PTA finances: What every Treasurer should know

PTAs

11 March 2026

Image: Hand typing on a calculator.

Caroline Hayward is a Parentkind PTA Community Adviser and former PTFA Chair.

Taking on the role of PTA Treasurer is a rewarding opportunity to help your committee make the most of its funds, but it also comes with important responsibilities. Good financial governance ensures your PTA runs smoothly, remains compliant and builds trust with your school community.

Here’s what every treasurer should know to get started with confidence.

Understand your role

As Treasurer, you’re responsible for managing the PTA’s finances, keeping accurate records and ensuring transparency. You’ll work closely with the Chair and committee to set budgets, track spending and report on financial activity.

If your PTA is a registered charity, you’ll also need to meet legal obligations, including submitting annual returns to the Charity Commission.

Set a clear budget

Start the year by agreeing a budget with your committee. This should include:

Expected income (e.g. fundraising events, donations, Gift Aid)
Planned spending (e.g. event costs, school support, admin expenses)
A contingency fund for unexpected costs

Review your budget regularly and update it as needed. A clear budget helps your PTA stay on track and make informed decisions.

Keep accurate records

Good record-keeping is essential. You should:

Record all income and expenditure with dates and details
Keep receipts, invoices, and bank statements
Use a simple spreadsheet or accounting software to track transactions
Reconcile your bank account regularly

This not only helps with reporting but also protects your PTA from errors or disputes.

Follow financial policies

Your PTA should have a financial policy that outlines how money is handled. This includes:

Who can authorise spending
How payments are made and recorded
Procedures for handling cash at events
Requirements for dual signatories on bank accounts

If your PTA doesn’t have a financial policy, Parentkind offers templates to help you create one. Following clear procedures ensures accountability and reduces risk.

Report to the committee

Regular financial updates help your committee stay informed. At each meeting, share a brief report showing:

Current bank balance
Income and expenditure since the last meeting
Any upcoming financial commitments

At the end of the year, prepare a full financial report for your AGM. This should include a summary of income, spending and any reserves.

Meet Charity Commission requirements

If your PTA is a registered charity, you must submit an annual return and accounts to the Charity Commission. This includes:

A trustees’ annual report
Financial statements
Confirmation of your charity’s details

Deadlines vary depending on your financial year, so check your obligations early and keep records up to date.

Need help?

Managing PTA finances can feel daunting, but you’re not alone. The Parentkind PTA Community Team is here to support you with resources, templates, and advice. Good financial governance helps your PTA thrive and ensures every penny raised makes a difference.