EVERY MONTH
- Keep control of all financial documents
- Maintain accurate records of receipts and deposits
- Reconcile bank statement
- Have bank reconciliation verified by non-signatory
- Provide receipts for donations
- Analyze budget for possible need for amendments
- Prepare and present treasurer report for each board meeting and general membership meeting
- Pay dues when required
JULY/AUGUST
- Take over all financial records once the audit is completed and presented to the board for adoption
- Make necessary changes on signature cards for bank
- Go over the books and set up files to suit your preference
- Establish procedures for reimbursements, paying bills, and money handling within guidelines and present to board for approval
- Solicit input on what projects and programs will need funding in the proposed budget
- Using audit report, the year-end financial report, and funding requests work with the budget committee to formulate a proposed budget
- Present budget proposal to the board for approval
- Provide funds needed for Open House/Orientation
- Ensure insurance premium is paid
- Attend training
SEPTEMBER
- Verify membership dues deposit amounts with membership chair
- Present audit report to general membership for adoption and after adoption send a copy to VA PTA
- Present proposed budget to general membership for approval
- Distribute copies of approved budget to all board members
- Provide funds needed for Back to School Night
OCTOBER
- Continue to verify membership dues deposits with membership chair
- Prepare and submit the appropriate Form 990. Send copy to VA PTA
- Make sure Virginia Sales Tax Exemption Certificate (if applicable) is current
NOVEMBER
- Prepare dues collected to send to FCCPTA and VA PTA prior to December 1 (note local dues and
- State/National Dues are two separate payments)
JANUARY
- Analyze the budget to see if any amendments need to be presented to the general
- membership for approval (any amounts over $300)
APRIL/MAY
- Make sure all budget amendments over $300 have been presented to the general
- membership for approval
- Send notice to everyone that may have outstanding receipts to turn in reimbursement
- requests
- Make sure all minutes needed (those showing audit adoption, budget approval and any
- approval of budget amendments) are in the financial records for audit
- Make sure the board has approved an audit committee or auditor
JUNE
- Prepare financial files for audit
- Present financial files for audit to person or committee selected according to bylaws
- Schedule transition meeting with incoming treasurer to turn over records
- Prepare dues collected to send to FCCPTA and VA PTA prior to June 30 (tip: sending dues earlier in June will help your check clear before end of FY)
For questions or concerns, please contact Ann-Marie Ward, FCCPTA Treasurer, treasurer@fccpta.org.