Policy: Cash Handling

Purpose

To establish a clear and consistent procedure for handling cash at PTA events, ensuring compliance with NCPTA bylaws and guidelines. This policy outlines the steps for requesting, receiving, managing, and returning cash during PTA events. This policy applies to all PTA members involved in events and activities where cash transactions occur. 

Guidelines/Info

• Cash boxes will be provided to Sternberger Elementary PTA Standing Committee and Special Committee Chairpersons that have a need to make change during PTA events held either on or off campus.

• All applicable guidelines must be followed for requesting, using and returning a cash box. 

• This Cash Handling Policy is designed to safeguard PTA funds, ensure accountability, and maintain compliance with all applicable rules and regulations. Failure to adhere to this policy may result in disciplinary action as deemed appropriate by the PTA board.

Cash Box Request

• • Standing Committee and Special Committee Chairpersons needing cash for an event must complete the Cash Box Request Form.

  • The completed form must be submitted to the Treasurer no later than five (5) days prior to the event date.

  • The Cash Box Request Form includes details of the event, the amount of cash requested, denominations needed, and any other specific requirements and must be completed in full. Incomplete Cash Box Request Forms will not be processed. 

Cash Retrieval

• The Treasurer is responsible for retrieving the requested cash from the bank.

• The Treasurer will count and verify the cash amount before handing it over to the Standing Committee or Special Committee Chairperson(s).

• The cash will be placed in a locked cash box, and handed off to the standing committee and special committee chairperson(s) prior to the start of the event of activity.

Handling Cash During the Event

• Only authorized individuals, including the Standing Committee Chairperson, Special Committee Chairperson(s) and designated volunteers, should handle cash during the event.

• The cash box should be kept secure at all times, preferably under the supervision of a responsible PTA member.

Returning Cash Post-Event

• The Standing Committee or Special Committee Chairperson(s) must return the cash box with a completed Sternberger Elementary PTA Bank Deposit Form. 

• The cash box and completed Sternberger Elementary PTA Bank Deposit Form must be returned to the Treasurer, President, or Vice President immediately following the event. If the Treasurer, President, and Vice President are not available immediately following the event, the Standing Committee or Special Committee Chairperson(s) must ask a member of the Sternberger Leadership (Principal or Vice Principal) to lock the cash box in the school safe and notify the Treasurer of the cash box location.

• The Treasurer will verify the cash amount against the Sternberger Elementary PTA Bank Deposit Form to ensure accuracy.

• Any discrepancies should be documented, and the Standing Committee and Special Committee Chairperson(s) must assist in reconciling any issues.

More information:

Please address comments, questions or concerns about the policy and process to:

Eric McCandless, Sternberger PTA Treasurer 2024-2025 School Year/ treasurer@sternbergerpta.org

Revised March 2025