PTA Treasurer

The role of PTA treasurer carries a good deal of responsiblity, but it is also a wonderful job!

The treasurer is the authorized custodian, elected by the members, of the funds of the PTA. It is the treasurer who ensures that the unit finances are properly handled and that money is spent according to the budget approved by the members. This is a critical job since proper handling of the unit’s money will keep the unit in good standing, as well as maintain its credibility with the school and the community.

It is imperative that the treasurer maintains accurate records. Without good records, individuals involved in collecting and handling the PTA’s funds will not be protected should any questions arise. Standard, accepted financial procedures must be used when keeping records so that proper audits can be conducted. All treasurers should be bonded.

For questions, email treasurer@nfcpta.com

 
Here are some files that you may find useful.  Simply click on the link to download.

Incorporation and Renewals

After careful consideration of the incorporation process, the Georgia PTA Board of Directors voted to return the annual responsibility of incorporation (including payment) back to the local unit beginning with the 2020-2021 school year. Local and Council PTA Units will file paperwork and payment directly with the Georgia Secretary of State Corporations Division, rather than sending to the Georgia PTA office. Instructions are below on how to complete this process that started January 1, 2021.

Reasons for a local unit/council to be incorporated with the Georgia Secretary of State (SOS).

  • Incorporation is a state legal process which forms a separate legal entity through which the PTA/PTSA operates.
  • It serves to protect the individuals within the PTA/PTSA with limited liability.
  • Should anyone sue the PTA/PTSA, it normally will be the corporation and its assets which are liable rather than the individual officers.
  • Should the state be placed in a state of emergency, the Governor can give incorporations the ability to continue business.  This supersedes your bylaws.
  • The process of incorporation is not a lengthy one, but one which requires the careful preparation and filing of certain documents with the Office of Secretary of State, the formation of a board of directors, appointment of officers, adoption of by-laws and other procedural requirements such as annual meetings.

Information that will need to be changed:

  • Physical address will change from the GA PTA address to the local unit’s school address
  • Officers will change from GA PTA Executive officers to local unit executive officers (President, Secretary & Treasurer)
  • Contact Email will be email for the local unit (Primary – PTA/PTSA email address and the secondary email should be that of the President or Treasurer.)
  • Registered Agent should be your local unit full PTA/PTSA name (no abbreviations)

Fees to be aware of:

  • Annual renewal of incorporation – $30
  • Penalty for late filing of annual registration – $25
  • Application for Reinstatement – $250
  • Initial Cost to Incorporate – $100
  • Charge for Intent for Newspaper Filing – $40
  1. How to Pay Current Incorporation Fee for your Local Unit/Council
  • Identify your SOS Control Number (this number can be provided to you by your council/district leader or Georgia PTA State Office if you do not know it)
  • Visit Georgia Corporations Division of Secretary of State’s Office –https://ecorp.sos.ga.gov/
  • Click “Annual Registration with Changes (Login Required)”
  • Create an account (MAKE NOTE of the login and password for future boards to use; these should be part of the Treasurer and President notebooks)
  • Choose “File Annual Registration”
  • Verify information on the page
    • Edit “Registered Agent Name” by clicking the “orange circle” on the right of the screen
      • Change to the name of President/Secretary
      • Change “Principal Office Address”  to the school address
    • Add business email address (preferably an email that is passed down to your new leaders)
    • Edit officer information
      • Edit CEO and address
        • Enter the name of the current president
        • Enter the school address
      •  Edit CFO and address
        • Enter the name of the current treasurer
        • Enter the school address
      • Edit Secretary and address
        • Enter the name of the current secretary
        • Enter the school address
  • Complete “Filer’s certification (signature)”
    • Type in your name
    • Title is “officer”
  • Review information is correct (You will have the option to correct any information if needed)
  • Click “File Annual Registration”
  • Pay the fee with a personal credit card or PTA/PTSA check
    • If paying by personal credit card, submit a “check request/reimbursement” to your treasurer with copies of the paperwork attached for documentation.
    • If paying by PTA/PTSA check:
      • Remember to have two signatures on the check
      • Make check payable to Georgia Secretary of State – Corporations Division
      • Enter Control # in the memo field
      • Include copy of printed receipt with the check
      • Mail check to:  Office of the Georgia Secretary of State

Attn: Corporations Division
2 MLK Jr Drive
Suite 313, Floyd West Tower
Atlanta, GA 30334-1530

  1. If your Local Unit/Council is “Administrative Dissolved” and wants to become “Active”
  • Identify your SOS Control Number (this number can be provided to you by your district/council leader if you do not know it)
  • Visit Georgia Corporations Division of Secretary of State’s Office – https://ecorp.sos.ga.gov/
  • Click “Annual Registration with Changes (Login Required)”
  • Create an account (MAKE NOTE of the login and password for future boards to use; these should be part of the Treasurer and President notebooks)
  • Choose “Reinstate an Entity”
  • Search by either Control Number or Business Name
  • Select the correct business name and press “continue”
  • Verify information on the page
    • Edit “Registered Agent Name” by clicking the “orange circle” on the right of the screen
      • Change to the name of President/Secretary/Treasurer
      • Change “Principal Office Address”  to the school address
    • Add business email address (preferably an email that is passed down to your new leaders)
    • Upload the notarized letter reinstating your local unit/council
      • You will need the letter from Georgia PTA. Contact Office Manager-Ms. Tye Barnett at tye@georgiapta.org to help you secure the proper letter
    • Click ‘Continue”
  • Edit officer information
    • Edit CEO and address
      • Enter the name of the current president
      • Enter the school address
    •  Edit CFO and address
      • Enter the name of the current treasurer
      • Enter the school address
    • Edit Secretary and address
      • Enter the name of the current secretary
      • Enter the school address
    • Complete “filer’s certification (signature)”
      • Type in your name
      • Title is “officer”
  • Review information is correct
  • You will have the option to correct any information if needed
  • Click “File reinstatement”
  • Pay the fee with a personal credit card or PTA/PTSA check
    • If paying by personal credit card, submit an “check request/reimbursement” to your treasurer with copies of the paperwork attached for documentation.
    • If paying by PTA/PTSA check:
      • Remember to have two signatures on the check
      • Make check payable to Georgia Secretary of State – Corporations Division
      • Enter Control # in the memo field
      • Include copy of printed receipt with the check
      • Mail check to:  Office of the Georgia Secretary of State

Attn: Corporations Division
2 MLK Jr Drive
Suite 313, Floyd West Tower
Atlanta, GA 30334-1530

  1. To Incorporate your Local Unit/Council
  • File Articles of Incorporation
  • File your Articles of Incorporation with the Georgia Secretary of State’s Corporation Division within 30 days of reserving your organization’s name.
  • The cost is $100 and the renewal fee is $30.
  • Entities must file annually, between January 1 and April 1.
  • When filing an annual registration, include an updated list of the board of directors.
  • Publish Intent to Incorporate
    • Publish a notice of Intent to Incorporate with county newspaper of record listed with the county clerk’s office.
    • This must be done simultaneously with filing the Articles of Incorporation. 
    • The newspaper charges $40.
  • Visit Georgia Corporations Division of Secretary of State’s Office –https://ecorp.sos.ga.gov/
  • Click “Online Services”
  • Create an account (MAKE NOTE of the login and password for future boards to use; these should be part of the Treasurer and President notebooks)
  • Choose “Create or Register a Business”
  • Choose “I am creating a new domestic business”
    • Business Type is “Domestic Nonprofit Corporation” – Click “Yes” that you have a business name reservation number
  • Business Name Section:
    • “Do you have Business Name Reservation”, click No
    • “Requested Business Name”:
      1. Type in the name you would like to set up – REMEMBER, IT MUST INCLUDE “PTA or PTSA” and Inc” – Examples Below

Sally Smith Elementary PTA, Inc or Smith Elementary PTA, Inc
Jim Smith Middle School PTSA, Inc or Smith Middle School PTSA, Inc
Bob Smith High School PTSA, Inc or Smith High School PTSA, Inc

  • Business Purpose Section:
    • NAICS Code: Choose Educational Code
    • NAICS Sub Code: Choose Elementary and Secondary Schools
  • Principal Office Address:
    • Enter Local Unit School Address
    • Click ‘Enter”
  • (MAKE NOTE of the email address and password for future boards to use; these should be part of the Treasurer and President notebooks)
  •  “Does this organization have Members” – Click Yes
  • Enter Registered Agent (officer of the local unit)
    • Enter Individual’s Name
    • Local Unit Address
    • Email Address
  • “Filer’s Certification (Signature)”
    • Type in filer’s name
    • Authorized Title is Incorporator
  • Click “Continue”
  • Confirm all the information on the page is correct.  If you need to, click ”Edit” to go back and change any errors
  • Click “Submit”
  • Pay the fee with a personal credit card or PTA/PTSA check
    • If paying by personal credit card, submit an “check request/reimbursement” to your treasurer with copies of the paperwork attached for documentation.
    • If paying by PTA/PTSA check:
      1. Remember to have two signatures on the check
      2. Make check payable to Georgia Secretary of State – Corporations Division
      3. Enter Control # in the memo field
      4. Include copy of printed receipt with the check
      5. Mail check to:  Office of the Georgia Secretary of State