If it needs to be purchased with PTO money, our group either has the Treasurer or the President do it since only they have the info and the ability to sign checks. At the end of my term as Treasurer, our bank issued us a new card for the next person and she picked the PIN number and only she uses it. If the music teacher needs a credit card to order something for a concert, she calls the order in and the Treasurer is there to give the operator the card information. We are very specific about how funds are handled now because of past issues but honestly, I know I couldn't have been half as good at being Treasurer without it. Before you get one, establish guideline for use of it and determine who is to have possession of it, because you don't want to get into arguement about it later on.
The irony of commitment is that it’s deeply liberating-in work, in play, in love. The act frees you from the tyranny of your internal critic, from the fear that likes to dress itself up and parade around as rational hesitation. To commit is to remove your head as the barrier to your life. --Anne Morris
Thank you. That is the reason she wants one. We just had to pay up front for some merchandise on-line.
I'm just very nervous about too many people getting access to it. She was thinking I could give it to chair persons to go out a purchase stuff for events, but I'm not comfortable with every chairperson knowing the pin number or even knowing that we have one (when we get it). We have had past chairpersons that are still involved that are unable or unwilling to stick to a budget. They just go out a purchase costly stuff without getting it approved and then turn in receipts.
In our case, only the Treasurer is to have access to it even though both her and the President know the PIN number. We got this when I was Treasurer and it was a lifesaver. For instance, I was responsible for snacks every meeting and I had a budget to stick to, it made it so I didn't have to find someone for a signature to buy what I had to buy. We keep receipts just the same, but write on them what expense catagory it falls under. If I had to put up all the money we spend upfront, most of our parents would never be able to get their jobs done. We also only have 2 names on our account and if the other person isn't accessable, it can be a real nightmare, but it's one of our safegaurds.
The irony of commitment is that it’s deeply liberating-in work, in play, in love. The act frees you from the tyranny of your internal critic, from the fear that likes to dress itself up and parade around as rational hesitation. To commit is to remove your head as the barrier to your life. --Anne Morris
Hi, I'm treasurer again this year with a new board.
The president has requested I look into getting a Debit card to use to purchase things so that we aren't having to front the money and then get reimbursed.
For those of you that have debit cards on your pto accounts, how do you handle it? I'm not sure I want to get the debit card, I'm thinking it could be a treasurers nightmare. And could cause problems very easily. How do you keep it in control since there isn't any signatures needed?
