Handles treasury, accounting, budget, and tax activities of the PTA. Oversees financial and accounting system controls and standards and ensures timely financial reports.

Responsibilities

1. Ensure the financial records have been audited before beginning a new PTA fiscal year. Bylaws establish the nature of the audit. Financial records should be audited at least annually, even if the same person has been elected to a second term.

2. Review materials, duties, bylaws, and suggestions with retiring treasurer.

3. Review publications available from the National PTA and PTO Today.

4. Remind the executive committee:

A. Bank signatory cards must be updated.

B. It is the responsibility of all elected officers to be sure that proper financial procedures are being followed.

C. PTA funds belong to the membership of the unit. Members approve how funds are raised and how funds are spent. The budget and any amendments to the budget must be adopted by the membership.

D. Funds should be raised for the purposes defined in the adopted budget. Fundraising should be a means to achieve goals and purposes, not a goal itself.

E. Children should not be involved in any fundraising activity that might place them in an unsafe situation.

F. Many financial records must be kept permanently. The National PTA Annual Resources includes a Records Retention Schedule with guidance on this.

G. Must file proper informational returns (990E2 or 990 with Schedule A and if applicable, Schedule B) when Internal Revenue Service regulations require.

Duties
1. Serve as chair of the budget committee and present the proposed budget to the executive board for approval and/or recommendation, and then to the general membership for adoption.

2. Keep complete and accurate financial records.

A. Money must always be counted by two people. Whenever possible, the treasurer and chairman submitting funds should arrange to count money together.

B. Deposit all money immediately in a PTA account in a bank that has been approved by the executive board. Keep a copy of deposit records.

C. Pay all bills by check, not cash, in accordance with bylaws and procedures. Blank checks should never be signed.

D. Make payments for official membership.

1. Send first payment of state and National dues as instructed by chair, with a completed DUES NOTICE, postmarked no later than October 1. (Units are not eligible to receive any National PTA membership awards if this deadline is not met.)

2. Send additional dues payments as instructed by chair when applicable.

3. Dues payment must reach the state office postmarked no later than March 25 to count towards membership awards or be used in determining the number of delegates for the Illinois PTA Convention. The final dues payment of the year is due no later than June 25.

E. Record all transactions (receipts, disbursements, deposits) immediately in ledger. A computer accounting system may be used if all licensing agreements are followed and the records are regularly backed up and printed.

F. Keep checkbook register up-to-date.

1. Reconcile bank statement as soon as it is received.

2. Keep canceled and voided checks, bank statements, and expense records together.

3. Keep any correspondence from bank with appropriate statement, e.g., checks returned for insufficient funds.

4. Provide a complete written financial report at every meeting-executive committee, executive board, general membership, and an annual report at the final meeting of the year.

5. Attend PTA functions whenever possible.

a. Have all financial records in hand. The records belong to the membership and may be viewed upon request. The treasurer serves as the custodian of the financial records.

b. Be available to assist in collecting money, counting money, giving receipts, and paying approved bills.

6. Provide ALL financial records and related documents to the audit committee. The treasurer may not serve on the audit committee or attend its meeting(s), but should be available to answer questions.

As an Executive Committee Member
1. Be an enthusiastic supporter of all the activities and projects of PTA.

2. Be an ambassador of PTA, saying positive things about activities and explaining PTA to people who may not understand what we are about.

3. Be a membership promoter.

4. Encourage members to become active participants.

5. Be host/hostess at any PTA function, making sure everyone is comfortable and feels welcome.

6. Keep eyes and ears open to needs, concerns or problems of board and general members.

7. Look for issues or concerns that the PTA should be tackling.

8. Read all material provided and encourage its use by the board and membership.

9. Attend PTA meetings, which in 2007-2008 will be held:
September 19 – 6:00 p.m.
November 13 – 9:00 a.m.
January 17 – 6:00 p.m.
March 14 – 9:00 a.m.
April 16 – 6:00 p.m.
May 12 – 9:00 a.m.

10. Provide a brief written committee report for e-mail distribution in October and December.

11. Write a 1-page review at the conclusion of a program or event for which the Treasurer is responsible.