HomeOur BoardOur DistrictsHCCPTA Calendar 2017-18Dues & MembershipLegislationMinutes & ReportsNewslettersScholarship ProgramValuable Files & FormsAnnual BanquetReflections ProgramCitizenship Essay ProjectPresident's ChecklistTreasurer InformationPTA StructureHenrico County School BoardPrivacy Statement
Audit information needs to be sent to both Virginia PTA and HCPS after it has been completed
Below is the their contact information

Virginia PTA State Office:
Scan and Email to: info@vapta.org
OR mail hard copy to:
Irene Smith
Administrative Assistant, Virginia PTA
1027 Wilmer Ave.
Richmond, VA 23227

HCPS Internal Audit Office:
Scan and Email to:
and copy macooley@henrico.k12.va.us
OR mail hard copy to:
Sharlene A. Wrenn, CPA, Director of Internal Audit
Henrico County Public Schools
P.O. Box 23120
Henrico, VA 23223

Treasurer Month by Month Checklist


* Keep control of all financial documents.

* Maintain accurate records on receipts and deposits.

* Reconcile bank statement

* Have bank reconciliation verified by non-signatory.

* Provide receipts for donations.

* Analyze budget for possible need for amendments.

* Prepare and present treasurer report for each board meeting and general membership meeting.


* Take over all financial records once the audit is completed and presented to the board for approval.

* Go over the books and set up files to suit your preference.

* Establish procedures for reimbursements, paying bills, and money handling within guidelines and present to board for approval.

* Solicit input on what projects and programs will need funding in the proposed budget.

* Using audit report, the year-end financial report, and funding request work with the budget committee to formulate a proposed budget.

* Present budget proposal to the board for approval.

* Provide start up cash needed for Open House/Orientation.

* Ensure insurance premium is paid.

* Attend training


* Verify membership dues deposit amounts with membership chair.

* Present audit report to general membership for approval. After approval send a copy to VA PTA.

* Present proposed budget to general membership for approval.

* Distribute copies of approved budget to all board members.

* Provide start up cash needed for Back to School Night.

* Mail in first membership dues payment to VA PTA.


* Continue to verify membership dues deposits with membership chair.

* Prepare and submit the appropriate Form 990. Send copy to VA PTA.

* Apply for 501(c)(3) Determination Letter

* Make sure Virginia Sales Tax Exemption Certificate is current.


* Ensure all dues collect to this point have been paid to VA PTA prior to December 1.


* Analyze the budget to see if any amendments need to be presented to the general membership for approval (any amounts over $300).


* Make sure all budget amendments over $300 have been presented to the general membership for approval.

* Send notice to everyone that may have outstanding receipts to turn in reimbursement request.

* Make sure all minutes needed (those showing audit and budget approval and any approval of budget amendments) are in the financial records for audit.

* Make sure the board has approved an audit committee or auditor.


* Prepare financial files for audit

* Present financial files for audit

* Schedule transition meeting with incoming treasurer to turn over records.

Enter supporting content here