One of the biggest responsibilities of all Parent Teacher Organization (PTO) Treasurers is to present the financial status of the PTO to the school parent group officers, committee chairs and members in the form of a monthly Treasurer report.
A good PTO Treasurer report will provide complete transparency about the money the PTO/PTA has both brought in as income, as well as money that has been spent during the course of the last month.
This post does a deep dive into exactly how to prepare and present PTO Treasurer reports so that you can have more confidence in this crucial aspect of the volunteer role.
Information to Include in a Monthly Treasurer Report
In order to give a full picture of the PTO financial situation, you’ll want to include the following information in the monthly treasurer report:
Time Frame
Start off the Treasurer’s report by stating what period of time the report covers.
Typically, reports include all transactions and bank account activity since the last report.
So for the April meeting, the Treasurer report should include transactions that occurred in March.
And at the September meeting, the report should include all of the summer months since the last meeting before the end of the school year.
Budget Update
Next, one of the most important pieces of data to include in the monthly Treasurer report is a comprehensive budget status update.
In the updated budget status, the report should include the year to date totals for all the PTO budget’s categories of income and expenses.
It’s important to include not only the budgeted amounts, but also the actual amount of both income and expenses as well as the difference between two for an at a glance picture of where things stand.
If there has unexpected income or expenses, the overall budget may need to be adjusted so that the PTO doesn’t run out of money.
Ideally, money should be rolled over from one school to the next so that the PTO can carry on business a usual and won’t have to wait until fundraising proceeds come in.
Income
Another crucial category of information to include in the monthly PTO Treasurer report are all deposits.
Specific details to include in the monthly treasurer report:
- Date of deposit
- Description of the transaction
- Income category
- Transaction amount
Expenses
The next category of information to include is any and all spending that occurred in the time period.
Expense information should be itemized with the following details:
- Date
- Check number
- Payee name
- Description of the transaction
- Expense category
- Transaction amount
Account Balances
The monthly treasurer report should also state the beginning and ending balances of all bank accounts, including checking, savings or money market accounts, plus any investment accounts.
This information should match the bank statements for the accounts.
Upcoming Income and Obligations
Another really useful bit of information to also include in the treasurer report is income and expenses that are coming up or that happened after the end of the month covered in the report.
Usually there’ s a gap between the end of the month and the PTO meeting.
Members, particularly committee chairs probably will have questions about these items in particular, so you can save the questions by including the information in the report.
And it’s helpful to see what’s coming up for planning and spending decisions.
PTO Treasurer Report Examples
Here is a sample treasurer report:
Here is a sample PTO budget showing year to date spending to include in the monthly treasurer report:
Presenting the Monthly Treasurer Report
With the report prepared, it’s now time to present it to the rest of the school parent group during the monthly meeting.
If you’ve followed all of the best practices of preparing a monthly treasurer’s report as outlined above, presenting the report will be very simple and straightforward.
Bring copies of the report to the meeting, making sure there are enough copies for everyone in attendance.
When it’s your turn in the meeting agenda to present your report, note any major income and expenditures.
Also read off the opening and closing balances from the written report.
When giving the report during the meeting, it isn’t necessary to read off every transaction.
If you won’t be able to attend the meeting in person, be sure to send your report to the PTO President in advance so they may present it at the meeting for you.
Decisions may need to be made during the meeting depending on the financial status of the group, so having the current numbers for the group will make that possible.
PTO Monthly Treasurer Report Templates
The tool that makes compiling information for the monthly Treasurer reports in just two clicks is Treasurer’s Finance Manager.
Treasurer report templates are baked into the tool.
Simply navigate to the report tab, select your start and end dates and all of the information for the Treasurer report automatically fills in for you!
The next step is to tap the print button and you’re done.
No fussing with formatting or forgetting an essential report element.
It’s all been taking care of for you!
But that’s not all the program can do.
It’s a comprehensive money management tool perfect for all PTO/PTA, club and small non-profit organizations.
Here’s more about this PTO finance management tool and why you’d be smart to add this into your Treasurer toolkit:
As a PTO/PTA or Booster Club Treasurer, you’ve got enough on your plate and don’t need another full time job.
Stop spending precious volunteer hours battling confusing spreadsheets and struggling to make sense of your group’s 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 transparency without having to do any math.
Finally, a user-friendly tool that saves you time, reduces stress, and delivers exactly what you need to easily manage your group’s money.
No fluff or confusing features, it’s all been distilled down to a streamlined, low learning curve experience that anyone can do.
Purchase once, use forever!
You can also use the Treasurer’s Finance Manager to generate the other treasurer reports you’ll need throughout your term: End of Year Statements, Activity Reports and reports for the annual audit.
Watch This!
This video covers the right way to give a PTO Treasurer report:
Over to You
The process of creating and presenting a PTO Treasurer report is pretty straightforward.
Make sure to cover the starting ending account balances, a budget update, the actual income and expenses, and upcoming income and obligations in the report.
This comprehensive information will give everyone in the PTO the exact information they need about the financial situation of the group.
Other Resources for PTO Treasurers
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!
