I WOULD LOVE THIS INFORMATION....OUR GROUP HAD A LITTLE TROUBLE LAST YEAR WITH THE TREASURER....THERE WERE NO CLEAR GUIDELINES FOR HER AND OTHERS CHOSE TO CRITICIZE JUST ABOUT EVERYTHING SHE DID....WE WOULD LIKE TO AVOID THAT THIS YEAR, BY STATING EXACT PROCEDURES...SO ANY INFO YOU HAVE WOULD BE VERY BENEFICIAL TO US!!! THANKS SO MUCH

To mark the end of four years of PTO treasuring, I put together a procedure manual to pass along to my successor. It may not apply to your specific school in all cases, but I am glad to share it. I'll email it to you. Hope it proves useful. I also strongly advocate the use of standard forms for reimbursement requests, deposits, etc. There's a set available from this website in the Useful Resources section.

Opps, I can't find the email feature. If you want the info, email me at This email address is being protected from spambots. You need JavaScript enabled to view it. and I'll send it along.

[ 08-17-2004, 03:32 PM: Message edited by: Critter ]

Thanks Joy!!
This has already been such an intereesting process! The new account manager at the bank was hard to work with, took a week to order the intro pack of checks we needed! NO ONE could find it then price it OR call us back! UGH! Anyway, things can only get better right???? RIGHT!!???

Our meeting this morning went well and our by-laws are to be changed to read "Admin. or Management team will rotate coming to the PTO meetings to assure a school offical will be in attendance." I can live with that.

Someday I can go through a new school year without all the "drama!!"

Here's one of our general handouts to committees. (I can't format it exactly here, but you'll get the idea.)

Handling of PTO Funds Received
Policies and Procedures

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• The Chairperson of each PTO event shall work with the Treasurer and other officers to plan for the handling of all funds in an approved manner.</font>
• Chairpersons/Project Coordinators must make sure any volunteers dealing with funds understand the process.</font>
• All PTO funds must be counted with 2 people present, each initialing the “Summary of Funds Received” form.</font>
• 1. Complete the form and itemize the fund sources (membership, T-Shirt sales, event sales, etc.) as well as cash vs. checks.</font>
• 2. Copy the completed form and give to school secretary to file.</font>
• 3. Seal the funds and the original form in an envelope.</font>
• The Treasurer will make all deposits unless specifically planned otherwise.</font>
• Funds should be deposited same day acquired. If not possible, funds will be secured at the school in the designated locked area.</font>
• Cash must be deposited on day received or, at most, one business day later.</font>
• Checks must be deposited within 5 business days.</font>

It is not necessary to record all checks on the bank deposit slip – a spreadsheet can be attached instead.

PTO funds are intended to benefit the students through the enhancement of school programs and activities. The PTO Officers are the guardians of these funds and have an obligation to see that they are protected and used wisely. It is very important that everyone follow these policies.

So I was cleaning etc, minding my own business and the phone rings. You know when you wish it would just go to voice mail when you see it's the school...well, too late, my wonderful "new" teenager answers and hands me the phone. All I remembering hearing "Hi Tina! It's Beck,....changing your PTO account....paperwork...bank...call me when you can come in to sign papers." HUH???

Sorry, our PTO has always had it's books held by the school and this past year a new Business Mgr. has helped the school (well, the Principal) see how bad of an idea this has been for almost 10 years!! SO, the Business Mgr. opened an account for us at a local bank and we are about done with the formalities of ordering checks ect. So besides all my questions about taxes etc (the Business Mgr. is being very helpful in this area) we have NO GUIDELINES regarding handling cash, etc. You know, accounting proceedures! HELP!!The overwhelming feeling I had two weeks ago is almost gone (to add my mom's recent trip to the hospital for a heart attack--she'll be fine but you know...)

Also we need to figure out how to incorporate that fact that we have four principals into our by-laws. We are a K-12 so three oversee the grades and our founder/original pricipal is not the Superindent but Director of something or another. Our Board has a meeting with the principals ("the fab four" ) August 17th and hope to discuss this issue with many more.

As much as I dread by-law changes, these need to be done. Where to start!!??