every child. one voice.

TREASURER

Additional P&P Luncheon Tables Now Available

PTA / PTSA Schools may now order additional tables for the P&P Luncheon on May 16 at 11:30 at UNF.  They will be available on a first come basis.  If you would like to order or have questions call Cathy Guiler at 904/451-9955.

Cathy Guiler
DCCPTA Treasurer

National PTA Offers New Leadership eLearning Courses for Local Leaders

These leadership courses are designed specifically for local PTA leaders. All of the courses in this section will help new and experienced local leaders improve their leadership skills, and illuminate areas of running a local PTA that new leaders may not currently be aware of. View the course list.  To access our eLearning courses, you will need an online National PTA profile. For assistance with creating a profile or registering for a course, please read the eLearning registration guide.

 

 

Spring Leadership Workshop April 20

Duval County Council PTA Spring Leadership Workshop April 20, 2017 class time table.  If you would like to register for the workshop Click Here.  If you would like to learn more about the new PTA/PTSA workshop award Click Here.

 

Spring Leadership Workshop April 20

Resources – Grants and Donations

1.     Community Grant Program 2016 money
Sponsor: Walmart Foundation
Award: $250 to $2,500
Eligibility:  Nonprofit organizations, government entities, and K-12 schools
Deadline:  The 2016 grant cycle began Feb. 1, 2016 and will end Dec. 31, 2016. Submit applications anytime during this time period.
Walmart and the Walmart Foundation have identified four core areas of giving: Hunger Relief & Healthy Eating, Sustainability, Women’s Economic Empowerment and Career Opportunity. The proposed use of the grant funds should fit within one of these areas of giving. Programs that do not align with these areas may also be given consideration. These include programs that are geared toward strengthening the local communities, for example: local organizations providing health and dental screenings, support for local police and fire departments and local school-based initiatives.
 2.     Youth Garden Grants
Eligibility: K-12
Award: (a $500 gift card* to The Home Depot and a $500 gift card to the Gardening with Kids catalog and educational materials from NGA
NGA awards Youth Garden Grants to schools and community organizations with child-centered garden programs. In evaluating grant applications, priority will be given to programs that emphasize one or more of these elements:
·         educational focus or curricular/program integration
·         nutrition or plant-to-food connections
·         environmental awareness/education
·         entrepreneurship
·         social aspects of gardening such as leadership development, team building, community support, or service-learning.
 3.     Free Books for Read Across America Day
Eligibility: PreK – 2 (Reading Resource Project) and PreK-K (Spanish)
Award:  $5,000
The Literacy Empowerment Foundation, a 501(c)3 non-profit organization, invites your school or other literacy project to apply for FREE books for Read Across America Day. During the past year, LEF has distributed over 3,000,000 books to schools all across the country for Read Across America Day and other literacy projects. Resources are allocated on a first-come, first-served basis.
 

4.     Science/Technology

Three grants will be awarded to K-12 schools in the United States that best demonstrate the ability to innovatively incorporate computer and video games into their curriculum. All schools wanting to utilize computers and video games to strengthen their current curricular offerings or create new learning experiences for their students are encouraged to apply. Please note that proposals are not limited to STEM classes and programs.
Deadline: April 6, 2012
Maximum Grant: $40,00

Jessica Martinez

904-962-0886

Treasurers Forms

Sample PTA Receipts Forms

Click Here for Sample PTA receipts forms you can use for you local PTA unit.


 New Annual Audit Form From FLPTA:

Use either of these forms for the annual financial review.

A signed copy must be submitted to the school bookkeeper with a copy of the June bank statement.  Also send a copy of the form to audit@floridapta.org and treasurer@dccpta.org .  FPTA also has an audit form that is acceptable for use.
________________________________________________________________

Fundraiser Request Form

Use this form for principal approval of any fundraising activities throughout the year.


Due Forms

DCCPTA LU Dues Form 2015-2016
15-16_State-National_DUES_Submission_Form



IRS Form 990

 

IRS Information

EVERY UNIT, EVERY YEAR IS REQUIRED TO FILE A TAX RETURN. This must be done well before November 15.

Don’t wait until the November 15th deadline, filing takes less than 15 minutes.

Treasurer – Local PTA Unit

Who Do I Contact For Help?

Contact the Duval County Council treasurer by email at Treasurer@dccpta.org  for any questions pertaining to financial matters.

DCCPTA Presidents & Treasurers Training Scheduled

All in coming DCCPTA unit presidents & treasurers are required to attend one of the following training meetings:

August 24, 2017, 9:00 AM, Location Cline Auditorium, DCPS School Board Building, 1701 Prudential Drive, Jacksonville, FL 32207.

 

Please put these dates on your calendar if you will be serving as presidents & treasurers the coming year.  Please register by Clicking Here

PTA Treasurer Q & A

Important PTA End of Year Audit Questions

Can PTAs donate money to individuals or groups?  Review This Document For more information and examples.

Returning Membership Cards

You do NOT need to mail back any unused cards. Unused cards should be destroyed at the end of the school year.  Email data.rep@floridapta.org and tell them how many you sold and have paid for, and how many cards you are destroying.  Also, Florida PTA doesn’t pay you back for membership cards, even if you accidentally pay the wrong amount, so be careful when sending payments to them.

Accepting Credit/Debit Cards for Payment

If your board approves the use of credit or debit cards for payment (such as membership, donations or fundraising items) consider these items when establishing your unit’s policy:

•       Research & understand the risk and potential liability verses benefits (compliance with Payment Card Industry Data Security Standards)
•       Keep enough documentation, for example,  signatures of cardholders, for each transaction to ensure that disputed charges do not become a problem.
•       Store any physical documents containing credit card data in a locked drawer, locked file cabinet, or locked office which the PTA solely controls (shred when no longer needed)
•       Do not transmit cardholder’s credit card data by email, mail or fax
•       Do not store credit card data, PIN or  CVV2/CVC2/CID numbers for customers, paper nor electronically in an unsecured area
•       Ensure that the person taking the credit card information and/or processing the transaction is properly trained in best practices
•       When a refund is necessary, the refund must be credited only to the same account from which the purchase/donation was made

This information and more is in the Florida PTA Kit of Materials.  To get the kit YOU MUST REGISTER YOUR OFFICERS EACH YEAR TO RECEIVE THE KIT OF MATERIALS AND MEMBERSHIP CARDS.

Important Local PTA Unit Treasurer Information

The security and accountability of PTA funds is the responsibility of the Treasurer. Be sure your Local Unit is following these basic guidelines:

  • You need 2 signatures on ALL checks.
  • Usually there are 3 PTA Board Members who may sign the checks – Treasurer, President, and a VP or other officer.
  • Write checks for a specific purpose. The expense must be within your approved budget.
  • Reimbursement Form – it should be filled out by the person needing reimbursement. All receipts should be attached to this form. If the person has lost his receipt(s) – he needs to write a letter stating that the receipt(s) was lost. The two check-signers sign their approval of the reimbursement on this form.
  • Never pre-sign a check – sign checks at the time they are needed and after they have been approved.
  • Never write a check for cash. All transactions must be by check so there is a paper trail that can be audited.
  • The person being reimbursed should not be a signer on that check.
  • The retiring treasurer should file the appropriate 990 form with the IRS as soon as the audit has been completed.

PTA as an Outside Group

The Duval County School Board considers each Local Unit of PTA an “Outside Group” that is organized to provide support for school activities. All outside groups are required by the School Board to submit the following financial reports to your school Bookkeeper:

 Annual PTA Unit Audit Form

This reporting is required to maintain each local unit’s 501 (c) (3) status.  A signed copy must be submitted to the school bookkeeper with a copy of the June bank statement.  A copy of the audit must be sent to audit@floridapta.org and treasurer@dccpta.org by September 30 . A copy of the 990 filing must be sent to 990@floridapta.org and treasurer@dccpta.org as soon as possible, but no later than November 15.

Required IRS Tax Filing

Don’t wait until the November 15 deadline, filing takes less than 15 minutes.  EVERY UNIT, EVERY YEAR IS REQUIRED TO FILE A TAX RETURN.

  •  If gross receipts are less than $50,000, then you file a 990-N; (takes only 10-15 minutes to complete!)
  •  $50,000 to $200,000 file Form 990EZ and Schedule A and G.
  •  Over $200,000 file Form 990.
  •  Forward a copy to tax@floridapta.org and treasurer@dccpta.org

Instructions for PTA Units Filing IRS Form 990N e-Postcard

For complete instructions and steps for local PTA units using the Form 990-N Electronic Filing System (e-Postcard) go to  Procedures for Florida PTA Compliance New Procedure 2016 .   Click Here for more IRS information needed to file e-postcard.   Click Here to link to the IRS 990-N Electronic Form.  Once you have filed and your status shows “Accepted,” click on the submission ID for your filing. That will bring up a Confirmation page that you need to print out for your records. You then need to write your PTA’s full name and Duval County on the page.  This confirmation page is what you scan and email to 990@floridapta.org and treasurer@dccpta.org.

Treasurer Forms and Specific Information:

National PTA’s Back-to-School Kit

Sign up for the National PTA’s Back-to-School Kit and then  choose the “Finance” section for a great overview, more information, and to answer questions treasurers my have .

Finance

Sample Donation Receipts from National PTA

Here are Sample PTA receipts forms you can use for you local PTA unit.

 

For Microsoft Word file Sample-Receipt-Forms-for-Fundraising.

Contribution Greater than $75

Goods or Services Returned to Donor

This acknowledges receipt of the following described property from you as a charitable contribution made on ________________ (date):

(Describe the property given in this space.)

 

(Name of your PTA) has provided you with goods or services in exchange for this contribution.  Our estimate of the fair market value of these gods or services is $_____.  This means the net amount of your contribution, which may be a charitable contribution for federal income tax purposes, is $______.  We are required by law to provide this information to you.  The charitable deduction is limited to the excess, if any, of your contribution over the value of the goods or services provided to you.

Please retain this document for your records.  It is important documentation necessary for any available federal income tax deduction for this contribution.

 

(Name of your PTA) __________________________________________________________

 

Authorized Signature ______________________________________         Date ___________

 

Contribution of Cash

No Goods or Services Returned to Donor

This acknowledges receipt of your charitable contribution made on ______________ (date), in the amount of $_________________.

(Name of your PTA) did not provide any goods or services in exchange for this contribution.  Please retain this document for your records.  It is an important document necessary for any available federal income tax deduction for this contribution.

 

(Name of your PTA) __________________________________________________________

 

Authorized Signature ______________________________________               Date ___________

Important PTA End of Year Audit Questions

By:  DCCPTA TreasurerAccounting
Treasurer@dccpta.org
May 21, 2016

 

Question??? Who should be on the audit committee?

Answer— Three non-check signers must be on the audit committee.

 

Question??? When can our annual PTA audit be conducted?

Answer— Audits must be completed after June 30 when your fiscal year ends.  Complete your audit by September 30, although much earlier is preferred.  No financial activity can occur from July 1 until after the audit is completed.


Question??? What annual PTA audit form should I use?

Answer— DCPS has a newly revised audit form that Florida PTA will accept ANNUAL AUDIT REPORT PDF 051816.  So you can use this form for the state and DCPS bookkeeper.
Florida PTA does have its own form that will be in the 2016 Treasurers Kit of materials, most likely will come out later in the summer.  You will only receive the kit if your PTA has registered your officers for next year with Florida PTA.  For last year’s form sample Click Here.  Your school bookkeeper will accept the Florida PTA form as long as you include all of the information from the district form on it.


Question??? As a Duval PTA treasurer, who do I need to submit our annual PTA audit forms to?

Answer–A signed copy of your PTA unit’s annual audit [financial review] must be delivered to:

  1. Your school bookkeeper, must be accompanied with copy of June bank statement.
  2. Florida PTA audit@floridapta.org.
  3. DCCPTA Treasurer Treasurer@dccpta.org.

 

Question??? Can our PTA spend money after the audit is completed and before the first general membership next year?

Answer— Only interim funds set aside from this year’s budget can be spent until your new budget is passed by your general membership next year.


For additional questions please email them to DCCPTA Treasurer at Treasurer@dccpta.org.

 

General Meetings:

General DCCPTA Meetings
are above and run from 9:30 am - 11:30 am, hospitality 9:00 -9:30 a.m. meeting 9:30 am. Make sure your PTA/PTSA has a representative. Join us at:
Duval County Public Schools
School Board Building
Cline Auditorium, 1st floor
1701 Prudential Dr
Jacksonville, Florida 32207

PTA – Applications – Forms – Spreadsheets – Samples

Mailing Address:

DCC PTA
P.O. Box 5397
Jacksonville, FL 32247
Email DCC President
Email Local Unit Team