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LATEST FROM OUR BLOG
Top Fundraising Tools for Schools

Top Fundraising Tools for Schools

Using the right tools to run your fundraisers is vital for their success. Here’s a list of the best fundraising tools for schools and PTAs, including FutureFund and several others that we consider valuable.

Published on May 28, 2023

The Ultimate PTA Treasurer Report Template

Make your next PTA treasurer report a breeze with this ready-made template! We include fields for income, expenses, and more—along with helpful information on tools you can use to calculate these amounts in less time.
The Ultimate PTA Treasurer Report Template

Summary of Key Points:

  • Comprehensive and transparent financial reporting is crucial for Parent-Teacher Associations (PTAs) to ensure good financial management and maintain trust among members.
  • An effective PTA treasurer report should include various components: header and date, opening balance, an income summary, an expense summary, a bank reconciliation, a closing balance, a budget comparison, and space for notes and comments.
  • The income and expense summaries should provide a detailed breakdown of categories, a comparison of actual versus budgeted amounts, and the display of year-to-date totals and percentages.
  • Bank reconciliation, which compares the bank statement balance with the treasurer’s records and explains any discrepancies, is a critical part of maintaining accurate financial records.
  • In addition to preparing the report, treasurers should ensure the report is approved by the appropriate board or committee, present the report at a general PTA meeting for transparency, and consider using financial reporting tools, like those provided by FutureFund, to streamline the process.
  • Overall, accurate, timely, and transparent financial reporting is key in maintaining the integrity of the PTA and keeping all members informed and engaged in the organization’s financial status.

The Ultimate PTA Treasurer Report Template

Accurate and transparent financial reporting is critical for maintaining trust within PTAs, ensuring good financial management, and keeping members informed of the organization’s financial position.

This ultimate template aims to simplify the process of creating comprehensive and informative PTA treasurer reports by breaking down each essential component.

PTA treasurer with financial data on printed sheets with laptop

Via Adobe Stock.

Report Components

Header and Date

Include your PTA name, title of the report (Treasurer’s Report), and the date (or period) the report covers.

Opening Balance

This is the starting balance of your PTA’s account at the beginning of the reporting period.

Income Summary

Detail all sources of income during the reporting period, including membership dues, fundraising proceeds, and donations. Include:

  • Categories of Income Sources: Break down income by source (e.g., fundraising, donations).
  • Reporting Actual vs. Budgeted Income: Show how actual income compares with the income anticipated in the budget.
  • Year-to-Date Totals and Percentages: Display total income for the year so far, as well as how each category contributes as a percentage of total income.

Expense Summary

List all expenses, itemized and categorized appropriately (e.g., event costs, supplies).

  • Categories of Expenses: Break down expenses by category (e.g., event costs, operational expenses).
  • Reporting Actual vs. Budgeted Expenses: Show how actual expenses compare with the expenses anticipated in the budget.
  • Year-to-Date Totals and Percentages: Display total expenses for the year so far, as well as how each category contributes as a percentage of total expenses.

Bank Reconciliation

This involves comparing your PTA’s financial records with the bank statement to ensure accuracy.

  • Comparison of Bank Statement and Treasurer’s Records: Detail the bank’s record of the account balance and compare it with the treasurer’s records.
  • Explanation of Any Discrepancies: If there are any discrepancies, provide an explanation.
  • Importance of Regular Bank Reconciliations: Regular reconciliation ensures the accuracy of financial records and helps to detect and rectify any errors or discrepancies promptly.

Closing Balance

The ending balance of the PTA’s account after all income and expenses have been accounted for.

Budget Comparison

Compare actual income and expenses to budgeted amounts to gauge financial performance.

  • Analyzing Variances: Discuss any significant differences between actual and budgeted figures.
  • Identifying Areas of Concern or Improvement: Highlight areas where the PTA is overspending or underspending and suggest potential corrective actions or opportunities for improvement.

Notes and Comments

Highlight any significant financial occurrences, explanations for discrepancies, or unusual items.

  • Providing Explanations: Offer context for unusual transactions or large variances from the budget.
  • Highlighting Significant Events: Mention any significant financial achievements or challenges during the period.

Sample Template

Based on the information above, here’s a sample template you can use to prepare your report in table form:

PTA Treasurer’s Report
PTA Name
Report Date
Opening Balance
Amount
Income Summary
CategoriesActual Income
Membership Dues
Fundraising Proceeds
Donations
Other Sources (If Any)
Expenses Summary
CategoriesActual Expense
Event Costs
Supplies
Others (If Any)
Closing Balance
Amount
Budget Comparison
Significant Variances (If Any)
Areas of Concern or Improvement
Notes & Comments
Notes

Please remember that this is just a template and should be adjusted to suit your PTA’s specific needs. Using FutureFund can help streamline this process and ensure more accurate reporting.

Cartoon of PTA treasurer presenting report at PTA meeting

Via Adobe Stock.

Best Practices for Your PTA Treasurer Report

Here are a few tips you can follow to make sure you finish, approve, present, and archive your report properly:

  • Obtain approval: Once you’ve completed your report, make sure it gets reviewed and approved by the PTA board or a designated finance committee.
  • Present the treasurer report at an upcoming PTA meeting: Instead of simply presenting it to your PTA’s finance board or chair, share your report with all PTA members at a general meeting to maintain transparency.
  • Use technology to streamline the reporting process: The template we’ve presented above is a great starting point for compiling your treasurer report, but the right tools can make this process even faster. Consider using FutureFund’s built-in financial report generation tools to save time and help ensure the accuracy of your calculations.

Producing Accurate PTA Treasurer Reports in Less Time

Accurate, transparent, and timely financial reporting is crucial in maintaining the integrity of your PTA. Being careful about the way you prepare and present your report helps ensure better financial health for your organization, and helps keep all members informed and engaged in the PTA’s financial affairs.This template and FutureFund’s built-in reporting tools are both excellent ways to simplify your reporting as a PTA treasurer, saving you time and allowing you to put more energy into the activities and initiatives that drew you towards volunteering for your PTA in the first place. Click here to book a demo of FutureFund and see what else we can do to make your duties easier.

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