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Money Handling Forms
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Chairperson Responsibilities
All PTSA Committee & Program Chairs Must be Members of the PTSA.
Every committee and program is assigned to a member of the PTSA Executive Committee as your contact for information, planning, and assistance. Touch base with your Executive Committee contact and your co-chair(s) early on to discuss plans for the year – what worked well in prior years and what can be improved upon. Your Executive Committee contact will provide you with a budget and discuss any concerns that you may have regarding adhering to the budget. Keep in touch with your Executive Committee contact throughout the duration of your event. You must have a child within the IUFSD to serve as a Committee or Program Chair.
Contracts must be approved and signed by the PTSA President.
Every committee and program is assigned to a member of the PTSA Executive Committee as your contact for information, planning, and assistance. Touch base with your Executive Committee contact and your co-chair(s) early on to discuss plans for the year – what worked well in prior years and what can be improved upon. Your Executive Committee contact will provide you with a budget and discuss any concerns that you may have regarding adhering to the budget. Keep in touch with your Executive Committee contact throughout the duration of your event. You must have a child within the IUFSD to serve as a Committee or Program Chair.
Contracts must be approved and signed by the PTSA President.
Money Handling Procedures
Before your fund-raiser or event, you must have PTSA Executive Committee approval for your plans and the expected related expenses. Give periodic updates and progress reports to your Executive Committee contact.
We are a 501(c)(3) tax-exempt, nonprofit organization and must file returns with New York State and the Internal Revenue Service. We get audited, so you must follow these accounting procedures. Failure to do so could jeopardize our tax-exempt status and our Treasurer may not be able to process your request.
We are a non-profit organization and are exempt from paying sales tax. Merchants will require our tax exempt organization number. Click HERE for the PTSA Tax Exempt certificate..
Obtaining Cash Before an Event:
Paying Bills and Reimbursing Expenses:
Collecting and Depositing Money:
Accounting and Budgeting for PTSA Programs:
After your program or event, notify the PTSA Treasurer when all deposits and expenses have been submitted no more than 30 days after the end of a fundraiser or program. The PTSA Treasurer will provide a Closeout Summary for review which should be submitted to the PTSA presidents.
We are a 501(c)(3) tax-exempt, nonprofit organization and must file returns with New York State and the Internal Revenue Service. We get audited, so you must follow these accounting procedures. Failure to do so could jeopardize our tax-exempt status and our Treasurer may not be able to process your request.
We are a non-profit organization and are exempt from paying sales tax. Merchants will require our tax exempt organization number. Click HERE for the PTSA Tax Exempt certificate..
Obtaining Cash Before an Event:
- Prepare a Reimbursement/Check/Cash Request Form (linked above) for the amount of start-up cash at least one week before the event.
- Email or deliver this request to the Treasurer with details of the denominations of cash and the number of cash boxes required. If unsure of the breakdown of cash, please ask the Treasurer for advice.
- The Assistant Treasurer will contact you to arrange pick up of the cash and cash boxes prior to your event. You will return the box with your deposit when the event is over.
- When you return your start-up cash, please prepare a separate PTSA Deposit Form with the description “Return of Start-Up Cash”. Do not commingle your start-up cash with the receipts from your event.
Paying Bills and Reimbursing Expenses:
- A Reimbursement/Check/Cash Request Form must be filled out in order for individuals to be reimbursed for expenses or checks to be issued to a 3rd party.
- Requests of more than $100 need a signature from a PTSA Executive Board member. The Treasurer will obtain this approval
- Keep copies of all forms and receipts for your records
- Reimbursement/Check/Cash Request should be given to the PTSA Treasurer
- Never pay expenses from the money you collect.
Collecting and Depositing Money:
- A Deposit Form must be submitted in order for us to receive collected funds
- Separate checks and cash by denomination
- Make sure that all checks are made out to the Irvington PTSA or the Bulldog Family Fund and that the checks are signed
- Count, bundle and list the total of each denomination of cash and checks (use rubber bands or paper clips to hold each bundle together)
- Deliver the funds/check to the Treasurer after the Deposit Form has been submitted.
- Never pay expenses from the money you collect.
Accounting and Budgeting for PTSA Programs:
After your program or event, notify the PTSA Treasurer when all deposits and expenses have been submitted no more than 30 days after the end of a fundraiser or program. The PTSA Treasurer will provide a Closeout Summary for review which should be submitted to the PTSA presidents.
Facility/Room Requests
It is important to make sure that you have planned ahead for all of your facility needs prior to your event.
If your event is listed on the District’s calendar, your room has been reserved and there is no need to prepare a Facilities Request Form.
If your event is not on the district calendar, please contact Brittany Comstock. in the District Office to see if the space is available for your event, and then complete a Facilities Request Form.
If your event is listed on the District’s calendar, your room has been reserved and there is no need to prepare a Facilities Request Form.
If your event is not on the district calendar, please contact Brittany Comstock. in the District Office to see if the space is available for your event, and then complete a Facilities Request Form.
Supplies
If you need paper goods, aluminum trays, sterno trays or other supplies for your event, ask your Executive Committee contact about checking the PTSA inventory of supplies stored in the PTSA closet before purchasing or asking for donations.
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IRVINGTON NY PTSA | P.O. BOX 245 | IRVINGTON, NY 10533