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Managing Your PTA's Finances With Integrity

PTA treasurers help ensure responsible financial management and accountability within their local units. South Carolina PTA provides treasurer resources, guidance, and tools to help leaders maintain accurate records, follow financial procedures, and support their PTA’s mission.

Accounting
Financial Handbook

We have put together a comprehensive guide to all things finance. With everything from Responsibilities, Instructions, Samples, Rules, & more. All Board Members will benefit from reviewing this. 

RESOURCES

Get in Touch

Your District President will be your first point of contact. Visit the District President Contact page to find yours.

1 

Understand the Role

The Treasurer is responsible for:

  • Managing all PTA funds and financial records

  • Depositing all income promptly

  • Paying approved expenses in a timely manner

  • Maintaining accurate financial records

  • Presenting financial reports at board and membership meetings

  • Preparing the annual budget with the budget committee

  • Helping ensure the PTA follows all financial policies and procedures

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The Treasurer safeguards the PTA's finances but does not make financial decisions alone. All expenditures should be approved according to the PTA's bylaws, standing rules, and adopted budget.

2

Know Your PTA Governing Documents

For example:

  • PTA Bylaws – The rules that govern how your PTA operates

  • Standing Rules – Additional procedures specific to your PTA

  • Policies and procedures from SCPTA and National PTA

  • Previous Treasurer's records

  • Bank account information and signature cards

3

Create and Maintain Accurate Financial Records

Organization is key to successful financial management. Good recordkeeping ensures transparency and makes officer transitions and financial reviews much easier.

4

Follow Sound Financial Practices

Protect both the PTA and yourself by following established financial controls.

Always:

  • Deposit funds promptly

  • Use two authorized signatures when required

  • Never mix personal and PTA funds

  • Keep receipts and documentation for every transaction

  • Reconcile bank statements each month

  • Follow the approved budget

  • Obtain membership approval when required for unbudgeted expenses

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Strong financial procedures help prevent errors and protect everyone involved.

5

Prepare Financial Reports

The Treasurer should present a clear financial report at every board and general membership meeting.

Reports should include:

  • Beginning balance

  • Income received

  • Expenses paid

  • Ending balance

  • Budget comparisons when appropriate

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Reports should provide a clear picture of the PTA's financial health.

6

Work as a Team

The Treasurer works closely with:

  • President

  • Secretary

  • Budget Committee

  • Executive Board

  • Financial Review Committee

  • Fundraising Chairs

Good communication ensures everyone understands the PTA's financial status and can make informed decisions.

7

Understand Compliance Requirements

A Treasurer plays an important role in keeping the PTA in good standing.

Be sure to:

  • Complete required financial reports

  • Maintain proper financial documentation

  • Meet tax filing deadlines

  • Conduct the required annual financial review

  • Follow all SCPTA and National PTA financial requirements

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Staying organized throughout the year makes compliance much easier.

8

Remember the Purpose Behind Every Dollar

Every dollar entrusted to your PTA represents an investment in children, families, and your school community. Careful stewardship ensures those funds are used responsibly to support meaningful programs, family engagement, advocacy, and student success.

Resources
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