The treasurer is the authorized custodian of the funds of the association and receives and disburses all monies in accordance with the budget as approved by the association membership.
- Work with the outgoing treasurer to review your roles and responsibilities.
- Review the BASICS Treasurer Resource Guide for detailed guidance on financial practices.
- Become familiar with the work of the Budget and Finance Committee and begin to prepare a budget. View a Sample Budget.
- Develop a Plan of Work and submit to the Executive Board for approval.
- Become an authorized signer on all PTA accounts and ensure access to bank accounts and financial records transition to the newly-elected board.
- Provide training to incoming board members on financial best practices for your PTA.
- Sign the Confidentiality, Ethics and Conflict of Interest Agreement and submit to the Secretary.
- Complete mandatory components of FOUNDATIONS trainings before October 15.
Duties at a Glance
- Study all references to duties and finances in the PTA bylaws, policies and standing rules.
- Ensure your Local PTA meets all requirements of the Standards of Continuing Affiliation.
- Keep an accurate and detailed account of all monies received and disbursed.
- Ensure all cash funds are counted by multiple individuals and documented with a Deposit Form. Triplicate Deposit Forms may be purchased from Texas PTA.
- Keep on permanent file the PTA Employer Identification Number (EIN), as assigned by the IRS, and the PTA sales tax permit, as assigned by the Texas Comptroller.
- Present a financial report of all accounts at all Association and board meetings. View a Sample Financial Report.
- Make timely deposits to the PTA bank account.
- Make disbursements in accordance with the budget, as adopted by the association membership, and verify each transaction is accompanied by a Check Request and necessary documentation.
- Electronically file the appropriate Form 990 within 60 days of the end of the fiscal year. To ensure acceptance by the IRS, Form 990N (see Resources below), 990EZ (https://efile.form990.org), and 990 (a licensed tax preparer) must be filed electronically. PTAs are no longer required to report their filings to Texas PTA.
- File sales tax reports to Texas Comptroller as required (annually, quarterly or monthly).
- Maintain a list of assets owned by the PTA.
- Submit all required items to the Financial Reconciliation Committee in a timely manner.
Required Monthly Duties
- Reconcile the checkbook to the bank statement.
- Reconcile any credit card or merchant accounts to the bank statement.
- Generate financial reports for board and/or association meetings.
- Propose any budget amendments as needed.
- Deposit and expend funds as needed and record in accounting software/ledger.
- Record sales tax and state/national dues in escrow.
- Coordinate with membership chair to report members/dues to Texas PTA.
Hard copies available through the Texas PTA Store.
View the Dues Refund Policy and E-Commerce Policy
View the Form 990-N Filing Guide
Watch How to File a 990-N
Download the Checklist for Statement Review by Non-Signer
Download the Donation Sample Agreement
Download the Sample Acknowledgement Letter/Donation Receipt
Download School Fundraisers and Texas Sales Tax (Doc 1)
Download School Fundraisers and Texas Sales Tax (Doc 2)
Learn about Texas PTA's Preferred Insurance Provider
View the Texas PTA Member Perks