Treasurer’s File & Records
Complete treasurer’s records should contain the following:
- Financial reviewer’s reports, checklists and recommendations for current and one prior year
- Budget and budget versus actuals reports and updates
- Bylaws and standing rules
- Certificate of Insurance
- Copy of Insurance Guide
- Copy of current Letter of Determination for Tax Exemption
- District-specific information
- Employee records, current
- Federal Employer Identification Number (EIN)
- Copies of tax filings
- Information sheet listing the name, address and phone number of all financial institutions used, along with any passwords and information pertaining to computerized records.
- Corporate number, if applicable; California State Franchise Tax Board entity number, and Attorney General Charitable tax number.
- Annual financial reports
- Monthly financial reports (including treasurer’s reports and financial secretary’s reports)
- Financial ledger (may be kept electronically) and checkbook register(s)
- Remittance forms to council and/or district PTAs
- Workers’ Compensation Annual Payroll Report
- California State PTA Toolkit, Finance, and Forms, and Job Descriptions
- Recommendations for successor
When there is no financial secretary, complete treasurer’s records also include:
- Bank statements and reconciliations (reviewed and signed by non-check signer)
- Completed Cash Verification Forms with supporting documentation and bank deposit slips attached
- Completed Payment Authorization Forms with receipts attached
- Completed EFT/Bank Bill Payment Authorization Forms with supporting documentation attached
- Completed Authorizations to Transfer Funds Between Accounts with supporting documentation attached
- Voided checks
For each bank account, record in a secure location the account number, place of deposit, and elected officers authorized to sign on the account. If a manual ledger is used, write inside the front cover of the treasurer’s book. Keep the checkbook in a safe place. Ensure that the secretary records the elected officers authorized to sign on the account in the minutes of the association election meeting or whenever the executive board fills a vacant position.
All supplies listed below are legitimate PTA expenses, reimbursable upon approval of the executive board.
Bank Deposit Book
Bank Deposit Slips
Checks: Imprinted with the legal name of association, address, two signature lines, and the following wording: “Void if not cashed within 90 days” and, “Two signatures required.”
Deposit Stamp: Includes “For Deposit Only,” name of PTA and account number.
File or Envelope: For filing bills and receipts.
Locking Money Box or Safe: For temporary holding of cash.
Numbered Receipt Book: A numbered invoice book may also be useful.
Portable File or Binder: To hold treasurer’s current records.
Storage Box: To hold treasurer’s records not in current use.
Treasurer’s Book (Ledger Book): Used to keep track of all transactions (Ledger Sample). May be kept electronically instead.
Payment Authorization/Request for Reimbursement Forms: Written requests for an expenditure or reimbursement (Payment Authorization/Request for Reimbursement Form).
Cash Verification Forms: Used by at least two PTA members when counting monies to verify cash and checks received.
Accounting/Financial Software: May be purchased outright or licensed yearly.
USB/Flash Drives: To store backup copies of financial records and documents and/or transfer files to successors.