Your Main Role – Treasurer
You are the official keeper of PTA funds. You track all money coming in and going out, pay bills, prepare financial reports, and make sure taxes and required filings are submitted on time.
When You First Start
- Review last year’s financial records, budgets, and tax filings
- Talk to the outgoing treasurer for tips and advice
- Update bank signature cards and online financial account logins
- Meet with the president, secretary, and financial reviewer to set up how you’ll work together
- Set up a filing system for invoices, receipts, and payment authorizations
- Work with the budget committee to prepare the year’s financial plan
- Review the Insurance Guide
Every Month
Tracking Money:
- Keep a running record of all PTA income and expenses
- Submit a written financial report at every board meeting
Collecting Money:
- Ensure all cash is counted by two PTA members using Cash Verification Forms
- Receive funds from volunteers, issue receipts, and deposit promptly
Paying Bills:
- Receive itemized bills and prepare payment authorizations
- Issue checks with two signatures as approved by the board
- Keep the checkbook current and reconcile the bank statement each month
- Track and remit membership dues to council/district PTA
Every Year
- Chair the budget committee and present the annual budget for approval
- Prepare an Annual Financial Report covering the full fiscal year
- File all required federal and state tax forms by their due dates
- Submit financial records for review whenever required
- Preserve records per PTA Retention Policy and pass them to the next treasurer
Annual filings include: Unit Budget, Financial Reviews, Insurance Premium, Workers’ Compensation Report, federal/state tax forms, and California AG Registry forms (RRF-1 / CT-TR-1 if applicable). Secretary of State renewal
Key Resources
- California State PTA: org — Toolkit, Finance Chapter, Insurance Guide
- National PTA: org — E-Learning Workshops
- Your PTA accounting software and financial reports
- Tax Filing Support Center – Federal and state reporting help
- Online document upload program
- Online membership management and dues tracking
