Guidelines for Computer Use

Computer-generated financial records must be stored to a backup external storage device (e.g., compact disk (CD),  jump drive) whenever updated.

Each report generated must show the title and time period covered.

PTA financial records must be kept on an external storage device containing only PTA financial records.

If an error is discovered prior to presenting a report, it may be corrected at that time.

If an error is discovered after the report/file has been presented, correct it by a journal entry, using the current date, adding an explanation. (If printed copies have been distributed, corrected copies with an explanation must be distributed at the next meeting.)

A hard copy of the computer register must be printed on a monthly basis and maintained in a bound book.

Maintain a checkbook register with the current balance at all times. This may be manual or computerized.

Electronic payments or wire transfers are not allowed. PTA bylaws require two elected officers to sign all checks.

In preparing the financial records for audit, the same procedures are followed as with records kept by hand. Printed ledgers, reports, deposit slips, bills, minutes, authorizations, and other records are submitted to the auditor, establishing a clear “audit trail” of the financial transactions of the association.

When financial records are kept on a computer, the following must be added to the permanent records of the PTA:

  • An information sheet listing all financial institution or bank account names and numbers;
  • An information sheet providing the name and version of the software program and type of computer operating system (Windows or Macintosh); and
  • Backup disk(s) of financial files.
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