Get insurance and get your officers bonded for protection. I think you should decide on error percentage before you come crashing down on any volunteers. I think you can run an adding machine tape so that you can easily spot the error, but remember sometimes poor handwriting on the checks can have people make mistakes. Also you should mention that deposits should be kept at a minumum. We all know how money and orders can trickle in. Don't count as you go along and make 50 deposits. Lock it up until the majority are in and count as a group. It just adds to the confusion. At events make time right after to sit as a group and get it counted. Have a form to request cash box money. That's what I think of off the top of my head.
One is regarding the handling of money. We have very basic bylays. Some of the board wants things to be more specific concerning money to peotect the PTO. Others think that we don't need so much work.
We have 2 treasures & they are on opposite sided.
I research everything to death before making decisions.
I am posting the list of proceedures one treasurer has recommended. Tell me if you think this is too much. Also from those of you who have nightmare embezzlement stories share them. Did you have lose or strict money handling proceedures?
If you want to just email me that is fine. My email is This email address is being protected from spambots. You need JavaScript enabled to view it. .
HANW PTO
Procedures for Preparing Bank Deposits
All deposits must be accompanied by a deposit slip that is neat and legible.
Two people, one of them being a member of the PTO Board, must count every deposit. These two people need to initial the deposit slip.
The cash must be totaled separately from the checks. The cash must be totaled my denomination on the space provided on the back of the deposit slip. The checks could be one lump sum and do not have to be listed individually. Each check must be stamped with the HANW PTO For Deposit Only Stamp.
The front of the deposit slip should be filed out with the most information possible listing the total cash amount, the total check amount and the total deposit amount (cash & checks). Also the name of the account and account number should be on the front of the deposit slip in the spaces provided.
Two people, either the original verifiers or the new verifiers, one of them being a member of the PTO Board, should initial each correction involving the money amounts.
A copy of the deposit slip must be made and put into the deposit envelope/bank bag along with the original deposit slip.
The person making the deposit should not have to recount the deposit, since two people have already verified it.
The person making the deposit should verify the amounts on the deposit slip and the receipt from the financial institution match.
The original receipt must be stapled to the copy of the deposit slip and given to the (Co) Treasurer for proper filing.
Any differences in amounts from deposit slip to original financial institution receipt should be brought to the attention of a PTO Officer immediately.
Discrepancies in monies will be investigated as needed and determined by the entire PTO Board. The findings of the investigation must be documented and filed in the Financial Binder.
