Treasurer Information

TREASURER INFORMATION

General information:

All Haycock PTA checks have to be countersigned by both the Treasurer and President, so these requests need to be submitted well ahead of time.
There are specific forms for each of these requests. Completing these forms saves time, reduces errors, and completes our financial records. If you’re not sure which form to use, please ask!
Each of these forms is a fillable PDF and can be submitted via email (haycockptatreasurer@gmail.com) as well as via the Treasurer’s folder in the PTA mail area (located in the closet across from the cafeteria).
Receipts can be submitted as hard copies but the treasurer will also accept scans and/or photographs via e-mail.
Please e-mail the treasurer when you place any forms in the Treasurer's folder to ensure a prompt response.
We have a 501(c)(3) letter verifying our nonprofit status and a VA tax exempt letter.

Cash box requests/submission:

Please submit request (see form) at least one full week prior to event.
The treasurer will get the requested cash from the bank and give it to the requestor.
After the event, count the money, recording the number of bills/coins in each denomination on the deposit form.
Return cash box, monies, and deposit form to the treasurer.
The treasurer will count the money a second time and verify the recorded amount before making the deposit.

Checks to be deposited:

Sort the checks by amount from lowest to highest. Record the number of each check amount on the deposit form.
Stamp each check in the endorsement area with the Haycock PTA deposit stamp. One is available at the PTA mail area – please do not take this with you. The Treasurer has extra stamps that you may borrow for a period of time.
Give the checks and form to the treasurer for depositing.

Check requests:

Advance payments: Payments may be made in advance with appropriate receipts. Please allow at least 10 business days for receipt if the check needs to be mailed. Allow at least one week if the check can be put into your committee mailbox. Use this form.
Reimbursement requests: Please submit receipts for reimbursement, circling the amount(s) to be reimbursed on EACH receipt and noting each of these amounts on the reimbursement form. Teachers have a separate teacher’s reimbursement form than do volunteers.

Any questions? Contact the PTA Treasurer for help at haycockptatreasurer@gmail.com.

GET FINANCIAL FORMS

Use for cash and/or check deposits

501c3 Letter