Glacier Park Elementary PTSA

Money Handling Procedures

1.  Only PTSA members may handle money.  Each PTSA Chairperson is responsible for verifying PTSA membership of those counting their activity's money.

2.  For the duration of any event, activity, project or fundraiser in which money is to be collected, a PTSA member must be present each day to collect and process said monies. Morning collection in the school office is generally complete by 9:30am and afternoon collection by 1:00 pm. Remember to also check the PTSA box in the hallway outside the school office as well as the PTSA bin in the school workroom. It is the responsibility of the Chairperson to arrange for such volunteers to be present.

3.  Money must be processed and double counted on the same day as collected. This may mean organizing volunteers ahead of time.

4.  Money must be processed at school.

5.  A “Deposit Voucher” form (in duplicate) must be completed and signed by both members who have processed and counted the money.  The Treasurer or Cashier must also sign the form after taking receipt of the money.  The first copy of the form will reside with the Treasurer and the PTSA’s financial records and the second copy will be returned to the Chairperson for their records.

6. Money that has been processed and double counted along with the completed “Deposit Voucher” and “Bank Deposit Slip” and is ready for deposit will be placed in the top drawer of the locked file cabinet in the PTSA room. If you do not have a file cabinet key issued to you there are keys available to check out from the Secretary. Notify the Cashier or Treasurer that there is a deposit ready for pick up.

7.  Deposits MUST be ready for pickup by 3:00 pm unless prior arrangements have been made.

8.  In the event that money cannot be counted on the same day and be ready for deposit, please contact your Chairperson or the Cashier who will then contact an Executive Board member to make arrangements. This should be done well in advance of the 3:00pm deadline.

9.  All members of the Board of Directors including all Chairpersons shall sign the money handling procedures to acknowledge their responsibilities.

10. A copy of this procedure, sample deposit forms, and all required forms will be kept in the PTSA office along with a membership roster and board members phone numbers.