The job of a region treasurer will differ from region to region, but are simular to council treasurers. If there are no councils in your region, the region treasurer will preform those council treasurer duties.
Council Treasurer Duties Council Finances Explained
Region Finances
Any Region PTA is required to abide by the same financial policies and procedures as a local or council PTA.
Specific information can be found in the following resources:
Utah PTA Treasurer Handbook
Council and Region Financial Handbook
Financial section of the annual Utah PTA President Handbook
Treasurer section of the Utah PTA website: utahpta.org/treasurer
National PTA’s PTA Financial Section of the ptakit.org (website account required to access resource)
Utah PTA’s exempt organization status with the IRS
Covers all units (local, council and region) in good standing—is extremely valuable to the organization and nothing must be done to jeopardize the exemption.
- Each PTA must operate exclusively for exempt purposes, as defined by the bylaws
- The PTA’s resources and funds cannot be used for the private benefit of an officer or director (private inurement)
- Each PTA must absolutely refrain from participating in the political campaigns of candidates for local, state, or federal office
- The PTA must restrict its lobbying activities to an insubstantial part of its total activities
Utah PTA does not financially sponsor individuals, groups, and other organizations, nor does it hire employees on a region, council, or local level.
Expenses Within the Region
All region directors are required to submit to the Utah PTA treasurer a proposed budget for the fiscal year, outlining estimated income and expenditures for activities within their region. This budget proposal will be reviewed, approved, and included by the Finance Committee in the overall annual budget, to be approved by the board at its September meeting. The proposed budget must be approved before expenditures can be made.
Each region is allocated a total of $800 annually to conduct the business of the region and $20.00 for each additional 100 PTA/PTSA members in the region.
Approved expenses for region budgets are as follows:
- Travel within the region (reimbursed at the rate of 35 cents per mile)
- Postage
- Printing and publications
- Office supplies
- Meeting related expenses
- Reflections
- Battle of the Bands
- Other program expenses
A $50 advance of funds is available, when requested, after approval of the proposed budget.
Payments and reimbursements for region expenditures will be made in a timely manner upon submission to the Utah PTA treasurer of a completed “Request for Payment” form with receipts attached. Reimbursement requests must be submitted within 90 days of the expenditure.
When a region maintains its own bank account, the region director is required to submit to the Utah PTA treasurer a year-end financial statement and an annual financial reconciliation report by September 1.
Expenses Outside the Region
Region Director’s and Associate Director’s Expenses: Expenses for Utah PTA meetings, conferences, and conventions are not paid from the region budget, but reimbursement for these expenses is handled in the same way. Reimbursement requests must be submitted within 90 days of the expenditure.
Utah PTA Conferences and Conventions: Registration fees are waived for region directors and associate directors for conferences or conventions that they are required to attend. Applicable registration forms or other requested information must be submitted as requested by the Utah PTA treasurer or office staff.
Lodging: Generally, region directors and associate directors may be provided with double-occupancy lodging upon notification to the office during multi-day Utah PTA board meetings or events when travel distance exceeds 50 miles one-way. When meetings, events, or other board responsibilities are scheduled to conclude after 9:00 p.m., lodging may be provided as circumstances require. Requests for exceptions to the general policy, including issues of health, safety, and weather, should be submitted to the president and/or treasurer for consideration of extenuating circumstances.
Meals: Region directors and associate directors may receive funds for meals while attending Utah PTA board meetings, conferences, or conventions. A meal per diem may be approved according to the GSA (General Services Administration) rate for the area in which a board member is present for whichever meals are not provided. Upon approval by the president, a meal per diem may be issued in advance. When expenses are unavoidably higher because of out-of-state travel or field services, actual expenses may be reimbursed upon submission of receipts to the treasurer.
Travel: Costs of driving to Utah PTA events may be reimbursed at the rate of 35 cents per mile after approval by the president and the treasurer for the following:
- Board meetings including July Retreat
- Utah PTA conventions and conferences including PTA Day at the Capitol
- Commission and committee meetings and official assignments as a Utah PTA representative
- Special meetings as called by the president
Region directors and associate directors are encouraged to carpool whenever feasible.
Note: Any board member who cannot attend a scheduled meeting, conference, or convention and has not asked to be excused more than 48 hours prior to such meeting, conference, or convention, or prior to the incurrence of non-refundable expenses, if applicable, shall be responsible to reimburse Utah PTA for expenses incurred. Extenuating circumstances will be referred to the treasurer and president.
Utah PTA RFP (Request for Payment)
All region expences being submitted to Utah PTA for reimbursement shall be submitted via the Utah PTA RFP. Region Directors have access to this document and can tell you how to fill it in and how to turn it in.