EDGEWOOD PTA TREASURER'S FINANCIAL PROCEDURES:

Edgewood PTA treasurer goals are to ensure the financial health and sustainability of the PTA so that it can effectively support Edgewood school through various programs and initiatives.

As the PTA is a tax-exempt entity, sales taxes are not reimbursed. Remember to obtain the Tax Exempt Form from the PTA Website and present it to the vendor prior or during the purchase.

PTA Fiscal year ends on 06/30. All requests for reimbursement should be made prior to this date. Any exceptions should be approved by the PTA President.

1) Budget Management for each PTA committees:
    - Before the beginning of each fiscal year, it is important to request and review the individual budget

       which is assigned for each specific PTA committee.
    - Each PTA committee is responsible for keeping track of its expenses so to keep costs within its

       assigned budget.
    - All expenses must be discussed and approved by the committee chairperson or a PTA Co-president.
    - Do not exceed the budget without prior written authorization from PTA Co-Presidents.

2) Reimbursement Process:

     - There are two ways to purchase goods or services for the PTA:

       (a) spend and get reimbursement: spend your own money for authorize PTA activities and then

       submit an Expense Voucher with itemized receipts to the Treasurer.

       (b) request direct payment to vendors:

- Complete a PTA Expense Voucher

- Request a W9 form from the vendor (for 1099 forms)
- Attach the vendor’s dated invoice or signed contract for payment requests.

- Submit all expense vouchers with receipts/invoices to the Treasurer.

- Amazon purchases: The Treasurer can assist you with ordering from Amazon and have the supplies delivered to your home. Please email the Amazon link for the desired purchase and your shipping address to the Treasurer. Allow a one-week lead time for any direct orders placed by the Treasurer.

    - Unapproved expenses beyond the budget are considered donations to the PTA.
    - Non-PTA purchases must be separate and clearly indicated on vendor receipts.

3) Depositing Checks to the PTA:
    a. For Committee Chairs handling numerous checks (e.g., special events, clothing sales):
      i. Ensure checks include:
        1. Student’s first and last name (critical if different from parent’s name).
        2. Correct dollar amount.
        3. “Edgewood School PTA” as the payee.
      ii. If more than 15 checks:
        1. Create a spreadsheet listing each check with name, check number, and amount.
        2. Attach this sheet to the Revenue Voucher (only total amount needed).
        3. The Treasurer will verify the total before depositing the checks into the bank account.

Edgewood Treasurer:  Julia McClanan at treasurer.edgewood@gmail.com.

FIND ALL TREASURER'S FORMS

(PTA Revenue Voucher, PTA Expense Voucher, PTA Tax Exempt Forms)

"PTA FILES" menu / TREASURER'S FORMS

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