PTO Treasurer’s Toolkit

The treasurer role can be a difficult position to fill. The good news is you don’t need to find someone with a financial or accounting background to be treasurer! We created this Treasurer’s Toolkit specifically for PTO and PTA leaders who don’t necessarily have experience handling budgets, bank accounts, and reports.

We’ll walk you through all the key financial steps of parent groups and everything you need to handle your parent group money correctly and keep accurate financial records. The toolkit includes tips on smart budgeting, instructions on how to create a treasurer’s report, a checklist of important monthly tasks, ready-to-use financial forms, customizable worksheets, and lots of other helpful tools and information.

Did you know that PTO Today Plus members get all our toolkits as part of their membership? If you’re a Plus member, you can download the complete Treasurer’s Toolkit right now. To learn more about Plus and all the benefits of membership, including access to all eight of our expert guides (retail value $332), visit

Buy Now Price: $49.00

After your purchase is complete, you’ll receive instructions on how to download the toolkit.


Chapter 1: The Treasurer’s Role
Job Description
9 Things Every Treasurer Should Know

Chapter 2: Getting Organized
Review Your Banking Relationships

Chapter 3: Budgeting
Creating a Budget for a New Parent Group
Creating a Budget for an Established PTO

Chapter 4: Essential Financial Controls
Keep Physical Control of Your Cash
Require Two Signatures for Checks
Maintain a Paper Trail
Reconcile and Report Monthly
Conduct an Annual Audit

Chapter 5: Ongoing Tasks
Processing Transactions
Updating the Transaction Log
Reconciling the Checking Account
Handling Bounced Checks
Reporting to Your Group
Record-keeping and Filing

Chapter 6: Annual Tasks
Risk Assessment Checklist
Year-End Financial Review
State Reporting Requirements
Annual Tax Information Return: IRS Form 990-EZ
Other Year-End Tasks

Chapter 7: Tackling Your PTO Tax Return
Which Form To File
IRS Wants To Help
Overview of Form 990-EZ
Overview of Schedules A, G, and O

Chapter 8: Transitioning to a New Treasurer

Appendix A: Annual Audit: A Key Tool Often Overlooked
Who Does the Audit?
When To Audit
What the Auditor Does
Making Things Easier
The Auditor’s Report

Appendix B: Changing Banks: The Basics

Appendix C: Figuring Finances for New Events
What Is a Cost Model?
Building a Cost Model
The Outcome

Also included:

  • Treasurer’s Job Description and Duties
  • Month-by-Month Treasurer’s Checklist
  • Annual Budget Samples With Descriptions
  • Budget Actual History Worksheet
  • Budget Category Transaction Worksheet
  • Budget Comparison Worksheet
  • Budget Sample Categories Worksheet
  • Proposed Budget Worksheet
  • Cash Box Request Form
  • Check Request Form
  • Deposit Notice Form
  • Deposit Split Form
  • Miscellaneous Charge Form
  • Reimbursement Request Form
  • PTO Record-Retention Rules
  • Treasurer Oral Report Outline
  • Checking Account Reconciliation Worksheet
  • Financial Activity Report
  • Performance to Budget Report
  • Returned Check Control Form
  • Sample Bounced Check Letter
  • Financial Risk Assessment Checklist
  • Completed Samples for Form 990-EZ and Schedules A, G, O
  • Line-by-Line Instructions for Form 990-EZ and Schedules A, G, O
  • Chart: Where To Include Fundraiser Info on Form 990-EZ
  • Treasurer Support for Form 990-EZ
  • Annual Financial Review Worksheet
  • Annual Financial Review Guidelines
  • Volunteer Auditor Cover Letter
  • Event Cost Model Template


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