Treasurer

Treasurer

Quick Start Items

Register as a LAPTA Leader at louisianapta.org/submit-officer-data-1.
Create an account with National PTA at PTA.org to access many resources and E-Learning courses.
Review the Mission, Purpose, Values, and Standards of National PTA and the traits of a successful leader.
Become a member of your local PTA. This is required for all Board members.
Review, understand, and print the LAPTA Toolkit: Treasurer for detailed guidance on financial practices. This is very important.
Work with the outgoing Treasurer to review your roles and responsibilities.
Know the Principals of PTA Financial Management.
Become familiar with the work of the Budget Committee and prepare a budget. View sample budgets.
Become an authorized signer on all PTA accounts and ensure access to bank accounts and financial records transition to the newly elected Executive Committee.
Order new debit cards for authorized bank signers. Credit cards are not allowed.
View E-Commerce Policy and Banking Policy.
Complete mandatory LAPTA training or e-learning at PTA.org as soon as possible.
Know your PTA Bylaws and Standing Rules. Email bylaws@louisianapta.org for the latest version of your Bylaws.
Provide training to incoming board members on financial best practices for your PTA found in the LAPTA Toolkit: Board of Directions Section 5.
Organize the Treasurer’s Binder.

Duties at a Glance

Study all references to duties and finances in the Local Unit PTA Bylaws and Standing Rules.
Ensure your Local PTA meets all requirements of the Active Affiliation Report which is due to LAPTA by October 28, 2022.
Keep an accurate and detailed account of all monies received and disbursed using the Expense Form and Deposit Form.
Consider using MoneyMinder.com for financial tracking.
Keep on permanent file the PTA Employer Identification Number (EIN), as assigned by the IRS. Email office@louisianapta.org for a copy.
Keep an up-to-date Passwords and Accounts Summary and Board Roster.
Review details on preparing the Budget.
Present the proposed budget to the General Membership at the first meeting of the year, line by line. Complete the Local Unit Budget Approval Form.
Electronically file at irs.gov or https://efile.990form.org the appropriate Form 990 within 5 ½ months of the end of the fiscal year which is usually November 15.
View details on Fundraising and Taxes.
Present a financial report of all accounts at all General Membership and Executive Board meetings. View a sample Actual v. Budget Report.
Ensure all cash funds are counted by multiple individuals and documented with a Deposit Form. Make timely deposits to the PTA bank account. National PTA recommends one day.
Submit all required items to the Audit Committee and its Audit Report in a timely manner.
Maintain an organized and complete Treasurer’s Binder throughout the year.
Complete the Treasurer’s Overview sheet throughout the year.
View Records Retention Policy.
Review policy on Gifts to Schools.
Provide Donation Receipts and Letters as needed.
Renew or acquire the recommended Insurance and Bonding. Include the expense in the budget.
Complete the Treasurer’s Year-End Financial Checklist in April.

Monthly Duties

Reconcile the checking account bank statement to the receipts from Expense and Deposit Forms.
Make sure all Deposit and Expense Forms are complete with attached documentation and receipts.
Transfer funds from any e-commerce accounts to the checking account.
Reconcile any e-commerce accounts and verify transfers are only to the checking account.
Generate Budget Reports for Board and General Membership meetings.
Propose any Budget Amendments as needed.
Deposit and disburse funds as authorized in the approved budget and record in accounting software.
Coordinate with the Membership Chair to submit membership dues to LAPTA.