Parent Teacher Organization (PTO) Treasurers have one of the biggest roles in the entire school parent group.
And that’s for good reason because the task of managing and safeguarding the group’s money is a crucial job.
Getting organized as PTO Treasurer can cut down on the workload and decrease overwhelm, and make your term as PTO Treasurer more enjoyable, too!
This post covers five different ways to infuse your PTO Treasurer life with some organization to save you time and trouble.
Let’s dive right on into the PTO Treasurer organization tips!
Treasurer Templates and Forms
So much of the PTO Treasurer’s work is the same.
We’re talking repeated actions like cutting checks to certain vendors, withdrawing funds for events and fundraisers, and making reimbursements to members who’ve fronted money for PTO supplies.
Many times PTO volunteers aren’t familiar with the specific process of how the PTO handles its money and there can be many questions for you as Treasurer until the volunteers get up to speed.
That’s where PTO Treasurer templates come into play!
The templates will make your day to day life as Treasurer better because they’ll cut down on the time you spend answering questions and ensure you have the paperwork to satisfy the auditor and pass the annual PTO audit.
For example, instead of trading half a dozen messages with the Fundraising Chair about how much money she needs for the cash box for the concession stand, you can use a cash box start up form.
The form will have all the information you need to know, including the date the money is needed, the total amount and the quantity of bill and coin denominations needed.
When the Fundraising Chair returns the filled out form, you’ll know how to plan your time to get to the bank in time to get the money for the event.
Everyone will literally be on the same page and will know what to expect.
There will be no surprises when the cash box has $250 broken down into a roll of quarters $1s, $5s, and $10s like the Fundraising Chair needs and not five $50s, which is the same total amount, but entirely unhelpful to make change.
There are so many other PTO treasurer templates to use to streamlined your work.
Get the complete run down on the exact treasurer templates to be using in your role to streamline PTO finance management.
Organizing Receipts, Paperwork and Treasurer Templates for You
Organizing all of the receipts, forms and papers you encounter as a PTO Treasurer can be overwhelming.
And I’ve already convinced you to start using treasurer templates to ease your workload, but how best to organize those forms?
The first part of the solution is to organize all of the forms and paperwork into a PTO Treasurer binder.
Organizing the paperwork like this will help you prepare for the annual audit since everything will be nicely organized and not stuffed into a shoebox.
Organizing Paperwork and Templates for Other PTO Volunteers
The second part of the solution is to organize the paperwork and templates for others.
Start by organizing the digital versions of the treasurer form templates in a cloud based file storage system.
Ideally, other PTO officers and committee chairs are also saving their files in a cloud based storage system so that everyone can access the files when needed.
Even if they’re not, it ‘s a good habit to start sooner or later since all of the form templates can be easily shared from a Google Drive or Dropbox.
Next, carve out a physical space to collect paperwork and receipts from other PTO volunteers
For Elementary School PTO Treasurers, it may make sense to establish a file box at school to collect receipts and payment requests from fellow PTO volunteers.
This system worked well for my PTO because many of the volunteers were in the building frequently enough to drop off receipts and documents, whether to volunteer in the classroom or pick up their student from school.
This avoided having to drive to members’ homes to deliver paperwork.
Streamline Finance Management
The last aspect of getting organized as a PTO Treasurer is to upgrade from tracking your group’s money with a paper and pencil ledger or a simple spreadsheet.
The finances of your PTO aren’t complicated but there are too details to track.
And the time you’ll spend creating monthly Treasurer reports will take infinitely longer if you’re not using a PTO accounting program.
The solution is to use the Treasurer’s Finance Manager, a genius program that produces monthly Treasurer reports in two clicks and makes it super simple to track your PTO’s money down to the penny, all without an annual subscription.
Tired of Financial Headaches? As a PTO/PTA or Booster Club Treasurer, you’ve got enough on your plate.
Stop spending precious volunteer hours battling confusing spreadsheets and struggling to make sense of your finances.
The Treasurer’s Finance Manager is your all-in-one solution, designed with your unique needs in mind.
Imagine: auto-magically generated reports, budgets that update themselves, and complete financial clarity without lifting a calculator.
Finally, a user-friendly tool that saves you time, reduces stress, and empowers you to focus on what matters most – your community.
A single, budget-friendly purchase, plus free updates, forever.
Secure Cash and PTO Valuables
If your PTO is handling cash on a frequent basis, say for athletic concession stands, then it may make sense to get a wall safe installed in your PTO closet or other designated space.
My PTO uses a wall safe to keep cash, Square machines, equipment keys, and the like.
Some weeks the PTO concession stand can be running as much as five or six days a week.
A wall safe provides a safe and secure place to hold the money until the Treasurer can go to the bank to deposit the funds.
Asking the Treasurer to deposit the money after every game is unrealistic, so the wall safe provides a secure short term storage space.
My PTO uses this type of wall safe.
It has a key bypass system in case the batteries for the keypad run out.
Watch this!
This video also dives into ideas for PTO Treasurer organization, so give it a watch!
More Resources for PTO Treasurers
The Treasurer’s Success kit is chock full of PTO Treasurer organization tools:
Empower Your Role as Treasurer. Effective financial management shouldn’t be stressful. Instead of piecing together systems on the fly, imagine having a proven framework at your fingertips.
The Treasurer’s Success Kit provides that framework. This expertly designed system empowers you to manage your group’s finances with confidence and ease, saving you valuable time and eliminating unnecessary stress.
Experience the difference:
- Certainty and Peace of Mind: Know you’re covering all your bases, every time.
- Clear, Actionable Roadmaps: Follow a simple monthly plan for consistent success.
- Streamlined Organization: Enjoy a perfectly organized system that keeps everything in its place.
- Increased Confidence: Feel in control and prepared for any financial task.
- Simplified Record Keeping: Effortlessly manage past and present records.
- Instant Organization: Get set up and running in minutes.
Transform your treasurer experience!
Over to You!
PTO Treasurer organization is something you can tackle today to improve your volunteer term.
Implementing any of these five organizing solutions, which address organizing strategies for you personally as well as other PTO volunteers, will help streamlined your tasks and reduce your workload too!
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