A New Jersey PTA treasurer works under the Local PTA Uniform Bylaws every unit shares, a standing rules document adopted each year, and New Jersey PTA’s Standards of Affiliation checklist. Every check needs two of three authorized signers, dues go to New Jersey PTA by the 15th of each month, and the membership adopts a financial review each fall.
This page gathers New Jersey PTA’s rules for treasurers as they stood in November 2026, with links where New Jersey PTA posts the source.
Start with New Jersey PTA’s Resources Hub, which posts each year’s Standards of Affiliation checklist, the Financial Review instructions and form, and a walkthrough of the charities registration filing. The checklist is for your own tracking unless New Jersey PTA selects your unit for review. The standing rules, officer list, and financial review are uploaded to the Compliance tab in Givebacks.
Deadline calendar
Every New Jersey unit runs on a July 1 to June 30 fiscal year:
| When | What |
|---|---|
| Every board and general membership meeting | Treasurer’s report |
| Monthly | Every bank statement reviewed, initialed, and dated by a member who is not a signer |
| The 15th of each month, starting August 15 | State and national dues sent to New Jersey PTA through Givebacks |
| July 1 | New officers’ names, emails, and phone numbers entered in MemberHub |
| Within 20 days after the term ends | Outgoing treasurer hands every record to the successor |
| As soon as possible after taking office | Required New Jersey PTA training for every elected officer |
| First general meeting of the school year | Budget adopted by the general membership |
| Each year, after the membership adopts them | Standing rules uploaded to Givebacks |
| October 31 | Financial review, adopted by the membership, uploaded to Givebacks (the 2025-2026 form says October 15) |
| November 15 | IRS deadline for the 990-N, 990-EZ, or 990, with proof uploaded to Givebacks |
| December 31 | Charities registration renewal, if the PTA is registered |
| The anniversary month of incorporation | New Jersey annual report, if the PTA is incorporated |
| January 31 | 1099-NEC forms to recipients and the IRS |
New Jersey PTA’s year as reminders in Volo Cash, starting the day new officers take office.
Paying money out
The membership adopts the budget in the fall. The board submits it and the general membership adopts it at the first general meeting of the school year, and committee spending has to fit within it. The standing rules template gives the general membership the authority to move money budgeted for one purpose to another.
Three signers, two signatures. Under the Uniform Bylaws, the president and treasurer are the primary authorized signers on every account. A third elected officer, chosen by the board and named in the standing rules, signs in an emergency or when one of them is unavailable for a long stretch. Every check carries two signatures, and no signer writes a check to themselves. Signers cannot be related by marriage, law, or blood, or live in the same household. If they would be, the board appoints an unrelated board member instead, an officer first.
Every payment has paperwork behind it. Requests come in with an invoice or receipt, within the number of days your standing rules set. New Jersey PTA’s financial review checks that every check had two signatures and every check voucher a receipt.
A request in Volo Cash approved by the two primary signers, the president and the treasurer.
Electronic payments follow a board policy. The Uniform Bylaws give the board the job of approving policies, in line with New Jersey PTA’s, for paying bills by ACH, e-check, and similar methods with pre-approved authorization. The standing rules template suggests written policies for ACH, cards, online banking, money handling, and passing passwords to the next treasurer.
Payment apps. New Jersey PTA’s guidance on cash payment apps says Venmo, Zelle, and Cash App should not be used for PTA banking, and that the AIM fidelity bond does not cover losses through them. It suggests MemberHub, PayPal, Cheddar Up, Stripe, or Square instead.
Taking money in
Local dues are set by the board, approved by the general membership, and written into the standing rules. They include National PTA’s portion, $3.25 per member, and New Jersey PTA’s portion as its delegates set it. Both portions belong to New Jersey PTA, and under the Uniform Bylaws the treasurer keeps the record of dues owed to it. Enter members in Givebacks and send both portions by the 15th of each month starting August 15, by ACH in Givebacks or by check to New Jersey PTA. A member has to have paid at least 15 days before a meeting to vote at it.
New Jersey PTA’s posted forms do not lay out a cash-counting procedure, so follow your standing rules and the money handling policy your board adopts.
The monthly routine
The treasurer reports at every board meeting and every general membership meeting. The board meets ten times a year, and the standing rules template asks for a monthly financial report to the board. Our treasurer’s report guide walks through what goes in one.
At the start of the year the board appoints a member who is not a signer to review the bank statements. Each month that reviewer looks over the statement, brings any concerns to the board, and otherwise initials and dates it and gives it back to the treasurer. The financial review later asks whether every statement was reconciled each month.
Reconciling in Volo Cash, ready for the non-signer’s monthly review.
The annual financial review
New Jersey PTA calls it the Financial Review. It used to be called an audit. Three members who were not authorized to sign checks during the year do it after the June 30 close. The Uniform Bylaws have the president recruit four volunteers, three to serve and one alternate, with the board’s approval, and exclude the president and anyone related to a signer.
The treasurer hands the committee the bylaws and standing rules, the budget, the 990, the insurance policy, minutes, treasurer’s reports, bank statements, the checkbook, and the deposit and expense vouchers in statement order. The committee works through the form’s nine-question checklist and a reconciliation of the register to the bank, for each account or for all accounts together. The three reviewers and the new year’s president and treasurer sign it.
The general membership has to vote to adopt the review, and the full report is shared with them. Then it is uploaded to Givebacks by October 31 under the 2026-2027 checklist. The 2025-2026 form gives October 15, so confirm the date with your field service contact. The treasurer’s accounts are also reviewed whenever officers change. Our PTA audit guide covers what a reviewer looks for, and Volo Cash exports every request with its receipts as PDFs in one download for the committee.
Taxes and state filings
The 990 by November 15. New Jersey units are tax-exempt under New Jersey PTA’s IRS group exemption, and each files its own 990-N, 990-EZ, or 990. New Jersey PTA pays for File990, and the confirmation goes to Givebacks. Our PTA 990 guide explains which form applies.
Sales tax takes your own ST-5 certificate. PTAs qualify for New Jersey’s Exempt Organization Certificate, applied for on form REG-1E with no fee. Because units are covered by a group exemption, the application includes New Jersey PTA’s group letter and a letter saying your unit is in good standing. Pay for exempt purchases from PTA funds and give the vendor a copy of the certificate, since a purchase paid personally and reimbursed later loses the exemption. A PTA may not use the school’s exemption.
Occasional fundraiser sales are tax-free. With an ST-5, a PTA collects no tax at occasional, short fundraising events when all the proceeds go to the PTA or the school and buyers pay the PTA or school, according to the Division of Taxation’s bulletin for school groups. A school store open more often than monthly collects sales tax. When buyers pay a for-profit fundraising company directly, that company collects it.
Charities registration. New Jersey PTA has each unit file its own charities registration. A charity with $10,000 or less a year in contributions and no paid fundraiser may choose not to register. If its contributions go over $10,000, it has 30 days to register. Registered PTAs renew six months after the fiscal year ends, December 31 for a June 30 year, with two officers signing. The fee is $30 up to $25,000 in contributions and rises with size. New Jersey PTA’s walkthrough on the Resources Hub shows how to link your unit to New Jersey PTA as its parent in the filing.
An annual report if you incorporated. An incorporated PTA files a New Jersey annual report in the anniversary month of its incorporation.
If your PTA paid an individual or an unincorporated business for services, the 1099-NEC threshold is $2,000 for payments made after December 31, 2025, and the forms go out by January 31.
Raffles
New Jersey licenses raffles in two steps, under the Legalized Games of Chance Control Commission:
- Register with the Commission for an identification number. Registration lasts two years and costs $100, and the application includes your bylaws, a list of members with their addresses and ages, and a letter from the PTA you are affiliated with saying your unit is in good standing.
- Then get a license from your municipality, one application per type of raffle, listing its dates. A license lasts up to a year. The raffle laws apply only in municipalities that adopted them.
- Only members run the game, and none are paid. Ticket prices are uniform, with no multi-ticket discounts, and no single prize in a drawn raffle can be worth more than $100,000, according to the Commission’s license instructions.
- License fees are $20 a day for an on-premises 50/50 or merchandise raffle with a prize over $400. Raffles with smaller prizes pay no Commission fee. Your municipality may charge its own fee as well.
- A notarized Raffle Report of Operations is due by the 15th of the month after the drawing.
New Jersey PTA’s financial review asks whether the PTA keeps a separate checking account for gaming.
Insurance and good standing
New Jersey PTA does not require insurance, though the financial review committee asks to see your policy. Its insurance page names AIM as the preferred provider, with general liability, directors and officers, property, and an embezzlement bond of $10,000 to $50,000.
Good standing means keeping to PTA’s purposes and principles, the Standards of Affiliation, and New Jersey PTA’s other criteria, and every officer shares responsibility for it. A unit that breaks the bylaws can have its charter withdrawn. The sales tax application and raffle registration both ask for proof that your unit is covered and in good standing. New Jersey PTA also requires training for every elected officer each year, with treasurer workshops among the sessions.
Doing it in Volo Cash
Volo Cash fits the process you already follow, from the president’s and treasurer’s signatures on every request to the reports, reminders, and reviews above.
You can try all of it free for three months. Start a free trial.
For the rest of the job, our complete PTA treasurer handbook walks through the year, and the year-round duties checklist lays out what falls due when.