Our PTO currently covers three schools and is expanding to cover seven schools next year, so it would be impossible for me to go on all the field trips and write checks or purchase snacks! We do get copies of cancelled checks with our bank statement every month, it is a business account.

I have agreed to be treasurer for our group again next year, since it is growing so large I really felt there should be someone with experience in the position. With a "new" organization starting up next year, I am looking for policies to put in place... ours are already similar to CrewChief's with the exception of the field trip issue...I see I'll have to get tougher with the teachers next year.

I don't understand the accountability of a gift card...isn't that the same as just writing a check to a person and counting on them to return receipts?

Thanks for all your advice!

Basically, when it comes to field trips, we go with the group and pay at the place and demand a receipt. Who gets cancelled checks anymore? Our bank laughed when I asked about it. As for snacks, if the teacher asks for them ahead of time, I will purchase and bring them. Our buses don't allow food and drink on board, so it can be easier to ask a parent or 2 to donate some treats for our return to the school. This is just our field trip policy as that seemed to be what your question was about. Our policies are very similar to CrewChief's. We've had issues before and are very strict about how funds are moved and who moves them.

I am a self proclaimed "Treasurer's nightmare" but this year I think I found a happy medium. We have a huge BBQ for the staff next week and our treasurer gave me what has been approved on a gift card. Last year was a WalMart card as we are close to a super center but this year she gave me a Visa gift card. Most are refillable and easy to purchase. The one she provided for me did have a charge for like $5 that I paid on my own.

One year I had over $300 in personal funds put into this BBQ with no checks being cut until AFTER our June audit. I just don't want to do that again.

I do like what your guidelines are though Crew....may need to borrow that!

[ 04-25-2006, 12:45 PM: Message edited by: mykidsmom ]

Our treasurer has solid ground rules in place and is fair and consistent in applying them.

1. No reciept, no reimbursement.
2. I don't reimburse taxes. (we're a 501c3 and everyone has a tax id letter so they shouldn't be paying taxes anyway)
3. No blank checks.
4. Checks are cut and signed on friday's only.
5. No cashbox reimbursements. (concessions people run out for more water/candy/ice/etc, take the cash from the box and leave the reciept. Our auditor say's "don't do that!")

Hope this helps....

As treasurer of a 501(c)3 PTO, I am constantly telling our parents and teachers that we need receipts/invoices for everything. Just about the only time I have a problem is with teachers and field trips. I'm thinking that checks written to places like our local nature center or aquatic center are ok, a lot of those places will say that our canceled check is our receipt. But what about the teacher who wants the check written to him/her so they can get snacks for the bus or lunches? They don't want to spend their own money up front and be reimbursed. I do ask for receipts, but seldom get them in this case. Could we be in trouble if ever audited by the IRS? How do you all handle receipts??
Thanks!