Maidu-Excelsior PTC

2010-2011 Proposed Budget.
Our Statement of Financial Condition (SOFC) (as of 4/13/11) shows a brief summary of the PTC's current financial position for the year.
Our PTC Budget Summary (as of 4/13/11) shows this year's budget and the actual income and expenses already completed for the year.

These documents will be updated on a monthly basis through the 2010-2011 school year. If you have any questions, contact our PTC Co-Treasurers, Colleen Freund and Jenny Milne.

Where Does It Come From and Where Does It Go?

DID YOU KNOW our PTC relies on four major fundraisers during the school year to fund the majority of our expense budget?

	Scrip Program		Scholastic Book Fairs
	Jog-a-Thons		Fall Product / Gift Wrap

Other PTC-coordinated events held throughout the year are for your enjoyment, with monies collected going directly to putting on that particular event and benefiting the individuals or families attending, such a Family BINGO Night, Family Dinner Night, and Family Movie Night.

For a detailed breakdown of income and expense categories, see the PTC Budget Category Reference.

All financial detail is discussed at each PTC General Meeting, usually held the 1st Tuesday of each month (see the Calendar page). Stop by to hear updates on the many events that we sponsor throughout the year and get to know the inner workings of the PTC.

Payments and Deposits

The following information regarding payment and deposit instructions is excerpted from Treasury Guidelines section of the Coordinator Guidelines:

Payment Requests

Money Collection

Donations

Payment Requests. REQUESTS ARE PICKED UP FROM THE PTC MAILBOX BY THE TREASURER EACH WEEK. PLEASE ALLOW 7-10 DAYS FOR PROCESSING.

Personal Reimbursement. School volunteers and staff who directly pay for approved supplies or services on behalf of the Maidu/Excelsior PTC must submit their original, itemized purchase receipts with a Reimbursement Request form.
Vendor Payments or Cash Box–Change Fund. All other funds needed from the PTC General Account are to be requested using a Vendor Check Request form. Either a vendor’s invoice (bill for services) must be attached to the form, or the change fund option must be selected if setting up an event cash box.

NOTE: All payment requests should be made within 30 days of event occurrence. Missing receipts, invoices, or other information will cause a delay in request processing. For cash boxes, it is the Coordinator’s responsibility to obtain necessary change (bills and coin) for their cash box. Boxes can be obtained from Excelsior P4 storage.

Money Collection. DEPOSITS ARE PICKED UP BY THE TREASURER EACH WEEK. PLEASE NOTIFY THE TREASURER BY TELEPHONE OR EMAIL WHEN MONEY HAS BEEN LOGGED IN AT THE SCHOOL OFFICE.
- Deposits. PTC Coordinators collecting funds for their events must submit all money (checks, bills, and coin) with a Deposit Itemization form to either school secretary. DO NOT LEAVE ANY MONEY IN THE PTC MAILBOX.
  - Ensure all checks are made payable to Maidu/Excelsior PTC.
  - Ensure all fund totals are verified by two separate PTC volunteers.
  - Carefully follow all detailed instructions on the form.
Donations. If your event has obtained donations, please complete a Donation Record and route copies to all parties listed on the form. The Community Correspondence Coordinator will prepare a thank you letter for the donor, and the Treasurer will keep a copy for permanent records storage.

Send comments and updates to PTC Web Site Coordinator