PTA Committee Chair Financial Guidelines for Event Planning
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.
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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
