Avoiding Theft in your School or Parent Group - Part 2


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Something schools, PTA's, PTO's and other parent groups should never have to worry about is theft. However, school theft and embezzelment are two of the biggest threats to these groups. Any group dealing with money regularly should take steps to prevent theft from happening. Following these few steps from the Believe Kids presentation, will help guard your parent group from having money stolen from the school.

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Avoiding Theft in your School or Parent Group - Part 2

  1. 1. AVOIDSCHOOL THEFT PART 2.A Presentation from Believe Kids Fundraising.By Jay Moneta and Hunter Thomson
  2. 2. PART 2. AVOID SCHOOL THEFT11. Never presign checksWhen writing checks, write them for the exact amount and sign them at the sametime. Never write a blank check. 1.
  3. 3. AVOID SCHOOL THEFT12. look for missing checksIt helps to keep a close eye on check numbers just to make sure there are no missingchecks. If theres been a long list of checks written in order, then all of a sudden theyreout of order, it may be a red flag. 2.
  4. 4. AVOID SCHOOL THEFT13. Never make checks out to cashKeep records of all the checks you write as well as who you write the checks to, howmuch, and what the money is going towards. 3.
  5. 5. AVOID SCHOOL THEFT14.Track all bills paidKeep copies of invoices and matching receipts. Keeping a log of all of your invoiceswill help audits go by much quicker. Matching up receipts to transactions will allowyou to know exactly where all of your money is going. 4.
  6. 6. AVOID SCHOOL THEFT15. Pay original invoicesDo not pay invoices that have been altered or copied. Always use original invoiceswhen writing checks. 5.
  7. 7. AVOID SCHOOL THEFT16. Keep all financial informationMaintain timely and complete financial information at all times. Keeping updatedfinancial information will allow you to check on it at any time. If you ever have a suspi-cion, you should be able to pull out your financials and check on them any time. 6.
  8. 8. AVOID SCHOOL THEFT17. Keep records of tax formsCopies of tax forms filed should be included in the treasurers, secretarys and presi-dents records. Having multiple copies of tax forms and multiple people in charge ofthem creates accountability. 7.
  9. 9. AVOID SCHOOL THEFT18. Keep complete budget reportsBudget reports should include actual vs. budgeted accounts as well as variances.Include as much as you can in budget reports. The goal is to know exactly where everypenny is going. 8.
  10. 10. AVOID SCHOOL THEFT19. Hold monthly activity reviewsAs well as a yearly audit, monthly activity reviews will keep you on track. Reviewingfinancials every month will eliminate the chance of a theft happening and no one real-izing it until many months later. 9.
  11. 11. AVOID SCHOOL THEFT20. report any theft immediatelyIf theft happens, report it immediately.One of the biggest mistakes parent group organizations can make is to not reporttheft. If theft does happen to your organization, the sooner you report it and get au-thorities involved, the sooner the theft can be resolved. 10.
  12. 12. AVOID SCHOOL THEFTA Presentation from Believe Kids Fundraising.By Jay Moneta and Hunter Thomson PART 2.© 2010 Believe Kids Fundraisingwww.BelieveKids.com