How does your treasurer keep record of the debit card transactions? Is there a debit card use form and any receipts or invoices attached? We have a debit card and have made a couple of purchases online and have the invoices. The treasurer is trying to figure out how to keep the check book balanced when debit card transactions are made.
Our card has the presidents name on it and then the organizations name. The treasurer gets the bank statements. Our treasurer never has access to the debit card. What many groups do with the statement is have it sent to the school. Someone like the president or VP checks the statement and can make a photo copy of it before turning it over to the treasurer. You just need to make sure you have a system of checks and balances between everyone to keep everyone honest and make it difficult for anyone to get away with taking any money.
We are considering getting a debit card for the convenience of it as well. We are in transition of a new board and just really getting our PTO started again after many years of inactivity. Our school is also in a rural community and driving is a hassle. What I'm wondering is whose name is on the card? Does the bank print your PTO name on it instead of a person's? Also, who has the ability to sign for it and how is that approved/verified by a store when using it? Other things that have come up recently is who is allowed to write a check and who gets the bank statement? It seems appropriate for the treasurer to get the statements and the president to hold the card but who checks on the treasurer if she is getting the statements AND writing the checks or if she is also allowed to utilize the bank card occasionaly?
What we think, or what we know, or what we believe is, in the end, of little consequence. The only consequence is what we do.<br />
<br> - John Ruskin
Debit cards make me nervous. I think they make it too easy to spend money impulsively. I think they make more work for the treasurer, who may have to constantly remind the user(s) to hand in their receipts. JMHO.
Society is changing too rapidly and we've had money missing from refreshment stands. So our PTO wouldn't get a debit card. Any purchases that we make on line, we request to be billed. When they know you are a school or PTO, they have no problem in billing and then the Treasurer takes care of it. Cash advances from the Treasurer would need the same arrangements as meeting the President at the ATM. So we are playing it safe and keeping the money on close watch. If a place doesn't take checks, usually someone just puts the bill on their credit card (someone that gets rewards points, miles or GM credits) and then gets reimbursed.
Making a positive difference one project at a time <img src=images/smilies/smile.gif>
For our volunteer appreciation event this year, we are treating them to Volunteers Night Out at a local restaurant instead of purchasing token gifts. The debit card will come in handy when it's time to pay the bill.
