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Tips from the Treasurer - Gifts
These are tips for financial officers including the treasurer, financial secretary, auditor, etc.
~By Shereen Walter, Fourth District PTA Treasurer
See also: Raffles
May our unit buy small gifts for the teachers for Teacher Appreciation Day?
Personal gifts or gifts for individuals, such as PTA members or school staff, cannot be purchased with PTA funds. This includes gifts for baby showers, Secretary’s Day, bereavements, weddings, or birthdays. If membership determines that such items are necessary, the individual members can make personal donations for the items. These donations should not be commingled with PTA funds.
What can we do for Teacher Appreciation?
California State PTA understands the importance of staff appreciation in building a stronger home to school connection. However, in order to maintain a PTA’s nonprofit status, it is important to follow IRS guidelines. The IRS does permit expenses that are not directly related to the primary purpose of the PTA if the expenses do not exceed five percent (5%) of the nonprofit organization’s annual budget.
Acceptable expenditures may include a staff luncheon, as long as the expenses follow the above guidelines and are approved by the PTA membership. The 5% would include all areas of hospitality, not just staff appreciation.
Our unit made more money than we expected in our fall fundraiser. What should we do?
In these economic times, it might be a good opportunity to consider whether your unit should cancel or skip a planned spring fundraiser. If your other fundraiser(s) have provided enough funds to cover all your planned programs for the year, your school’s parents might be pleased not to have to participate in yet another fundraiser.
Our principal has asked us to buy a microwave for the teachers’ lounge. Can we do it?
PTA funds should not be used to purchase personal gifts, equipment for staff lounges and lunchrooms, or furnishings for principals’ offices.
Our PTA unit has extra money and would like to use it to purchase something for the school. How do we go about it?
PTA programs promoting parent education, home and school cooperation, children’s well-being, community betterment, and funding for education must have first call on PTA funds. However, a PTA may wish to purchase or provide materials for the local school. The PTA unit must follow certain guidelines so that the gift will be acceptable to both the PTA membership and the school district. Please read the guidelines in the California State PTA Toolkit, Section 5.8.1, regarding gifts to schools for some very good information on how this can be done.
As printed in the March 2009 issue of "Orange Leaves".