GLE PTA Treasurer Responsibilities - Fiscal Year July 1-June 30

Sep 19, 2026

GLE PTA Treasurer Responsibilities outlines key duties across the fiscal year (July 1–June 30) including a two-year term and scheduled board attendance. It covers annual budget preparation, monthly management of funds in and out, bank deposits and expense reimbursements with required documentation, and producing detailed monthly treasurer reports using the GLE PTA workbook structure. It also includes checkbook balancing, event cash oversight, renewing insurance and paying MN dues via MemberHub, filing IRS 990-N and MN charitable reports, supporting teacher request workflows, prepaid Visa gift card procurement, ordering AVID binders, and conducting an annual internal finance audit.

LanguageEnglish

CategoryForms

FormatPDF

Pages6

Reading Time2 min

AccessFree to download

Overview of Duties

Fiscal year, term, and board meetings

Annual budget meeting

Monthly financial management and reporting

Reimbursements, deposits, and checkbook balancing

Event cash handling and documentation

Insurance, dues, and tax filings

Teacher requests and related purchasing

Other operational responsibilities

Annual internal audit

GLE PTA Treasurer Responsibilities Overview of Duties: Fiscal Year: July 1-June 30 2-year term Attend Board meetings (6:00 pm Board, 6 :30-7:30 pm All) , typically 2nd or 3rd Tuesday; Board to set dates at “board only” meeting in August Annual Budget Meeting-Set budget for the upcoming school year. Prepare or update the previous budget comparison worksheet showing the previous 4-5 years of Actual YTD data to set the budget for the upcoming school year. The annual budget meeting occurs in August with the Principal and the board. President to set up the meeting. Manage all sources of money in and money out each month Bank deposits/Cash Counter: GLE PTA bank deposit worksheet for pta files US Bank deposit slip for bank Expense reimbursement requests: must fill out a request form Editable Template GLE PTA Reimbursement Request Form Printable GLE PTA Expense Reimbursement Request Form Prepare a monthly Treasurer report ; use the current GLE PTA Excel workbook to “Save As” for the upcoming report and update/prepare the next report. Consider transferring to Google Sheets (vs Excel) . Reports to include: Fiscal year dates, July 1- (up to date of current month meeting) Income/ Expense report Sheet 1 : Receipts vs Disbursements balance sheet ; Teacher Requests Historical Data Sheet 2: Money in vs money out summary Checking account balances (outstanding totals links with page 3) Sheet 3 : Balance Detail (outstanding totals link to sheet 2) Sheet 4: Accounts Adjustable, if needed (tracks any funds meant for PTA but deposited or made payable to GLE instead) . On a per-time basis, discuss with Principal Other: Large fundraising summaries (Go Around, Carnival, etc) ; use/create as needed Maintains and balances checkbook register against bank statements. US Bank mails statements to the school usually around the 9th of the month or you can access and print statements online prior to meetings. Pays all expenses and reimbursements submitted with proper documentation (receipts, invoices) and according to the PTA-approved budget Track/ Manage automatic and manual deposits into the PTA account ( Benevity, employer matches ( Medtronic, etc) , grants, Square, PayPal, fundraiser checks, cash donations, etc. ) . Assist/Oversee counting of cash for large events on-site in office conference room (Go around, Carnivals, cash fundraisers) . Coordinate with event lead and willing to help sort and count all cash. For large sums of cash at events, must have at least 2 people to count and track all cash/checks and record on a deposit worksheet. Csh counters to sign form when done. Have office staff store cash/checks in the conference room safe until ready for deposit. Renew the PTA membership insurance by Oct 14th: log on to RVNA Insurance website at [https://www.rvnuccio.com/](https://www.rvnuccio.com/. Complete)[. Complete](https://www.rvnuccio.com/. Complete) renewal application and submit payment either by mail or pay online. Print a copy of the receipt/Cert of Liability for the binder. All other documents are saved on RNVA Renew & pay MN PTA membership dues through MemberHub each year after VP uploads PTA members for the current year. Login to [https://app.memberhub.com/users/sign_in](https://app.memberhub.com/users/sign_in. The site will)[. The site will](https://app.memberhub.com/users/sign_in. The site will) prompt when dues are available to pay. Due dates are Sept 1 , Dec 1 , Mar 1 , and June 1. Usually, VP uploads all members at once in the fall and the Treasurer pays the dues in full. Only the established Treasurer or President account will be allowed to pay. New Treasurers need to create their own account under GLE and must be flagged as the Treasurer File taxes each year, pay fees Tax ID \# 41-1525327 , PTA Minnesota Congress 28774 Federal: file 990-N Federal Tax Form after the fiscal year ends (after July 1st, will need Fiscal end of year June 30th report to fi

FAQs

What is the GLE PTA treasurer’s fiscal year and term?

The fiscal year runs from July 1 to June 30, and the treasurer serves a two-year term.

What must the treasurer do for monthly reporting?

Prepare a monthly treasurer report using the current GLE PTA Excel workbook (Save As for the upcoming report) and update the next report, including the required fiscal year dates and the listed income/expense and balance sheets by sheet.

Which renewals and tax filings does the treasurer manage?

Renew PTA membership insurance by Oct 14 and renew MN PTA membership dues each year via MemberHub. File IRS Form 990-N by Nov 15 and submit the MN charitable organization annual report by Jan 15 (after completing 990N).

How are large events cash and teacher requests handled?

For large events, assist/oversee counting with at least two people, track cash/checks on a deposit worksheet, and have counters sign off while storing funds in the conference room safe until deposit. For teacher requests in November and April, coordinate with the lead administrative assistant and support ordering and any prepaid Visa gift card procurement for the April requests.

Sep 19, 2026

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