We have 4 authorizing signatures with 2 needing to sign each check - Pres, Treasurer, VP and the school secretary

We actually keep our checkbook in the school safe. We had a problem with our treasurer taking it home (!!!!) and "forgetting" it. She never did anything wrong, but it made everyone very uncomfortable. Now it stays in the safe and has to have two signatures. I may be crazy but i don't think anyone takes the position thinking they will take money, but let's face it, everyone has money problems and you just never know what a person may do when it gets bad. keeping it locked up and at the school keeps it from being easy access and out of the mentality of "oh, i'll pay this back next week, and no one will ever know".

Hmmm--well we only have one signature required but the treasurer holds the checkbook and writes all the checks and she does NOT have signature authority so she brings the checks to either me or my VP. It's still 2 person oversight....I think the same intent...since no one person can write their own checks....d

To those of you with only one signature required...that might work for your PTO today, but it's in the future that you need to consider. Today you have the most honest, well-intentioned leaders who keep thorough records and share all the financial info openly. That's wonderful and you're lucky. But eventually, you'll have new officers. And maybe, just maybe, one day a check signer will succumb to temptation or a personal difficulty and help herself, just a little.

The best time to implement new financial controls is RIGHT NOW when things are going great and no one is concerned. No one, then, will raise an eyebrow or feel threatened or singled-out. Everyone knows the officers, and trusts them implicitly. The system is working. Financial controls just help it work more consistently, for the long term. One of my favorite sayings on the subject, "Trust is not a safeguard."

Set the policy today and it'll be in place when that new treasurer or president comes along. Many good peole have given in to temptation simply because they saw the loopholes and thought no one would catch them before they had time to pay back their "loan".

Two signatures really isn't hard to do once you commit to the rule. Authorize at least 3 officers, and you'll always be able to track down two of them. And don't fudge the rule by signing blank checks ahead or setting a $ limit for 2 signatures. Adopt the policy and apply it to every check, every one. You'll get used to it and you'll set up a great protection for your PTO into the future.

We only require 1 signature on the check - it can only be one of the Co-Presidents or the Treasurer (and no one can sign a check to themself).

As a result, the Treasurer usually has the checkbook and brings to to every meeting and event. If people bring in the proper paperwork (invoice or a reimbursement form and receipts) then the check is signed then. If a check is needed at a specific time in between meetings, with a little advance coordination with the Treasurer, it can be arranged

Ocassionally, the Treasurer gives the checkbook to one of the Co-Pres. if they are covering a specific event

For us we do not need two signatures. The treasurer holds the checkbook and writes all the checks. All payments have to approved by me(President) which there never has been a problem. I also have a bank card to get items for events and things like that which I have always pre approved with the treasurer. We kind of have a checks and balance system oking everything.

Cindy