The bad check policy for our PTO is the following: Just like any other business, writing a bad checks is against the law. First, we contact the individual and try to re-submit the check(accidents do happen). The individual pays any fee associated with the check. They are then informed of the next steps if this doesn't work. Second,we ask them to bring the amount owed and any fees associated to the check to the front office and give it to the school secretary in an envelope marked PTO with either cash or a money order made payable to the PTO. Third, if that doesn't work we hold the students report card and the individual on a list not to accept checks from them for 1 year. We have never had to take any steps beyond the money order. We have 100% compliance for individuals making checks good and our PTO budget doesn't suffer.
We just sent notes home that report cards would be held for bad debts (including returned checks). Unfortunately, one mother became VERY irate that we had not informed her of the returned check earlier. As it turns out, she had gotten married and closed the account that she wrote us a check on - and told the bank that she had no outstanding checks! As our treasurer has been ill, we did not have an opportunity to address this with her earlier, but still...
She stated that her children would never have anything to do with the PTA - so I, frankly, got irate back at her and told her that she would have to tell her kids not to go to art class (we pay the teacher), not to come to our fall festival, don't buy our school supplies, don't buy a school shirt, and so on. She hung up on me. I have a hard time understanding why people don't take responsibility for their actions. Reference previous post about setting examples for our children...
What a great! (errr, busy topic)... I wonder in this sea of answers mine will be helpful... but I will try anyway as we had/ have these issues come up occasionally as well.
These are the Fundraising-committee policies. That I think may apply.
One: Childs health/welfare/safety always come first. We keep everything confidential, and never publicly advertise nsf checks.
Two: It is a policy to count, and deposit all checks and money within 24 hours after receipt. This means that when organizing, and planning fundraisers... money counting is planned way in advance. The longet checks are hled the more likely they are to bounce. One year they were held onto for 10 days (very pathetic). We had massive nsf fee's. I didnt notice the tardiness of the deposits until Audit. Time. It made my stomach hurt. To think that we could have saved everyone so much time, money, and energy.
Three: We had a family that year after year sent us nsf checks... One time the child even told us that his dad took the cash and paid the entire amount with a check.... (after of course it bounced) We felt terrible that we allowed ourselves to be duked... We asked the Principal to host a parent meeting to discuss this issue. As a Parent Organization we asked that the parent pay the full amount owed. We also put them on a cash only basis.
Four: Cash Only's.... OF course this is very rare... but when someone sends an nsf. we simply send a letter. If it is not cleared with in 30 days and/or is a constant problem. The name is placed on a Cash Only List. The treasurer and president keep. Since one of these individuals must be present for money counting, the names are never circulated, thus kept private. IF they send us a check.. we simply return the order (keep a copy) and ask for Cash or Money Order. Parents usually respond well.
In the case where the payor could not be reached. I would hold on to the order. Being the person that I am I might even pay it... but make sure I was the one who deliverd the goodies to the proper people.. as welll as wait patiently for the parent to get in touch with me so that we might have a chat... Eventually people do call to find out what happend to their order. I would/ have used that as an opportunity to make a differance. GET THEM INVOLVED somehow.... lol (such sweet justice)
Finaly: Good Samaritan Policy. If you can find sponsors to help with bad dept. They can save you time and money by helping with the payment and delivery of product. These people then follow up for you.
What a great! (errr, busy topic)... I wonder in this sea of answers mine will be helpful... but I will try anyway as we had/ have these issues come up occasionally as well.
These are the Fundraising-committee policies. That I think may apply.
One: Childs health/welfare/safety always come first. We keep everything confidential, and never publicly advertise nsf checks.
Two: It is a policy to count, and deposit all checks and money within 24 hours after receipt. This means that when organizing, and planning fundraisers... money counting is planned way in advance. The longet checks are hled the more likely they are to bounce. One year they were held onto for 10 days (very pathetic). We had massive nsf fee's. I didnt notice the tardiness of the deposits until Audit. Time. It made my stomach hurt. To think that we could have saved everyone so much time, money, and energy.
Three: We had a family that year after year sent us nsf checks... One time the child even told us that his dad took the cash and paid the entire amount with a check.... (after of course it bounced) We felt terrible that we allowed ourselves to be duked... We asked the Principal to host a parent meeting to discuss this issue. As a Parent Organization we asked that the parent pay the full amount owed. We also put them on a cash only basis.
Four: Cash Only's.... OF course this is very rare... but when someone sends an nsf. we simply send a letter. If it is not cleared with in 30 days and/or is a constant problem. The name is placed on a Cash Only List. The treasurer and president keep. Since one of these individuals must be present for money counting, the names are never circulated, thus kept private. IF they send us a check.. we simply return the order (keep a copy) and ask for Cash or Money Order. Parents usually respond well.
In the case where the payor could not be reached. I would hold on to the order. Being the person that I am I might even pay it... but make sure I was the one who deliverd the goodies to the proper people.. as welll as wait patiently for the parent to get in touch with me so that we might have a chat... Eventually people do call to find out what happend to their order. I would/ have used that as an opportunity to make a differance. GET THEM INVOLVED somehow.... lol (such sweet justice)
Finaly: Good Samaritan Policy. If you can find sponsors to help with bad dept. They can save you time and money by helping with the payment and delivery of product. These people then follow up for you.
We have a no personal check policy for customers and parents. Parents either bring in the cash or get a cashier's check. This has been wonderful [img]smile.gif[/img]
Once a child owes us money he/she is not allowed to take anything home on approval such as pictures and can not participate in any more fundraisers. The debt follows the child from school to school until it is paid if ever. We have a strict policy about not talking with the child about the debt at any time. Parent contacts are made as soon as the money due date passes. This year we only didn't collect $110 [img]smile.gif[/img] on a $35,000 fundraiser where we made 50% of that as profit.
If the debt is more than $200 we usually start processing the parent through small claims court. Yesterday I had a parent pay off a debt from 1997 for $200 because she wanted to clear up her bad credit rating.
If we expect students to be responsible then the parent must be also [img]smile.gif[/img]
I didn't spend time reading all the replies but at our PTO we just charge the person who issued the bad check the fee that the bank charged us. We don't add any extra fees. The most difficult part is calling the member about the bad check. I find there is usually a very good explanation or at least embarassment and lots of apologies.
