I need help, PLEASE! I've been asked to be the treasure and really don't know what what I'm getting into. The previous treasurer just got up and left now we're trying to figure out how to do this. The school telling me file for PTSO and I'm not sure what they are talking about. I'm willing to give it a shot but just need to be pointed in the right direction.

The nice thing about being treasurer is that you can do alot of the work at night, after the kids are in bed, on your own schedule. But, you do need to stay on top of the work. Checks must be written in a timely fashion, deposits must be made right away, the checkbook must be reconciled each month, and you must report your financial transactions, and progress against budget each month. Short cuts like skipping the second signature on a check will undermine your group's financial integrity.

If you are a computer programmer, you probably have an analytic sense. That, coupled with a vicious desire for accuracy, are good traits for a treasurer. Most of treasuring is common sense. It might help to be a trained accountant, but it's not imperative (I personally had trouble with accounting in college, but actually enjoyed my 4 years as PTO treasurer).

EDIT: Editor's Note: We just released a complete "Treasurer's Toolkit." It's a comprehensive resource with detailed instructions, field-tested-and-perfected tips, and sample forms and tools. The vast majority is right from Critter herself. Check it out here: www.ptotoday.com/store/ -- Tim

[ 06-03-2005, 10:31 AM: Message edited by: Rockne ]

I am considering becoming treasure of our PTO. The board vote meeting will be next week, and I have to make a decision on whether or not I want to take on this duty. I work full time, and am terrified that I won't be able to handle this task. The old treasurer wants out, and no one else wants to take over. I am a computer programmer, and I know nothing about accounting, or a treasueres duties.


Thanks!

[ 06-03-2005, 10:52 AM: Message edited by: Rockne ]

Here's my top to do's

1. Is your PTO going to be a committee of the school (as many junior hi/middle school groups are) or a separate legal entity?

2. Draft and adopt bylaws, including a mission statement so you know what your group intends to do with the money you'll take care of.

3. Set financial controls and policies such as deciding who will be authorized to sign checks, who authorizes spending, and require 2 signatures per check.

4. Set up a checking account (check around for the bank with the least fees). If your group is a committee of the school, you'll use the school's tax id # to set up the account (with the admin's permission of course). If you are indep, you'll need to get an EIN (tax id number) from the IRS first. Fill out form SS-4 from www.irs.gov and follow directions.

5. Using your mission statement as a guide, set up a percentage breakdown of how your group will spend the money you raise. For example, if a large part of your mission is to provide enrichment opportunities, you might declare that 30% of your budget will be enrichment activities such as assemblies or field trips. Your officers should spend some serious thinking time on this as it will guide your whole year financially. Present the budget pie to your members for approval.

6. Set up some form of a journal to record the financial activity of your group. Many treasurers use Quicken, Quickbooks, or MSMOney, but you can start out with a simple notebook. Each category in your journal should coincide with the budget categories you approved earlier. Over time, you'll be able to refine your budget as your group experiences results from fundraising and expenditures. This first budget is just your best guess based on your mission statment and projected fundraising success.

7. As financial transactions occur, log them against the proper category in your journal and in your checkbook.

8. Each month: Prepare a report of status for your members each month. Reconcile the bank account each month.

That should get you started! Welcome to the world of PTO!

HELP!!!!!!I went to the 2nd PTO/PTA meeting last night, I missed the 1st. Our school is just starting the organization at our junior high, I don't know if there has been one in the past but I believe this is the first time there has been one organized. I was elected Treasurer, NOW WHAT. I am still I guess in a state of shock or confusion or whatever. I guess I should be thankful that I was nominated for President like a friend wanted to do. I do not have a clue where to begin, since there has never been a PTO/PTA at this school. If anyone has any help or advice, I know I could use some.