Advise all board members of the date the books will close so that they can turn in all outstanding expenses before that date. Although the documents and publications discussed above provide a foundation on which to build a solid financial system and internal controls for your pta, there may be times when you or other board members will require assistance or help. Join the california state pta mailing list by visting the ca state pta website to. The 2018 california state treasurer general election was held on november 6, 2018, to elect the state treasurer of california. Pta public transportation account ptmisea public transportation. Submit books and financial records for midyear audit. The treasurer must read and understand all references to finances and membership dues found in this handbook, money matters handbook, pta and the law, the wspta uniform bylaws, and the ptas own standing rules. The bond should be in an amount based upon the ptas annual income and determined by the executive board. Washington state pta was founded in 1905 by abby williams hill of tacoma, an artist who saw the need for an organization to support washingtons children.
In accordance with the california state pta bylaws, article iv, section 6. The auditor should not be punitive in the reportrecommendations. Coofficer implies two people of equal rank sharing. Financial training 20172018 whittierpico rivera council pta. Financial training 20172018 whittier pico rivera council capta california state pta ct charitable trust number. Leadership resources san diego unified council of ptas. Section 12586 and 12587, california government code 11 cal. Record sales tax and state national dues in escrow. The outgoing treasurer cannot pay bills after the end of their term usually fiscal year end when the books are closed for audit.
President financial responsibilities sign all authorizations for payment and may sign checks as approved by the executive board or the association. California state pta and carol kocivar honored at 2020 national pta legislative conference advocacy. New exec board roster if we at council pta have not already received the executive board roster for your unit this new year 201617, then the new president should send in the roster. Difference of opinion as to process should not result in a recommendation if the treasurers records are correct. Job descriptions j11 california state pta toolkit june 2019 job description for treasurer 2327 l street, sacramento, ca 958165014 key role treasurer maintains permanent records to track unit funds and financial transactions chairs budget committee and. Pta bylaws provide rules and requirements related to your units mission, purposes, basic policies, the election of officers, the duties of officers, general membership meeting requirements, executive board, committees, and.
Banking pta money cannot be mingled with other funds. This money does not belong to your pta, so it does not need authorization. The california state pta does not recognize coofficers. Sound financial procedure must be a prime concern of the treasurer as well as all officers and chairmen. Because the pta is large, this insurance comes to each unit at a very reasonable rate and is one of the perks of being a pta. A financial reconciliation is required, at least annually, at the end of the fiscal.
By establishing programs focused on education, including a full curriculum including the arts, family engagement, community concerns, and health, ptas are able to address issues of concern to their community. If a manual ledger is used, write inside the front cover of the treasurers book. The newsletter of the fifteenth district pta the mission bell. Programs p1 california state pta toolkit june 2019 programs. The california state pta toolkit provides guidance, instruction and ideas to ensure a successful term as a pta officer or chairman. The insurance payment is sent to the council, if in council, and the payment will be forwarded. Incumbent democratic treasurer john chiang did not run for reelection to a second term and instead ran unsuccessfully for governor. Keep treasurers book ledger and checkbook up to date, with current balance shown in checkbook at all times. Some of the responsibilities include issuing bonds and notes for the state, and trustee, as well as registrar and paying agent for all general obligation bonds and. Pta has positive impact for all children, not just my own. Issued by california state pta when a pta is first chartered. The bylaws also provide information on national pta committee structure, the annual convention and amendment process. California state pta is pleased to offer units, councils and districts a new financial software package to assist with managing your finances and more including tax tracking. Remind officers of their financial duties as needed.
Treasurers report presented at next association meeting motion to. The stip fe is a biennial estimate of all resources available for the states transportation infrastructure over the next fiveyear period and establishes the program funding levels for the stip and the state highway operation and protection program shopp. Additional information can be found in the basics treasurer resource guide. Sample treasurers report home town pta treasurers report balnce on hand. Contact the council if in council or district pta if you need answers to any questions or whenever you need help and when procedures are not being followed. Obtain a procedure book from the previous membership chairman refer to the california state pta toolkit, procedure book 2. Used to identify your unit on ca state pta forms like the historians annual report and scholarship applications. Aug 14, 2019 2020 state transportation improvement program stip fund estimate fe. Appears in your bylaws on the front cover and again on a page toward the back. The toolkit can be found on the pta website, the treasurer, financial secretary and auditor are. Treasurer duties capta toolkit california state pta.
California state pta and carol kocivar, captas former president and current legislative advocate, were both honored with awards at the 2020 national pta legislative conference in washington d. It is strongly recommended the pta purchase a fidelity bond to insure the treasurer and all other persons authorized to handle funds of the association. Treasurers report sample pta november 14, 2010 december 14, 2010 checking account balance on hand 11142010. Thanks to abbys leadership and visionand that of thousands of parents and teachers who have carried her vision forwardwashington state pta has been a. Federal and state laws require nonprofit groups, including ptas, to file tax returns. The 2020 state transportation improvement program fund estimate book was prepared by the california department of transportation, division of budgets, revenue forecasting and financial analysis branch, and is available online at. Amend notations by drawing a single line through the number to be changed. Minutes are a permanent legal record and must be placed in a bound book. Available exclusively to ptas in california at a low annual subscription rate. The california state treasurer is responsible for the state s investment and finance.
Prior to delivering the books to the successor treasurer, submitting the current. Rrf1, annual registration renewal fee report and instructions. Long beach council pta green book 20192020 7 every pta must file tax returns california state pta is committed to providing information to help make your pta aware of the latest state and federal requirements. One of the most valuable benefits of pta is that our leaders are part of a larger community who have the opportunity to network and share with one another. Prepare and present a treasurers report at every meeting of the association and executive board and at other times when requested by the association. We have examined the accompanying statement of securities accountability of the state of californias state treasurers office as of december 31, 2017, and the related notes. Check to be sure required payments such as california state pta directors and officers liability. Building a stronger california, financing healthcare, education, better communities and jobs, california state treasurers office bill lockyer, treasurer keywords healthcare,education,communities,jobs,california state treasurers office,bill lockyer,treasurer. Financial training 20172018 whittier pico rivera council capta california state pta ct charitable trust number district thirtythird 33rd district pta ein employee identi.
The national pta bylaws outline the basic purpose of pta, lists basic policies of the national pta association and provides a structure for how the pta association is set up. Coofficer implies two people of equal rank sharing one position. Audit the books upon resignation ofthe treasurer,financial secretary or any check signer and at any time. No remittance is made for memberships received through the california state pta emembership program. Additional materials may be obtained from the bank or purchased from the california state pta office. Right click on either of the inner tabs located at the left of the horizontal navigation bar 2. These reports should be referred to the auditor or auditing committee during the audit process.
Present a treasurers report at every meeting of the association and executive board m. The master copy of the minutes, along with all written reports, should be glued into the book for permanent storage. Insurance california state pta negotiates insurance to cover pta approved activities. Is the list of association officers and chairmen required for directory data, prepared and submitted through. The new treasurer must also contact the bank to file new signature cards for checking and savings accounts. Coordinate with membership chair to report membersdues to texas pta. Dollars and senses 20162017 volusia county schools.
Secretary attend state or 6 th district training for secretaries. For clarification of determining whether a person is an employee or an independent contractor, see the california state pta toolkit 5. You will discover valuable information to assist your pta ptsa with the important work that you do on behalf of all children and families. If this is an electronic file or system, schedule time to be trained on how it works. Recording secretary job duties fourth district pta. New exec board roster if we at council pta have not already received the executive board roster for your unit this new fiscal year, then the new president should send in the roster. Job descriptions j11 california state pta toolkit june 2019 job description for treasurer 2327 l street, sacramento, ca 958165014 key role treasurer maintains permanent records to track unit funds and financial transactions chairs budget committee and prepares annual budget for adoption by the association. The post has narrower responsibilities and authority than the california state controller. The california state pta recommends that if the audit is not completed within. Share job descriptions and materials as noted with the chairmen and help them to secure procedure books and materials from.
Reprinted courtesy of california state pta the communicator. The mission of the california state pta is to positively impact the lives of all children and families. Job description the write stuff a pta secretarys reference guide from california state pta pdf minutes template motions form. A hardbacked, bound minutes book is available through t he california state pta store or a similar book may be purchased at an office supply store. Fill out and forward all necessary report forms required by the california state pta for. The state treasurers office sto was created in the california constitution in 1849.
You will discover valuable information to assist your ptaptsa with the important work that you do on behalf of all children and families. The outgoing treasurer cannot pay bills after the books are closed for audit or. As directed by the state pta, the state and national portions of the dues shall be forwarded to the state treasurer without requiring specific authorization by the association. Worksheets with timelines and suggested activities written by california state pta are available for. California state pta the mission of the california state.
Complete treasurers records should contain the following. Cash must be counted by two pta members and each must sign the cash verification form. Make certain that money collected for a specific purpose has been so disbursed money raised for special project, founders day freewill offering, council and district, state and national pta portions of dues. These finance tools help financial officers of unit, council, and district ptas gain a better understanding of. Copies of the report must be provided to the president. California state pta welcome to the new online toolkit. Job description the write stuff a pta secretarys reference guide from california state pta pdf. In pta, only one name may be listed for each office, and only one individual may vote. These portions of dues shall never be recorded as part of the local pta income. Meet with the pta president and membership committee. Numerous sample forms and resources are available to treasurers on the washington state pta website under pta leader resources. To receive monthly leadership email tips from california state pta sign. Building a stronger california california state treasurers. Finance f1 california state pta toolkit december 2019 finance these finance tools help financial officers of unit, council, and district ptas gain a better understanding of their responsibilities, keep and maintain accurate records, and exercise proper control of all pta monies.
Additional information can be found in the finance and job descriptions chapters of the toolkit. Maintain a procedure book to pass on to ones successor resign if unable to perform the required duties of the office. Use the cash verification form for processing membership and the unit remittance form to send on the dues. Aa member shall not serve aspt a voting board member of a constituent organization at the local, council, district pta, region, state or national level while serving as a paid employee of, or. Some responsibilities of the office are specified in the unit bylaws and others are established by district pta and california state pta procedures. Instructions for navigating the forms and adding or removing a sheet to the excel formatted book navigation of the excel formatted book to select and go to a sheet without having to use the sheet tabs. The treasurers duties also include keeping records and preparing reports to comply with local, state and federal laws. Ptaez is a web based application that has been tailored to meet the needs of california ptas. Pta dues are distributed to each level of pta like most.
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