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    • Home
    • Announcements
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    • Leader Resources
    • Calendar
    • PTAs within Council
    • CCCC Senior Scholarships
Clear Creek Community Council
  • Home
  • Announcements
  • About Us
  • CommYOUnity Membership
  • Leader Resources
  • Calendar
  • PTAs within Council
  • CCCC Senior Scholarships

Treasurer

 The treasurer, as the authorized custodian of the funds of the association, receives and disburses all monies indicated in the budget and prescribed in the Local PTA bylaws or as authorized by action of the association.

The incoming treasurer should discuss with the former treasurer the status of current fundraising activities, what money is available to be spent versus what is owed, and the bylaws as they relate to the treasurer’s responsibilities. 

Duties at a Glance:

  •  Study all references to duties and finances in the PTA bylaws, policies and standing rules.
  • Ensure your Local PTA meets all requirements of the Standards of Continuing Affiliation.
  • Keep an accurate and detailed account of all monies received and disbursed. Consider using the myPTEZ.com financial tracking tool.
  • Ensure all cash funds are counted by multiple individuals and documented with a Deposit Form: English | Spanish. 
  • Keep on permanent file the PTA Employer Identification Number (EIN), as assigned by the IRS, and the PTA sales tax permit, as assigned by the Texas Comptroller.
  • Present a financial report of all accounts at all membership and executive board meetings. View an Example Financial Report: English | Spanish.
  • Make timely deposits to the PTA bank account.
  • Make disbursements in accordance with the budget, as adopted by the membership, and verify each transaction is accompanied by a Funds Request Form: English | Spanish and necessary documentation.
  • Electronically file the appropriate Form 990 within 60 days of the end of the fiscal year. To ensure acceptance by the IRS, Form 990N (see Resources below), 990EZ, and 990 must be filed electronically. Here are some options for the electronic filing: 990 e-Filing Options.
  • File sales tax reports to Texas Comptroller as required (annually, quarterly or monthly).
  • Maintain a list of assets owned by the PTA.
  • Submit all required items to the Financial Reconciliation Committee in a timely manner.
    • Watch SPOTLIGHTS Get Financial Reconciliation Ready! A Treasurer's Guide video 

Required Duties

  •  Reconcile the checking account to the bank statement.
  • Reconcile any credit card or merchant accounts to the bank statement.
  • Transfer funds from any e-commerce account to the checking account.
  • Reconcile any e-commerce account and verify transfers only to the checking account.
  • Generate financial reports for executive board and/or membership meetings.
  • Propose any budget amendments as needed.
  • Deposit and disburse funds as needed and record in accounting software/ledger.
  • Record sales tax and state/national dues in escrow or liability account.
  • Coordinate with the membership chair to submit members/dues to Texas PTA.

Recent Updates from Texas PTA:

  • Texas PTA will allow PTAs to purchase gift cards. Any gift cards purchased by a PTA/PTSA should not exceed $25 in value and must be retail specific (branded cards of restaurants, stores, etc.). Generic cards such as MasterCard and Visa are not permitted.
  • Texas PTA will allow Local Unit PTAs to use limited electronic banking for electronic payments to the Texas State Comptroller and Texas PTA.
  • Texas PTA has removed the restrictions on the Secretary, in the Local and Council Bylaws, from being a signer on the account or a reviewer of​ bank accounts.

Resources and Training:

  • Basics Treasurer Resource Guide: English | Spanish
  • Basics Treasurer Quick Start Guide: English | Spanish
  • Texas PTA BASICS: Treasurer Webinar
  • Sales Tax Flowchart
  • View Form 990-N Filing Guide & How to File a 990-N: English | Spanish
  • 1099-NEC Filing Guide
  • Statement Review by Non-Signer Form: English | Spanish
  • Dues Refund Policy and E-Commerce Policy
  • Local PTA W-9 Download
  • Local PTA W-9 Example
  • School Fundraisers and Texas Sales Tax
  • Learn about Texas PTA's Preferred Insurance Provider
  • Payment Collection System Comparison
  • SPOTLIGHTS Get Financial Reconciliation Ready! A Treasurer's Guide video

Forms and Templates:

  • Acknowledgement Letter/Donation Receipt -Example 
  • Disbursements Form Customizable
  • Donation to School District Example Agreement 
  • Financial Management Checklist
  • Fraud Prevention Checklist
  • Non-Signer Review of Bank Statement
  • Itemized Receipts Form Customizable PTA
  • Reimbursement Form Customizable PTA 
  • Texas Sales and Use Tax Exemption Fill-In Form
  • Hotel Occupancy Tax Exemption Fill-In Form
  • Financial Statement Templates


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