounts including monthly maintenance and transaction fees must be disclosed to the membership and included in the local unit budget. Taxes Audit IRS/Georgia Dept of Revenue o Must be filed every year o If income is less than $50,000, local units may file 990-N online ( o If income over $50,000 the 990-EZ must be filled out and mailed to the IRS. o Filing is done at the end of the fiscal year as indicated in your bylaws. 990 returns must be mailed or e-filed no later than the 15th day of the fifth month after the end of the fiscal year. Example: If your Fiscal Year is July 1 to June 30, the 990 is due November 15. o A copy of the 990-N or 990-EZ must be mailed to the Georgia Department of Revenue and Georgia PTA along with an IRS 990 Verification Form, sample attached. Sales Tax Exemption - sample form attached o If a local unit purchases items for its own use - it is taxable. If it buys something for resale, it is tax exempt. Exemption documentation required is Form ST-5 to be used as your Sales and Use Tax Certificate of Exemption. The properly completed form should be given to the vendor/supplier who is providing the resaleable fundraising items to your PTA/PTSA. Needs to be done: o At the end of the school year o Upon resignation of the treasurer o Change in signers on account o Missing funds are suspected o Any time deemed necessary o When requested by Council or District Page8

9 Audit Preparation o The following should be delivered to the auditor: A copy of the last audit report The checkbook containing stubs of all checks written and cancelled checks Bank statements and deposit receipts Treasurer s book or ledgers The annual financial report All treasurer s reports All itemized statements and receipts of bills paid All check Request and Cash Verification forms Adopted budget and any amendments that were approved by the membership during the year Current bylaws Copies of board, executive committee, and association minutes 2 page annual audit form Missing Funds Occasionally, a PTA discovers (or suspects) that some funds are missing. When that occurs: Immediately conduct a complete and thorough audit. The audit committee is a committee that investigates and reports. It should consist of individuals with an independent, unbiased perspective who have no potential conflict of interest. During its investigation, it can interview people as well as examine the books and records. The audit committee must report its findings to the PTA board of directors, not just to the executive committee. The report should be factual stating what was found and what remains unresolved. The board must act on the report. If funds are missing, the board has the legal obligation to take every reasonable action to recover those funds. The board of directors, not just the executive committee, must meet and agree on the action to take. Decisions must be based on sound business practices. All action taken by the board must be on the record (recorded in the board's minutes). Notify the insurance and/or bonding agent, as well as appropriate law enforcement agency. The board must report the incident and the actions it took to the membership. You may advise the principal/school district, however this is PTA business and must be dealt with by the association. Public or private statements should not be made, regardless of the severity of the situation or its public knowledge. Page9

10 Leadership Resource TREASURER S CHECKLIST Section 5: Financial Management: A Treasurer s Guide Use this checklist throughout the year to double check the financial management practices of your unit. Check items as completed; include dates and names as indicated. A copy of the checklist should be maintained with the treasurer s records. PTA Audit/Financial Review completed for past school year and a copy submitted to the state office by the last business day of September. Auditor(s): Date: Transition meeting held with outgoing treasurer. Date: Signature Cards on file with bank. Changed immediately after school year ends. Date: Supplies purchased as needed (receipt book, new checks). Cash Verification/Check Request Forms copied for distribution to Board of Directors. Bookkeeping method chosen, ledger or computer based. Which? Copy and file receipts and check requests (according to budget) on an ongoing basis (weekly is recommended). Budget Process: Budget Committee formed. Date: Proposed budget presented to Board of Directors and approved. Date: Proposed budget presented to general membership and approved. Date: Budget amendments approved by general membership on: Date: Date: Date: Treasurer and President develop a workable reimbursement system and schedule for Board of Directors. Emphasize that only budget approved expenses will be reimbursed and only with receipts/invoices attached. Date shared with board: ALL checks signed by two signers. Treasurer and President review (monthly) bank statements and PTA financial status. An individual, who is not an authorized check signer, checks over the statement and signs. THIS IS DONE EACH MONTH. IRS Forms. It is the current treasurer s responsibility to complete all necessary IRS forms. All 501(c)(3) nonprofit organizations are required to file a 990-N, or 990 EZ and Schedule A regardless of gross receipts. Registered, Return Receipt Mail Only. Date completed: Submit a copy of the Georgia PTA IRS 990 Filing Verification form and a copy of the first page of your 990 EZ or if 990-N e-postcard is e-filed, the acceptance of filing receipt. Date completed: Treasurer Reports. (These should be given at all Executive Committee, Board of Directors and general membership meetings.) Indicate date and type of meeting for each report. (e.g. Executive Committee August 4, General Membership August 15). Annual Report written and adopted. Date: Auditor(s) chosen for current school year. Do not include any bank account signer. Auditor(s): Date: 92 everychild. onevoice.

11 Leadership Resource Section 5: Financial Management: A Treasurer s Guide ANY SCHOOL PTA/PTSA SAMPLE PROPOSED BUDGET BUDGET YEAR AUGUST 20 TO AUGUST 20 Anticipated Revenue Based on 800 $2.50 each (local unit portion only) Balance forward from July 1 (Carry Over Funds) $ RECEIPTS Checking Account Interest $25.00 Membership Dues $2.50) 2, Fund Raising Projects Fall Festival 3, Family Night Dinner 2, T-shirts 1, Wrapping Paper Sales 7, Total Projected Receipts $16, TOTAL $16, EXPENSES Accounting Fees (Audit, IRS forms, etc.) $ Appreciation Faculty & Staff Appreciation Volunteers Arts in Education/Reflections Bonding, Liability, Property Insurance Council Dues Council Scholarship Donation Conventions/Leadership Training (State and National, PTA Day at Capitol, Advocacy Training, etc.) 2, Donations to Georgia PTA (Arts in Education, Memorial Fund, Centennial Celebration) Fall Festival Expenses 1, Family Night Dinner Expenses Hospitality Incorporation Renewal Fee Juvenile Protection Membership Campaign Miscellaneous Expense Newsletter and Publicity Officers Expenses (telephone, tolls, travel, etc.) Postage Programs Scholarship Supplies Wrapping Paper 3, Total Projected Expenses $12, Start Up For Fiscal Year Beginning July 1 3, TOTAL $16, Adopted by the Association (Date): everychild. onevoice.

12 Leadership Resource Section 5: Financial Management: A Treasurer s Guide ANY SCHOOL PTA/PTSA SAMPLE TREASURER'S REPORT February 20 BALANCE ON HAND: 1/31/20 $2, INCOME Monthly YTD Budget Variance Local Membership Dues (@ $2.75) , Investment Bank on $2,500) (16.67) Donations from PTA parents 1, , , Fundraising Projects Carnival , , Book Sale (143.86) TOTAL INCOME: $1, $4, $3, $1, EXPENSES. Administration Supplies Past Presidents Pin Printing Mailing Permit Postage Liability Insurance Bonding Insurance Leadership Education District/Council Conferences State Convention Leadership Publications/Brochures/Our Children Committees Membership Programs Volunteer Recognition Awards (3) Special Appreciation Awards Projects Carnival Book Sale Reflections Parent Education (156.00) Student Enrichment Grants Self-Esteem Program Reading Scholarships TOTAL EXPENSES: $ $3, $4, $ BALANCE ON HAND: 2/18/20 $4, Receipts not belonging to unit State and National Dues $3.75) $1, Disbursement of funds not belonging to unit State and National Dues $3.75) 1, Balance due to state PTA office $ Submitted by, Treasurer everychild. onevoice.

13 Leadership Resource Section 5: Financial Management: A Treasurer s Guide ANY SCHOOL PTA/PTSA SAMPLE ANNUAL FINANCIAL REPORT BUDGET YEAR AUGUST 20 TO AUGUST 20 Balance Forward July 1 $ YTD ACTUAL RECEIPTS Checking Account Interest $ Membership Dues $2.50) 2, Fund Raising Projects Fall Festival $3, Family Night Dinner 2, Wrapping Paper Sales 7, Total Fund Raising Receipts $13, Total Unit Receipts $15, TOTAL RECEIPTS $16, YTD ACTUAL EXPENSES Arts In Education/Reflections $ Audit Expense Bonding/Liability Insurance Conferences/Conventions (State, National, District, Council) 1, Council Dues Council Scholarship Donation Faculty & Staff Appreciation Fall Festival Expenses 1, Family Night Dinner Expenses Hospitality Juvenile Protection Membership Campaign Miscellaneous Expense Newsletter and Publicity Officers Expense Postage Programs 1, Scholarship Supplies Volunteers In Education Wrapping Paper Expenses 3, Total Unit Expenses $11, Grant to School/Computer Software, Science Equipment, Library Books 3, TOTAL EXPENSES $14, Start Up For Fiscal Year Beginning July 1, 20 $ 1, RECEIPTS NOT BELONGING TO UNIT State and National PTA Dues $3.75) $ 3, DISBURSEMENT OF FUNDS NOT BELONGING TO UNIT State and National PTA Dues $3.75) $ 3, Balance Due to State PTA office $ 0.00 Submitted by:, Treasurer everychild. onevoice.

14 CHECK REQUEST FORM REQUESTER FILLS IN THIS SECTION Date of request Person requesting Requester s phone number Make check payable to Amount of check $ Purpose Signature of requester Note: If item has already been purchased, please attach receipt(s) to this form. Othe rwise, provide receipt(s) as soon as possible after purchase. Approval must be obtained on all purchases. Failure to obtain approval may result in purchaser having to incur the expenses. Signature of the PTA president is required before treasurer will issue check. Approval Date FOR TREASURER S USE ONLY Date issued Check number Charged to what budget item Comments Treasurer s signature everychild. onevoice.

15 CASH VERIFICATION FORM Date Activity Chairperson Budget category Coins X.01 = X.05 = X.10 = X.25 = X.50 = X 1.00 = Currency X $1.00 = Total 1 $ X $5.00 = X $10.00 = X $20.00 = X $50.00 = X $ = Total 2 $ Checks How many? (Attach itemized list) Total 3 $ Cash Box Reimbursement (change/petty cash) Total 4 $ Grand Total (Total 1 + Total 2 + Total 3 - Total 4) $ For Membership Dues Collection Only # $ (dues) = $ + donations $ - petty cash $ = $ Please note: This total should equal the above Grand Total. Verification: (signature of the two counters) The undersigned certify these funds were received and properly accounted for. Signature Signature For Treasurer s Use Only Amount received: $ Date received: Date deposited: Treasurer s Signature Date Note: After the treasurer verifies and deposits funds, he or she should provide a copy of the deposit slip to the person who submitted the funds everychild. onevoice.

16 IRS 990 FILING VERIFICATION Purpose: To remain in compliance with the IRS and in good standing with Georgia PTA. Instructions: IRS 990 filing is done at the end of the fiscal year as indicated in your bylaws. 990 returns must be mailed or e-filed no later than the 15 th day of the fifth month after the end of the fiscal year. Example: If your Fiscal Year is July 1 to June 30, the 990 is due November 15. Submit completed form and attachment as described below within 10 days of filing date to: Georgia PTA, 114 Baker Street, NE, Atlanta, GA If a paper copy is filed, copy page 1 of the return and attach to this form. The original should be sent registered mail to IRS service center, a complete copy to Georgia Department of Revenue, and a complete copy should be kept with PTA permanent records. State copy mailing address: Georgia Department of Revenue P.O. Box Atlanta GA Federal copy mailing address: Internal Revenue Service Center Ogden, UT If the 990 is filed electronically, print 3 copies of the e-filing receipt. Keep one for your PTA permanent records, send one copy to Georgia Department of Revenue, and attach one to this form. Local Unit ID# Council District Local Unit Name Local Unit Fiscal Year End Date per Bylaws EIN # IRS 990N was accepted date Submitted by PTA Position IRS 990 EZ: Mail Date Date 990-N - Electronic Postcard Return of Organization Exempt from Income Tax Organizations with gross receipts between $0 and $50,000 must file form 990-N, also known as the e-postcard. 990EZ - Short Return of Organization Exempt from Income Tax Organizations with gross receipts between $50,000 and $200,000 and assets less than $500,000 must file form 990EZ. If a PTA makes more than $1,000 in unrelated business income, it must file a Form 990-T. If a PTA has changed the fiscal year in the bylaws or changed its name, Form 1128 must be filed. If a PTA wishes to request an extension of time to file Form 990 or 990-EZ, it should complete and file Form 8868 with the IRS before the deadline determined by the close of the PTA s fiscal year. For more information, visit everychild. onevoice.

17 Leadership Resource Section 5: Financial Management: A Treasurer s Guide Form ST-5 (Rev. 11/2012) STATE OF GEORGIA DEPARTMENT OF REVENUE SALES TAX CERTIFICATE OF EXEMPTION GEORGIA PURCHASER OR DEALER To:,, (SUPPLIER) (DATE) (SUPPLIER S ADDRESS) (CITY) (STATE) (ZIP CODE) THE UNDERSIGNED DOES HEREBY CERTIFY that all tangible personal property purchased or leased after this date will be for the purpose indicated below and that this certificate shall remain in effect until revoked in writing. Any tangible personal property obtained under this certificate of exemption is subject to the sales and use tax if it is used or consumed by the purchaser in any manner other than that indicated on this certificate. (Check appropriate box.) [ ] 1. Purchases or leases of tangible personal property or services for resale. O.C.G.A [ ] 2. For use by the Federal Government, The American Red Cross, Georgia State Government, any county, municipality, qualifying authority or public school system of this state. Payment must be made by warrant on appropriated Government funds. A Georgia sales and use tax number is not required for this exemption. O.C.G.A (1). [ ] 3. Purchases or leases of tangible personal property or services for RESALE ONLY by a church, qualifying nonprofit child caring institution, nonprofit parent teacher organization or association, nonprofit private school (grades K-12), nonprofit entity raising funds for a public library, member councils of the Boy Scouts of the U.S.A. or Girl Scouts of the U.S.A. THIS EXEMPTION DOES NOT EXTEND TO ANY PURCHASE TO BE USED BY OR DONATED BY THE PURCHASING ENTITY. A Georgia sales and use tax number is not required for this exemption. O.C.G.A (15),(39),(41),(56),(59),and(71). [ ] 4. Materials used for packaging tangible personal property for shipment or sale. Such materials must be used solely for packaging and must not be purchased for reuse by the shipper or seller. O.C.G.A (94). A Georgia sales and use tax number is not required for this exemption. [ ] 5. Aircraft, watercraft, motor vehicles, and other transportation equipment manufactured or assembled in this state sold by the manufacturer or assembler for use exclusively outside of this state when possession is taken by the purchaser within this state for the sole purpose of removing the property from this state under its own power due to the fact that the equipment does not lend itself more reasonably to removal by other means. A Georgia sales and use tax number is not required for this exemption. O.C.G.A (32). [ ] 6. The sale of aircraft, watercraft, railroad locomotives and rolling stock, motor vehicles, and major components and replacement/repair parts of each, which will be used principally to cross the borders of this state in the service of transporting passengers or cargo by common carriers in interstate or foreign commerce under authority granted by the United States government. Private and contract carriers are not exempt. O.C.G.A (33)(A). [ ] 7. For use by a federally chartered credit union, credit unions organized under the laws of this state, and credit unions organized under the laws of the United States and domiciled within this state. A Georgia sales and use tax number is not required for this exemption. 12 U.S.C.S. 1768; O.C.G.A PURCHASER S BUSINESS ACTIVITY Under penalties of perjury I declare that this certificate has been examined by me and to the best of my knowledge and belief is true and correct, made in good faith, pursuant to the sales and use tax laws of the State of Georgia. Business Name: Sales Tax Number: Business Address: City: State: ZIP Code: Purchaser's Name: Signature: Title: A dealer must secure one properly completed certificate of exemption from each buyer making tax exempt purchases. Certificates of exemption must be obtained by the dealer within 90 days of the exempt sale being completed. The dealer must maintain a copy of the certificate of exemption presented for audit purposes everychild. onevoice.

18 Purpose Instructions: This payment represents dues collected for new members for the following month: Note: If no dues are collected during a month, it is NOT necessary to submit this form. FOR OFFICE USE ONLY: everychild. nevoice.

19 TREASURER MONTH BY MONTH GUIDE APRIL (Right after you are elected) TRANSITION MEETING - Meet with the outgoing treasurer. FINANCIAL REVIEW / AUDIT - Make sure that a financial review/audit is done for the current year. ACCOUNTING - Establish an accounting procedure if none exists. BUDGET- Meet with the Budget Committee and set your realistic budget for the year. INSURANCE - Make sure that all insurance has been obtained. INCORPORATION - Make sure your unit is incorporated. MAY/JUNE/JULY SIGNATURE CARDS - Should be changed at the bank at the end of the school year. TRAINING - Attend National Convention and Georgia Convention Leadership Training. TAXES - Make sure appropriate forms for the current fiscal year have been filed. AUGUST DUES - Pay State and National portion of Membership Dues to Georgia PTA. COUNCIL DUES - Pay Council Dues upon receipt of invoice. DONATIONS - Pay Georgia PTA any donations your membership approves. ACCOUNTING - Keep the books up to date at all times. BUDGET - Review and ensure that it still meets the needs of the organization. DEPOSITS - Make all deposits promptly and with all the proper paperwork. PAYMENTS - Make all payments by check promptly and with all the proper paperwork. BANK STATEMENTS - Reconcile and review by the President and a non-signing third party. TREASURER REPORT - Give at every Executive Committee, Board of Directors and General Membership meetings. FUNDRAISING - For every one fundraising activity, there should be at least three projects aimed at advocating for children, parents, and school improvements. TAX EXEMPTION - Only applies to items purchased for resale. You must pay taxes on items for use by the PTA unless you are selling those items. TAX EXEMPTION LETTER - Contact the GA PTA State office for a copy. GEORGIA SALES AND USE TAX EXEMPTIONS O.C.G.A July 18, 2007 (56) Sales by any qualified nonprofit parent teacher organization. Application is through letter application. NOTE: Purchases made by a nonprofit parent teacher organization for use are subject to Georgia sales and use tax. Letter of Authorization TRAINING - Attend all available training. SEPTEMBER DUES - Pay State and National portion of Membership Dues to Georgia PTA. FINANCIAL REVIEW / AUDIT - Send a copy of the financial review/audit to the Georgia PTA by the last business day. ACCOUNTING - Keep the books up to date at all times. BUDGET - Review and ensure that it still meets the needs of the organization. DEPOSITS - Make all deposits promptly and with all the proper paperwork. PAYMENTS - Make all payments by check promptly and with all the proper paperwork. BANK STATEMENTS - Reconcile and review by the President and a non-signing third party. TREASURER REPORT - Give at every Executive Committee, Board of Directors and General Membership meetings.

20 TREASURER MONTH BY MONTH GUIDE (PAGE 2) OCTOBER/ NOVEMBER/ DECEMBER/ JANUARY/ FEBRUARY/ MARCH/ APRIL DUES - Pay State and National portion of Membership Dues to Georgia PTA. ACCOUNTING - Keep the books up to date at all times. BUDGET - Review and ensure that it still meets the needs of the organization. DEPOSITS - Make all deposits promptly and with all the proper paperwork. PAYMENTS - Make all payments by check promptly and with all the proper paperwork. BANK STATEMENTS - Reconcile and review by the President and a non-signing third party. TREASURER REPORT - Give at every Executive Committee, Board of Directors and General Membership meetings. MAY/JUNE/JULY DUES - Pay State and National portion of Membership Dues to Georgia PTA. ACCOUNTING - Keep the books up to date at all times. BUDGET - Review and ensure that it still meets the needs of the organization. DEPOSITS - Make all deposits promptly and with all the proper paperwork. PAYMENTS - Make all payments by check promptly and with all the proper paperwork. BANK STATEMENTS - Reconcile and review by the President and a non-signing third party. TREASURER REPORT - Give at every Executive Committee, Board of Directors and General Membership meetings. ANNUAL REPORT - Give to the Executive Committee, Board of Directors and General Membership at your final meetings. BEFORE LEAVING OFFICE FINANCIAL REVIEW / AUDIT - Make sure that a financial review/audit is being done for the current year. SIGNATURE CARDS - Should be changed at the bank at the end of the school year. INSURANCE - Make sure that all insurance is up to date. INCORPORATION - Make sure your unit incorporation is up to date. TAXES - File appropriate forms for the current fiscal year. TRANSITION MEETING - Meet with the incoming treasurer and brief them on your PTA financial business. TRAINING- Attend National Convention and Georgia Convention Leadership Training.