John Thomas Dye School Parents’ Association
2007/8 Treasury Procedures

Committee Treasury Liaison
Each committee should choose one person to be its Treasury Liaison. The Liaison interacts with Treasury, submits all forms/deposits and keeps the Committee's financial notebook with the Committee ledger, photocopied cash receipts records, expense reimbursement vouchers and donation records.

Committee Budget
This is the maximum amount of money you may spend unless you receive authorization to exceed from the President.

Kiddie Mail
Please do not use it for treasury matters. Use the treasury box in the sick room or call for special arrangements.

Checks
All checks should be made out to "JTD Parents' Association: with the committee name on the memo line. If the committee name is not on the memo line, Treasury will not know how to credit the check.

Two Treasury Donation Forms
1. Cash Donation Form- is to be used when you are making a cash/check donation to the school through the Parents' Association, e.g. angel donations.

2. In-Kind Donation Form- is to be used when you are donating goods or services to the school through the Parents' Association, e.g., auction items or art supplies.

When you make a donation to the school, please fill out the proper forms in their entirety.

• Turn in the form along with the donation to the proper committee or representative.
• Keep a copy for yourself.
• Liaison will review and put in the treasury box in the sick room. (If it is not related to any specific committee, put the form directly into the treasury box.)

You will receive a tax receipt for your donation.

Note that these forms are not to be used for donations to the Annual Fund or Capital Campaign. Back to top

Cash Receipts Record
Committee Treasury Liaisons only

This form is used by committees to maintain a record of the cash and checks received. When checks and cash are received, the Committee Treasury Liaison should fill out the form in its entirety.

• Each check or cash donation needs to be on a separate line, even if they are from the same family.
• Make a copy of the form and forward the original form and cash/checks to Treasury.

Do not wait until the form is complete to turn in cash/checks. Please try and turn in the above at least weekly.

Non-Sufficient Funds (NSF)

The School has adopted the following procedures for NSF checks:

1. When a check is returned NSF, the Treasurer shall notify the issuer of the check that it has been returned NSF.
2. The issuer of the check shall have ten business days to repay the Parents' Association for the full amount of the original check plus the amount of all associated fees.
3. If such repayment is not made within ten business days, the Treasurer shall inform the President of the Parents' Association and the Headmaster.
4. Notwithstanding the foregoing, the Treasurer shall have the discretion to grant the issuer of the NSF check additional time to make payment before informing the President of the Parents' Association and the Headmaster.
5. The treasurer shall also inform the President and the Headmaster of anyone who has had more that one check returned NSF during any one school year.
6. Upon being informed by the Treasurer that the issuer has not fulfilled the requirements of the NSF procedures outlined above, the President of the Parents' Association or the Headmaster will contact the issuer and make a determination as to how to resolve the matter.
7. The Headmaster shall have the discretion to refuse, on behalf of the Parents' Association, acceptance of personal checks from anyone whose checks are returned NSF on an on-going or regular basis. If the Headmaster suspends the ability to pay by personal check, notification will be made to such person(s) in writing. In this event, payments for Parents' Association activities/merchandise will have to be made by credit card (when available), cashier's check or in cash. Back to top

The forms are available in the marked Treasury Forms

The forms are available online.

Samples of properly filled out forms may be viewed at each location.