Question: Laptop for Treasurer???

We have been kicking around the idea of purchasing a laptop for our new Treasurer and having that passed on when a new treasurer is elected. Our reservation is, of course, ensuring that the computer is used only for PTO business. Also, if/when the computer is damaged by someone spilling something on it or by using it for other business, how do we ensure the treasurer pays for the repair/replacement of it? Thanks for any and all ideas!

Asked by rrafalzik

Answers:

Community Advice

simplytracik writes:
That actually sounds like a great idea. If we were to do something like that it would be mandated that it be left at the school in a locked room/file cabinet. This would ensure only PTO use and limit the accidents that could happen. It will probably only be used for accounting purposes, right? You could also let the secretary use it to take minutes at the meeting and save those on it as well. Actually you could keep all PTO business on it for that matter and just password protect it.

Advice from PTO Today

Rockne writes:
Hi rr -- I actually have a different opinion on both counts. 1. It's certainly perfectly OK for your group to buy a laptop for treasurer, but I wouldn't recommend it these days. There are several services now (including our Finance Manager -- www.ptomanager.com) that allow a treasurer to do all this stuff online. It's secure; only authorized people can access; and it's really easy to pass down to next treasurer (just change passwords). All-in-all, cheaper and better and more reliable than the laptop solution. 2. If you do go the laptop route, I don't think it's fair to your treasurer to say that any damage is on her dime. Accidents happen, and budgeting for replacement and accidents and/or insurance has to be part of your thinking when buying it, just as it is when an employer buys equipment for an employee to use. Locking it up in a closet at school would also make the treasurer job that much harder. How many treasurers do all their treasuring on school grounds?
Tim

Community Advice

gjcoram writes:
I agree with Rockne, the treasurer shouldn't be on the hook for damages. I am the treasurer, and I happen to use my personal laptop for accounting. (Is the PTO going to reimburse me for damages to that laptop if I'm working on PTO business when it happens??)
If the laptop had to be locked up, I simply wouldn't use it. I'm employed full-time, which means I'm busy most of the time the school is open; I've been working on PTO stuff in the evenings and weekends (filling out the tax returns, recently).
Finance Manager is a possibility, though you still need some computer to access the on-line tools. Also, last I looked into it, FM didn't help with filling out IRS form 990 or state returns.
You can get an adequate laptop for these purposes for $250 (actually, getting a cheap one ensures it won't be used for gaming!).