Financial officers are elected to manage the fiscal operations of the unit, council and district PTA. These officers include treasurer (required), or a financial secretary (optional).
Upon assuming office, the incoming treasurer obtains the following from the outgoing treasurer: supplies, ledger, checkbook, tax records, and all other treasurer materials. Each financial officer needs to obtain the procedure book from the previous office holder. Additional materials may be obtained from your bank . The new treasurer must also contact the bank to file new signature cards for checking and savings accounts. Banks may require minutes of the election meeting recording names of new officers.
These items are necessary for the financial operation of the association. When a new unit is established, the treasurer should request assistance from council or district PTA in obtaining them.
The outgoing treasurer cannot pay bills after the books are closed for audit or after the term has ended. Books being audited may not be available immediately. The Delaware PTA recommends that if the audit is not completed within two (2) weeks after the end of the term of office, the president may appoint a committee to immediately audit the books. The same time frame must be followed for the semi-annual audit. Upon assuming office, the incoming treasurer may pay authorized bills and deposit funds in the PTA bank account before the audit is completed.
Below are a list of resources based on NPTA and Delaware PTA suggested best practices, as well as guidance information from the IRS regarding non-profit tax filings and status. If you have additional questions, contact us at firstname.lastname@example.org
Delaware PTA Finance Resource Guide
Individual Gifts, Gift Cards, Families in Need, and Appreciation Gifts
AIM Insurance Resources:
Does your PTA Need Insurance?
AIM Description Of Coverages-PTA-2019
PTA Application for Delaware Edition 10.2020