PTA bank statements should be sent to the PTA’s permanent address, usually the school. Statements should never be sent to the home address of a check-signing officer.
Most banks will prepare and mail bank statements monthly on the date requested by the PTA. When establishing the statement date, take into consideration the timing of executive board and association meetings. While the bank statement should be used to help create the Treasurer’s Report, it may be necessary to include on the Treasurer’s Report income received and checks written after the most current bank statement date. The end date for each Treasurer’s Report should be just before the date of the meeting so that the information given to the executive board and/or association is as accurate and up-to-date as possible.
If a physical bank statement cannot be mailed to the school site, a non-check signer, usually the financial reviewer, should be added as view only person on the bank account. They can review the statement online and then sign a downloaded copy PDF of the statement.
Try to use a bank that returns canceled checks or provides copies with the bank statements. This will facilitate the financial review process. If canceled checks are not returned, the bank must provide photocopies or copies that may be printed from online access. If the cost of obtaining a paper bank statement is cost prohibitive for the PTA, a non-check signer may print the statement from the PTA’s online access. If electronic statements are available, a copy should be sent to the elected officer who is reviewing the bank statement monthly.
Another elected officer who does not sign checks (often the financial reviewer) must open, review, sign and date the bank statements prior to presentation to the treasurer for reconciliation. Using the treasurer’s financial reports, minutes and the bank statement, conduct a five minute financial review.
Five Minute Financial Review Procedure
Step 1: Look at the checks. Verify
- Two signatures on every check
- Payee, amount and date match the treasurer’s report
- Purpose of payment is included in the check’s note section
Step 2: Look at the deposits. Verify
- Date and amount match the treasurer’s report
- Deposits have been timely
Step 3: Assure no online payments or withdrawals have been made using a debit/ATM card. Assure no cash withdrawls have been made.
Step 4: Reconcile the bank statement to the treasurer’s report.
- Make adjustments for checks that have not cleared and deposits not shown.
Step 5: If necessary, contact the treasurer to determine the source of any errors. Corrections, if required, are included in the next treasurer’s report. Report findings, if any, to unit president, treasurer and financial reviewer (if the reviewer isn’t the financial reviewer).
The five-minute financial review will not reveal that the treasurer allocated income incorrectly, but it will point out that a deposit showing on the treasurer’s report didn’t actually make it to the bank or that a check cashed by the bank didn’t show up on the treasurer’s report. If this happens, ask more questions and investigate further.
Reconciling Bank Statements
The treasurer should reconcile the monthly bank statement(s) and compare with the check stub/register balance promptly to ensure that bank and financial records are correct. Identify differences, note outstanding checks and determine the adjusted bank balance at the end of the month. This establishes the funds available against which checks may be written.
After reconciliation, file all supporting receipts, details of deposits, canceled checks in numerical order and duplicate deposit slips. Make notations in the check register of all cleared checks, not any uncashed checks, and indicate that the account was reconciled. Provide a copy of the reconciliation, along with the bank statement(s) to the financial reviewer or other non-check signer for review. The officer reviewing the reconciliation should sign and date the reconciliation and return it to the treasurer. The treasurer shall place the reconciliation, bank statement(s), and all other items listed above on file for financial review.
