Top Tips for Treasurers: A Helpful Guide for PTA Volunteers

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Top Tips for Treasurers: A Helpful Guide for PTA Volunteers

If you’ve recently become, or are thinking about applying to become, the treasurer of your school’s PTA, congratulations! It’s an incredibly rewarding role that plays a key part in helping your school raise funds and manage resources effectively.

To help you get started with confidence, we’ve put together our top tips for treasurers, covering everything from record-keeping to event management and reporting.

Build on Experience and Knowledge

A background in finance, accounting, or bookkeeping can be a huge advantage when taking on the treasurer role. However, even if you’re new to managing money, don’t worry, organisation and attention to detail are the most important qualities. Many PTAs also offer handovers and training sessions to help new treasurers settle in quickly.

Review the Books Before Taking Over

Before formally accepting the position, check the PTA’s financial records carefully. Make sure everything is up to date and that there are no discrepancies or missing information. If you notice anything unusual, raise it with the outgoing treasurer or the committee so that all records are accurate and transparent before you take responsibility.

Manage Event Funds Securely

For events that raise larger amounts of money, such as summer fairs or Christmas markets, always ensure two people count the funds together (for example, the chair and the treasurer). Deposit the money into the PTA’s bank account as soon as possible rather than keeping it at home. This protects you and keeps the process professional and secure.

Keep Accurate Records

Good record-keeping is essential for any treasurer. Keep:

Cash receipts for at least 7 years
Bank statements for at least 10 years
Petty cash vouchers for at least 3 years

These documents are invaluable if you ever need to reference them for audits, tax purposes, or general enquiries. Digital copies are acceptable, provided they’re stored securely.

Conduct Annual Audits

At the end of each financial year, arrange an independent audit of the PTA accounts. Share the audit report at your Annual General Meeting (AGM) so all members can review the financial position of the group. Ensure copies of the audit and minutes are filed safely with the secretary for future reference.

Attend Meetings and Communicate Clearly

As treasurer, attending PTA meetings regularly helps keep everyone informed. Provide short verbal or written reports on the current financial situation and offer insight on how funds can be best managed for future events and projects. Transparency builds trust and strengthens your PTA community.

Work as a Team

Remember, being a treasurer isn’t a solo role. The PTA thrives on teamwork, so share ideas, ask questions, and support one another. Your efforts help provide better learning resources, playground improvements, and exciting experiences for pupils.

Final Tip: Be Prepared and Stay Organised

Taking on the treasurer role can feel daunting at first, but with good organisation and clear communication, you’ll soon find your rhythm. Staying proactive and methodical makes everything easier, and keeps your PTA running smoothly year-round.

Start your new role with confidence, download our free PTA Fundraising Pack and bring it along to your next meeting to inspire your committee with fresh ideas and practical fundraising tips.

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