Taking on the role of PTA treasurer comes with plenty of responsibilities, from managing the money and balancing the books to keeping everything organized and accurate. It’s a sizable task, but it doesn’t have to feel overwhelming. With a clear checklist of routines and the right tools, like Cheddar Up, you can tackle your PTA treasurer duties with confidence. Here’s a closer look at what those duties involve and how to simplify the process so you can focus on helping your school community thrive.
Key PTA Treasurer Duties

Creating and Managing the Budget
The budget is the backbone of all PTA activities. As treasurer, you’ll work with the PTA board to create an annual budget that forecasts income (from dues, fundraisers, and donations) and plans for expenses (like events, teacher support, or new equipment). You’ll monitor the budget throughout the year to ensure spending stays on track.

Collecting Payments and Donations
PTAs bring in money from many different sources — membership dues, fundraisers, spirit wear sales, and donations. Efficiently managing these payments is essential to maintaining the PTA’s cash flow.

Tracking and Reporting All Financial Activity
Accurate financial records are a significant part of your PTA treasurer duties. You’ll log every transaction and reconcile bank statements regularly. You’ll also need to generate clear, organized financial reports to share at monthly meetings or with members.

Processing Reimbursements & Expenses
Volunteers or teachers often pay for PTA-related expenses out of pocket — think supplies for events or snacks for staff appreciation week. Your job is to review receipts, ensure the expenses align with the budget, and process reimbursements quickly.

Overseeing Fundraising Efforts
Whether it’s a bake sale, auction, or fun run, you’ll play a key role in overseeing the financial side of fundraisers. That means tracking payments, monitoring progress toward goals, and ensuring funds are used as planned.

Managing Compliance & Audits
PTAs need to follow financial regulations to maintain nonprofit status, which includes filing necessary tax forms (like IRS Form 990) and conducting annual audits. PTA treasurer duties include keeping records audit-ready and ensuring that all financial activities meet legal requirements.
Your PTA Treasurer Duties Survival Checklist
Managing a PTA’s finances means keeping everything buttoned up while avoiding chaos. A few key habits recommended by MoneyMinder (get the full guide here!) will keep you organized, compliant, and in control — plus, they’ll make your life much easier.

Reconcile Early and Often
Regularly match your income and expenses to catch errors before they snowball.

Double Up for Safety
Always have two check signers and two people counting cash.

Receipt Tracking
Make it a priority to keep all receipts, and think about using a digital tool to scan and organize your receipts and check images. This will not only help you preserve records but also ensure you meet all auditing requirements.

Stay on the IRS’s Good Side
If you’re a 501(c)(3), you’re tax-exempt, but you still need to file the correct IRS Form 990 (N, EZ, or Long Form) based on your revenue.

Plan for the Next Treasurer
If you’re passing the torch, start training your successor early to set them up for success.

Get Insured
Ensure your group has proper insurance coverage. If not, think twice before accepting the role — it’s better to be safe than sorry.
These routines may seem like small steps, but they’re your best tools for accuracy, security, and avoiding issues. Plus, they’ll keep your PTA’s finances organized and your stress levels low.
How Cheddar Up Makes PTA Treasurer Duties Easier
Cheddar Up takes the stress out of managing PTA finances, helping you stay organized and efficient every step of the way:
Effortless Payment Collection
Collect dues, donations, event fees, and fundraiser payments online with custom collections. Need to accept payments at a live event? Use Cheddar Up’s card reader to keep everything streamlined and cash-free.
Simplify Fundraising & Sales
Whether running a donation drive, selling spirit wear, or hosting an auction, Cheddar Up makes it easy to set up collections, track progress, and manage everything in one platform.
Check out these ready-to-use templates for PTAs:
Track Payments and Stay Audit-Ready
Every payment is tracked in real-time, with reports and records stored securely in one place. Easily monitor income, see who’s paid, and pull up detailed reports for board meetings, budget updates, or audits — no more digging through paperwork or juggling spreadsheets.
Reduce Administrative Headaches
Cheddar Up allows you to gather additional details — like t-shirt sizes or volunteer sign-ups — alongside payments with custom forms, saving you time and effort.
By automating tasks and keeping everything in one place, Cheddar Up helps you stay on top of the details, reduce manual work, and focus on what really matters: supporting your school and community.

Before you go
PTA treasurer duties are no small task, but with Cheddar Up, you don’t have to do it all the hard way. From collecting payments to real-time reporting, it’s a tool that helps you stay organized, efficient, and confident in your role.