Treasurer

Welcome to the Treasurer area of the Utah PTA web site.

 

 

Treasurer Information

 2016 Treasurer Handbook

Important to your sucess is use of the Treasurer Handbook which is below along with several documents to assist you with your work this year. If you have questions contact the PTA office at kids@utahpta.org.

 

 

Annual Financial Reconciliation & Year-End Transition

An Annual Financial Reconciliation (AFR) of the PTA’s books is required by the bylaws (Article VII, Section 6). The AFR is to be performed either by an AFR committee of at least three members of the PTA or by an auditor. An AFR committee would perform an “internal annual financial reconciliation,” following Utah PTA’s recommended AFR procedure checklist. An outside auditor is not required to perform an audit in accordance with generally accepted auditing standards. “Agreed-upon procedures” (based on the recommended internal audit procedure) are sufficient to fulfill the requirement. An auditor who is a member of the PTA could perform an “internal AFR” such as would be performed by an AFR committee.

Use the documents below to learn more information on the AFR requirement.

IRS Filings

All PTAs in Utah are required to make an annual filing with the IRS. The determination of which form is required is based on the Gross Receipts Test (see details below).

PTAs in Utah have a fiscal year of July 1 - June 30. 

* If you are filing a 990N, Utah PTA needs a copy of the confirmation email received.  Please forward that to your Council or Region BEFORE September 1, 2016.

* If you are filing a 990EZ, Utah PTA needs it to be sent to the Utah PTA office (DO NOT FILE DIRECTLY WITH THE IRS) by October 1, 2016.

IRS Forms and Websites:

Use the documents and forms below to get more information on IRS filings.

PLEASE REMEMBER TO FILE UNDER UTAH CONGRESS OF PARENTS AND TEACHERS DBA YOUR SCHOOL NAME USE THE UTAH PTA ADDRESS 5192 GREENPINE DR SLC, UT 84123

 

Determination Letter or 501(c)3 Letter

In your fundraising efforts, you may be requested by a company to have proof of your tax-exempt status.

The IRS issues a “determination letter” to organizations that have qualified for tax-exempt status. Because Utah PTA, as a central organization, determines which units are included as subordinates under its group exemption ruling, anyone seeking to verify that a PTA in Utah is tax-exempt can contact the Utah PTA treasurer.

Utah PTA can provide a letter about the group ruling and a copy of its determination letter from the IRS for potential donors, sponsors, or grantors. According to IRS Publication 4573, “donors may rely upon central organization verification with respect to deductibility of contributions to subordinates covered in a section 501(c)(3) group exemption ruling.”

Utah PTA will issue your PTA this letter if your unit is in good standing. This includes having paid membership dues this current fiscal year, have completed the required 990 tax filing and have current bylaws.

If you need a letter, send an email to kids@utahpta.org to request a letter and copy of supporting documentation. Make sure you include the name of your PTA, city you are located in and the name and address to whom the letter and documentation should be sent.

Keep a copy of the letter and supporting documentation until the end of the current fiscal year. It will be valid during the entire fiscal year.

Banking

Banks are strictly following guidelines when setting up a new bank account or changing signers.  When you are changing the signers on the bank statement, you should take

* All current signers and all new signers to the bank with photo ID
* A copy of your red stamped bylaws
* Minutes of the meeting where the new board was elected
You may also take a copy of one the letters below edited with your PTA information

Banks are not trying to hinder the work of PTA, they are trying to protect the money that is in the account for your membership.

 

Budgets, Financial Policies, & Procedures

The budget is your financial road map for the year. The budgeting process should be taken seriously. However, it does not need to be complicated.

Information about the budgeting process can be found in the "Budgeting Process" document (below). See "Sample Budget" for the proposed budget of Example Elementary PTA; this is the budget to be presented at Back-to-School Night to the general membership for their approval. "Sample Budget Detail" is a more detailed version for the use of the Executive Committee as they oversee the programs and activities for the year; having a more general budget approved by the membership will allow the Committee some flexibility as the year progresses.

Taking Credit Cards with your PTA

Many PTAs are asking if they can take credit cards for membership and for fundraising items.  Utah PTA requires the following guidelines to be met:

1. Check with your Region Director to find out if your school district has a policy for or against PTAs using credit cards in their school.  We must always follow district guidelines as we are guests in their schools.

2. Local PTAs should NOT start accepting credit cards unless there are at least three check signers and Utah PTA strongly suggest that they are bonded board members. (Bonding can be purchased for around $90.00 a year and will cover any board member who touches money, up to $10,000 through AIM Insurance, a Sponsor of Utah PTA)  There are also other Insurance companies that offer the same services.  

3. Local PTAs must be following proper procedures as a board with the following:

a. Holding monthly board meetings

b. Giving a verbal treasurer's report at each board meeting

c. Monthly reconciliation of bank statements

d. Minutes taken at every board meeting and printed out for the next meeting

e. Follow all financial guidelines in the Treasurer's Handbook must be adhered to

IF all of these guidelines are met, then the individual boards can start exploring the use of accepting credit cards for membership or fundraising purposes.  It must be made as a motion at a board meeting where a quorum is present, it must be voted on and it must be recorded in the minutes.

 

Procedure for Accepting Credit Cards

1.       Make sure your PTA is bonded. This is an extra insurance charge.  Most are around $100.00.

2.       Have all Internal Controls in place as mention in the Treasurer Handbook.

3.       Open an email account only used for the PTA  (sunshinepta@....com)  Give access to all executive members to check the email account at all times. 

4.       Open the account with the Credit Card Company (ie: Square, PayPal, intuit, etc.)

a.       Use the email that you opened for the PTA for this account.

 

5.       Individual line item on your budget showing the Credit Card Company.  This will be used for Incoming funds and a line for expenses.

6.       Have a non-signing board member reconcile the account first, then the President, then the Treasurer. 

7.       Show in EVERY BOARD MEETING a treasurer report just for this account.

 

Treasurer's Tools

The sample forms available for download below are "tools" and can be altered to meet the needs of the PTA unit. The specific format of this type of form doesn't matter as much as the fact that some type of form is being used. Those PTAs using a computer program for record-keeping should utilize the capabilities of the program being used, especially for preparing reports.

Insurance

Many phone calls are coming to Utah PTA regarding insurance needs for local PTAs.  Please review the Frequently Asked Question (FAQ) that is attached.

If you need any further information please contact Teresa, the Utah PTA Treasurer: teresa@utahpta.org

Thank you for all the work you do for children.

Attached Documents: 

PTSA Scholarships

Many PTSAs ask if they can give away a scholarship to a student upon graduation from high school.  This is a legitimate PTSA expense and should be allocated in your budget.  It should be given for college or trade school for a student to continue their education.

There should be clear guidelines for the qualifications for the scholarship.  There also should be clear guidelines on how the money is to be disbursed and/or held, if necessary due to delay in schooling.  This should be decided on at the beginning of the school year and advertised well in advance so that all students have the opportunity to apply.

The scholarship MUST include:
* The student(s) MUST be a member of your PTSA
* The money MUST be given to the school they are to attend under their name to be used for tuition, books, supplies, housing, etc.

The scholarship COULD include components such as:
* Perform a certain number of service hours
* Serve on your local PTSA student board
* Help plan/run PTSA events
* I
nclude an essay question about their experiences and memories of PTA through the years

If you have questions how to start the scholarship for your PTSA, contact your Council President or Region Director for help.

 

Fundraising for Worthy Causes


 
The primary purpose of a PTA is to raise funds for PTA programs within your own school community. Our budgets are based on the fundraising efforts. Most school districts have rules and regulations on what kind of fundraisers can be done as well as the number of fundraisers that can be run each year. As PTAs we must follow the guidelines that have been set.
 
We know of terrible accidents involving students and families within our own schools. These events cause us great heartache and sorrow and many times we want to get to work to see that those families will also not suffer financially as well as emotionally or physically. We know that PTAs can accomplish any goal when there is a worthy cause. This is why many groups approach PTAs to help in those fundraising effots.
 
There are some financial ramifications that may occur if PTAs do fundraising for individuals or families within their own community.
 
1. Budgets are set and approved by the membership at the beginning of the year. They can be amended at any time during the year but by running a fundraiser of this sort through the PTA, your gross receipts may rise above the IRS threshold and your PTA may be required to complete the 990EZ filing.
 
2. By doing one of these type of fundraisers, PTA will be looked at as a fundraising organization rather than an organization that raises funds to exist to run PTA programs.
 
3. As a 501(c)3 organization, we are held to IRS regulations. The IRS states " No part of the net earnings of a section 501(c)(3) organization may inure to the benefit of any private shareholder or individual. A private shareholder or individual is a person having a personal and private interest in the activities of the organization." Some interpret that last statement as that PTAs should not donate to individuals or families within their community. I always train that there is black and white, wrong and right in the sight of the IRS but then there is a gray area. This is a gray area. I train that it is best to stay away from the gray area.
 
We have wonderful organizations that exist that we even partner with from time to time with like goals and values. Make-A-Wish and Sub-For-Santa are just two. School communities can rally together to do this type of work but it would be better for PTAs to let community organizations run these events with parents from the PTA being involved in letting the school community know of those efforts in newsletters and facebook pages.
 

 

Often Asked Questions...

Can our PTA have a savings account and how much can we have in it?

Many financial institutions require a minimum amount in a savings account to hold a checking account at their institution.  This is perfectly acceptable.  The amount and any interest should be shown as part of the budget on a separate line.

Any amount is acceptable to have in the account and if a PTA would like to build up their reserve, in case of a bad fundraising year, the reserve can be put into a savings account and used the next year.

There is no need for a PTA to have more than one fiscal year’s budget in their reserve and if that is starting to occur, fundraising efforts should be scaled back.  There is no reason to continue to raise money just to raise money.  PTAs raise funds to exist; PTAs do not exist to raise funds.

The other risk in having so much money is that your school will start to request more and more money from the PTA.  PTA funds are to be primarily used for PTA programs.  There are opportunities, however, for a PTA to grant money to a school, but again, this is not the main purpose for the PTA.  If you have enough money in your accounts to run your PTA programs, then don’t try to continue to raise money.

PTAs CAN use their wonderful volunteer efforts to help raise money for the school’s needs, but other than providing our amazing and powerful manpower efforts, the money should not ever be “run through” the PTA accounts.

Please see the Utah PTA Treasurer Handbook for more details.

Can our PTA do a Raffle?

The definition of a raffle is: a lottery in which each participant buys a chance or chances to win a prize.  Chances are considered gambling in the state of Utah so the answer is No, your PTA can not hold a raffle.

PTAs can hold drawings for prizes.  One example includes when a parent purchases a PTA membership, their name goes into a drawing.  This means that they have purchased the rights to be a member and get discounts from PTA partners and such.   Another example would be if there is a purchase involved and they receive something for that purchase, such as xx.xx amount in carnival tickets purchased; their name goes into a drawing.

PTAs need to stay as far away from the gray area as possible.  We do not want a PTA to lose their tax-exempt status nor good standing with the Division of Consumer Protection for the state of Utah by holding a “raffle”.  

If you have had a lot of items donated for a carnival or other event, consider doing a silent auction.  This also brings in a good deal of money for PTAs that have participated in them.

 

Please see the Utah PTA Treasurer Handbook for more details.