FOR PTA TREASURERS
Treasurers are true heroes in our association! As a nonprofit organization, the Treasurer has a leadership role as both a board officer and perhaps the most important behind the scenes volunteer.
All board members, not just the Treasurer, have fiduciary responsibility for the financial position of their local unit PTA. However, the Treasurer plays a crucial role in maintaining the health of the organization.
The Treasurer's job includes precise tasks that ensure the local unit stays in good standing and meets IRS regulations and standards to keep their nonprofit status.
THE ROLE OF THE LOCAL UNIT TREASURER:
Has custody of all funds and finances;
Keeps a full and accurate account of receipts and expenditures;
Makes disbursements in accordance with the budget adopted by the general membership;
Presents a written financial statement at every meeting and at other times when requested by the executive board;
Prepares an annual financial report at the close of the fiscal year;
Has the accounts examined according to the financial reporting procedures outlined in your bylaws;
Submits a 990N, 990EZ, or 990 form per IRS regulations; and
Remits dues to the Fairfax County Council PTA and the Virginia PTA.
ALL ABOUT DUES:
Dues MUST be submitted to both the Fairfax County Council PTA and the Virginia State PTA.
FCCPTA dues are $.025 per member. VAPTA dues are $3.75 per member. ($2.25/member for National PTA and $1.50/member for Virginia).
FCCPTA dues are remitted by Dec. 1 (for members to date) and June 30 annually (for any members since first dues payment. VAPTA dues remitted monthly starting in September.
We encourage all local units to pay online via Member Hub:
If you are mailing your FCCPTA Membership Dues: Fill out the 2023-2024 FCCPTA Dues Remittance Form. (NOTE: Treasurers should keep a copy of this form for PTA records).
Make checks payable to Fairfax County Council of PTAs
Mail your form and check to:
FCCPTA, Attention: Treasurer
P.O. Box 3535
Merrifield, VA 22116.
Please do not remit dues via certified mail or have a signature required for delivery.
Questions? treasurer@fccpta.org
SUBMITTING
YOUR LOCAL UNIT DUES TO FCCPTA:
SUBMITTING YOUR VAPTA DUES:
PLEASE use the MemberHub membership program to submit your membership list and dues (select “Unpaid PTA Members Invoice”).
Starting September 30th, MONTHLY submission of dues are recommended.
VAPTA dues are $3.75 per member. (National dues are $2.25/member and State dues are $1.50/member. The Virginia PTA remits dues directly to National PTA on your behalf).
Questions? Call us at 804- 264-1234 or email us at treasurer@vapta.org
GOOD STANDING-
WHAT IS IT?:
“Good Standing” allows local units to participate in FCCPTA-sponsored events and programs, leadership trainings, Reflections, scholarship and grant programs, as well as vote in general membership meetings.
In order for Virginia PTA to include your local unit under the group exemption, they must be able to provide the IRS with specific data about your PTA if needed.
Therefore, it's critical that you keep your PTA in "Good Standing" by annually providing the Virginia PTA with documentation that enables them to maintain your 501(c)3 status.
ENSURING GOOD STANDING -
A HOW TO:
Upload following to MemberHub & email to liaison@vapta.org:
1. Executive Board Contact Information (instructions)
2. Annual Financial Review
3. Annual Tax Filing
4. Membership List
5. Membership Dues
6. Adopted Bylaws
You should also be able to provide the following annual compliance documents upon request:
1. Standards of Affiliation (SOA) Agreement Form
2. Conflict of Interest Policy
TREASURER FORMS:
> Single Document Treasurer Request Form
> Check Request Form
> Deposit Receipt
> Record of Deposit
> Request for Advance
> Request for Disbursement of Funds
> NPTA Fraud Check List
> Treasurer’s Monthly Checklist
> Financial Review Instructions
> Financial Review Form
> IRS 990 Form & Instructions
> Annual Report Sample
> Budget Sample
> Treasurer's Report Sample