The treasurer is an elected officer and the authorized custodian of all funds of the local PTA. Some responsibilities of the office are specified in the unit bylaws and others are established by district PTA and California State PTA procedures. The treasurer’s duties also include keeping records and preparing reports to comply with local, state and federal laws. The outgoing treasurer cannot pay bills after the end of their term when the books are closed for audit. Upon assuming office, the incoming treasurer may pay authorized bills and deposit funds in the PTA bank account before the audit is completed.
The Treasurer shall:
- Keep such permanent books of account and records that shall be sufficient to establish the items of gross income, receipts and disbursements of the association, including specifically the number of members, the dues collected from the members and amount of dues remitted through channels to the California State PTA. Such books of account and records shall at all reasonable times be open to inspection by an authorized representative of the California State PTA.
- Chair the budget committee and prepare the budget for adoption by the association.
- Contact the bank to secure signatures of all authorized signers on all checking and savings account signature cards and file with the bank immediately upon taking office.
- Receive all monies from the financial secretary or from other volunteers counting monies received. Give a receipt. Deposit immediately in the name of the association in a bank approved by the executive board.
- Receive and retain a copy of the deposit slip for any deposit made.
- Pay all bills as authorized by the executive board or the association and on receipt of payment authorization signed by the recording secretary and the president.
- Secure two signatures on all checks. Including the president and treasurer, any two elected officers are authorized to sign, with the exception of the secretary and auditor. The authorized signers shall not be related by blood or marriage or reside in the same household. Bylaws of the Unit determine who is authorized within that Unit of the PTA to be a signatory.
- Keep an accurate record of receipts and disbursements in a ledger, which is a permanent record of the PTA.
- Keep the membership informed of expenditures as they relate to the budget adopted by the association.
- Remit all council, district, State and National portions of per capita dues monthly to the financial officer of the council/district.
- Prepare and present a Treasurere's Report at every meeting of the association and executive board and at other times when requested by the association.
- Be responsible for completing and forwarding all necessary report forms required by the California State PTA for insurance and for filing all tax returns and other forms required by government agencies.
- Present an Annual Financial Report to the association that includes gross receipts and disbursements for the year.
- Prepare a comparative budget versus actual revenues and expenditures report at least quarterly.
- Maintain continuous and direct communication with the president regarding finances. Advise board members of the status of the treasury and their individual budgets.
- Budget for proposed programs with information provided by the program committee chairman.
- Be aware of due dates for all financial transactions.
- Prepare for a midyear and year-end audit in the months stipulated in the bylaws.
- Attend the California State PTA convention finance workshops.
- Attend council and district PTA workshops and trainings, when scheduled.
- If the PTA has a bulk mail permit, verify funds are maintained in the account.
- Assist auditor to become familiar with the record-keeping system.