We don't make copies, one reason is that it's not a good idea for someone, (or many people) to have access to people's personal financial information. I would hate for a file full of copied checks to fall into the wrong hands. I don't even want to think about the liability.
We don't even record the check numbers on the deposit slips, which is bad, but we just get way too many checks to do that.
There was only one time, during our large fundraiser in the spring where we had a $17,000 deposit for one of the pick up dates that the bank sent a deposit correction and claimed one of the checks on my tape weren't in the deposit.
I know it was there. It was tallied three times and matched every time. I had my copy of the tape and there were too many checks for that amount to be able to narrow down who's check it was that "didn't make it." so we lost that $48.
I was president on a board where the treasurer photocopied every check, and I've been treasurer several years and I never copied checks. Like the others, we record the child's name, check # and date when we have a big fundraiser. But I don't see lots of value in photocopying the checks themselves. I'll post our check log on the File Exchange so others can use it if they want.
We don't make copies, either. Once, I wished we had, because a handful of checks for one of our events got "misplaced", and we didn't know whose checks they were to ask for replacement. (It turned out that we were able to ask two people and figure most of it out.) But, if you've misplaced the checks, you can't photocopy them either.
Generally, the copy of the check the bank sends you is sufficient for all your needs -- unless you have lots of Smiths in your school and no easy way to figure out which parent corresponds to which child.
I'm the Treasurer of our schools PTC. We use a form we created (sorta like a cash receipt log) that has the name of the fundraiser at the top, then we write the room #, student's name, check number and dollar amount on the form. I don't see the need for photo copying all of those checks. Say a check is returned for NSF by the bank, they will include a photo copy of just that check. And, if you record the check numbers and the student's name who submitted it, it should be relatively easy to track down the info you need. Also, I'm not sure if parents would want their account information photocopied like that.
Like you, I took over as Treasurer in the middle of last year. At first it was easy to do things the way they were, but as the year progressed and I became more comfortable in my position, I've been able to come up with ways that are easier and less time consuming.
I am the Treasurer of our PTO and have been since the middle of last school year so I'm fairly new. The former Treasurer met with me several times and was very adamant about the procedures for doing things so I didn't question much because I figured it was working so I would just keep going with it. (At least I didn't have a mess to clean up as so often happens!)
We just finished our first fundraiser, a huge one, and it was always the policy in the past to make a copy of all the checks that were received and attach them to the deposit form. The fundraising chair just called me and asked why we make copies of all the checks since it will take her hours to do. I told her that several times I was called upon last year to see if someone's check had cleared and I was able to look which deposit it was in but that was the only reason I could think of. I told her that she could just write the name and check number on the back of the form if she'd rather.
Is there another reason to make copies of the checks? Does anyone else do this? I'd love to be able to call her back and say "Stop! You don't have to!"
