PTSA FORMS & FILES
Here are common forms needed for PTSA operations. Please read the Financial Regulations section below for usage instructions.
If you would like to see any of these documents, please contact us at sequoiaptsa@gmail.com.
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Bylaws
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Treasurer’s Reports
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Audit Reports
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Minutes
Financial Regulations
To preserve the Sequoia High School PTSA’s tax exempt status, the Sequoia High School PTSA follows all IRS regulations, CA PTA financial rules as well as correct financial procedures. These rules include the following:
GENERAL ACCOUNTING REGULATIONS OF THE SEQUOIA HIGH SCHOOL PTSA
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Accurate, current records will be kept on all financial matters that involve the PTSA.
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All requests for reimbursement of expenses must be made using the Check Request Form available on the PTSA website. All reimbursement for expenses will be made by check from the PTSA Treasurer, double-signed. Only expenses in the budget approved by the membership will be reimbursed. A firm paper trail is required. All requests for reimbursement must be submitted by June 15 at the latest of the year the expense occurred.
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Membership checks and cash need to be entered into PTAEz online system prior to deposit. Membership names and email addresses and contact information must be provided to the Membership Volunteer to be entered into Constant Contact. Only the Treasurer, President, and Financial Secretary have access to PTA Ez.
FUNDRAISERS CONDUCTED UNDER THE PTSA UMBRELLA (BOTH GENERAL FUND AND CLASS FUNDS):
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Ensure that the proceeds of the project are designated for a specific purpose that meets the Purposes of the PTA.
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All contracts are read carefully to insure they meet all PTA regulations. The contract is signed by two elected officers of the PTA, one of whom must be the president, after the membership has voted to conduct the project.
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All financial procedures required by the California State PTA bonding insurance program are followed.
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Requests for checks for deposits in advance of an activity must complete a Check Request Form and submit it to the Treasurer. If the budget for that activity has not been approved in advance, the check must wait for the General Meeting for approval and payment. Please check the calendar. You may need to wait up to 1 month if you miss a meeting date. PTSA meetings are usually the first Tuesday of the month.
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Money raised in fundraising activities is always counted by at least two PTA Fundraiser members in a secure location and a plan is developed to ensure the safe-keeping of money until it is deposited in the bank. All money raised in fundraising campaigns will be entered in the Cash Verification form, counted by two people and double signed. The cash and checks need to be handed over to the Treasurer promptly.
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All requests for reimbursement of expenses must be made using the Check Request Form available on the PTSA website. All reimbursement for expenses will be made by check from the PTSA Treasurer, double-signed. Only expenses in the budget approved by the membership will be reimbursed. A firm paper trail is required. All requests for reimbursement must be submitted by June 15 at the latest in the year the expense occurred.
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All Fundraising Chairs will provide the Treasurer with a written report of expenses and income in a timely manner using the Committee Report Form.