Question: School Staff operates finances

Are PTA members suppose to purchase all items out of our pockets and then the school scretary reimburse us becuase that's the way they've always done it, or they want us to make several trips to stores and bring totals back in order to get a check. What are the proper procedures for handling expenses. Also, school secretary is signing checks for the treasurer and wants president to just sign a blank check for later use?

Asked by brstewat1



Advice from PTO Today

Craig writes:
First of all, you should absolutely never sign a blank check. It's a very risky practice. What happens if someone gets hold of one of those checks and writes it to himself for every cent in your account? You might not have trouble proving it was stolen, but you'll have to wait for the legal process to run its course. And then if the person doesn't have the assets to repay you, it's possible you'll never get your money back. As far as expenses, you do have a restrictive process, but it's not unusual. It makes life a lot easier for the treasurer to have receipts and a completed reimbursement form before issuing a check. Some groups keep a small amount of cash on hand -- $50 or $75 -- for immediate purchases. A person signs for the cash, makes the purchase, then brings back the receipt and the change.

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