PTA Committee Chair Financial Guidelines for Event Planning
Thank You
Thank you for
volunteering to lead a
PTA fundraising event.
The information
provided here is
intended to make the
financial aspect of the
event easier.
Compliance
Practices outlined here
comply with the GA
PTA and IRS 501(c)3
guidelines.
Questions?
If you have questions,
suggestions, or
anticipate special
circumstances for your
event, please do not
hesitate to ask.
E RIVERS PTA
COMMITTEE CHAIR
FINANCIAL OVERVIEW
Budget
Reach out to Presidents
or Treasurer for your
event budget and
projected Revenue
goals.
Forms of Payment
Request petty cash if
cash transactions are
anticipated. Request
Square devices if
anticipated.
Expenses
What expenses do you
anticipate? Can you
request checks in
advance of the event to
pay vendors?
Funds Collected
Do you have a plan for
what to do with the
funds collected at the
event? Who will put in
the safe? Have Funds
Verification Forms on
hand for Event Day.
PRE-EVENT CHECKLIST
Count Money
You will count cash,
checks, and square
separately.
Be Complete
ALL funds collected
must be recorded on a
Funds Verification form
not just cash.
Funds Verification
Event Chair should
count all money and is
Signor 1 on the Funds
Verification Form.
Officer Verification
Ensure 2
nd
Signor (PTA
President or Treasurer)
has completed and
confirmed count. Make
sure all funds are
deposited into the safe.
DAY OF EVENT CHECKLIST
Never
•
Take money Home
•
Use your own
Square or other app
to collect funds
•
Spend in excess of
your budget without
pre-authorization
from a President
Always
•
Submit Check request forms
for each payment request
including those with
invoices
•
Always submit funds
verification forms for all
money collected
•
Always make check requests
two weeks in advance of
event
Resources
Check Request Form and
Funds Verification Form can
be found on the E Rivers
school website:
PTA>Join the PTA>PTA Chairs
and Committee Information
(Scroll to the bottom)
All check requests can be left
in the treasurer folder at the
Welcome Desk or via email:
eriverstreasurer@gmail.com
REMINDERS
Explore the financial guidelines for leading a PTA fundraising event, ensuring compliance with GA PTA and IRS regulations. The pre-event checklist covers forms of payment, budgeting, expenses, and fund handling, while the day-of-event checklist details fund verification protocols. Important reminders stress proper money handling procedures, including check request forms and funds verification documentation. Find resources and procedures for submitting check requests and handling event finances effectively.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
E N D
Presentation Transcript
E RIVERS PTA COMMITTEE CHAIR FINANCIAL OVERVIEW Questions? Thank You Compliance Thank you for volunteering to lead a PTA fundraising event. The information provided here is intended to make the financial aspect of the event easier. Practices outlined here comply with the GA PTA and IRS 501(c)3 guidelines. If you have questions, suggestions, or anticipate special circumstances for your event, please do not hesitate to ask.
PRE-EVENT CHECKLIST Forms of Payment Budget Expenses Funds Collected Reach out to Presidents or Treasurer for your event budget and projected Revenue goals. Request petty cash if cash transactions are anticipated. Request Square devices if anticipated. What expenses do you anticipate? Can you request checks in advance of the event to pay vendors? Do you have a plan for what to do with the funds collected at the event? Who will put in the safe? Have Funds Verification Forms on hand for Event Day.
DAY OF EVENT CHECKLIST Be Complete Count Money Funds Verification Officer Verification You will count cash, checks, and square separately. ALL funds collected must be recorded on a Funds Verification form not just cash. Event Chair should count all money and is Signor 1 on the Funds Verification Form. Ensure 2ndSignor (PTA President or Treasurer) has completed and confirmed count. Make sure all funds are deposited into the safe.
REMINDERS Never Take money Home Always Submit Check request forms for each payment request including those with invoices Resources Check Request Form and Funds Verification Form can be found on the E Rivers school website: Use your own Square or other app to collect funds Always submit funds verification forms for all money collected PTA>Join the PTA>PTA Chairs and Committee Information (Scroll to the bottom) Spend in excess of your budget without pre-authorization from a President Always make check requests two weeks in advance of event All check requests can be left in the treasurer folder at the Welcome Desk or via email: eriverstreasurer@gmail.com
