Records
This section deals with the storage and management of P&C records and accountable
forms.
Managing accountable forms
Accountable forms are:
- chequebooks
- order books
- receipt books.
- Label all books with book numbers in sequential order. (Pre-numbered books
should be labelled A, B, C and so on.) Each book issued should be initialled
and dated on the inside cover by the person taking possession of or returning
the book. Normal practice is for the P&C treasurer to provide accountable
forms to all subcommittees and to keep a single register for all P&C
activities.
Keep a register of all the accountable forms
on hand, including those for subcommittees.
Keep all P&C financial records for the following periods.
| Bank deposit slips |
3 years |
| Bank statements |
2 years |
| Cashbooks |
20 years |
| Cash register strips |
3 years |
| Cheque butts/payment vouchers/invoices |
5 years |
| Financial reports |
5 years |
| Pay sheets and acquittance sheets |
6 years |
| Petty cash and postage books |
2 years |
| Receipt books, order books, invoices |
5 years |
| Stock-counting sheets |
3 years |
After the storage periods, the records can be destroyed.
The treasurer should keep the records for the current year and the year before.
All other records should be kept at the school, under the care of the principal.
When a new treasurer takes up the job, the outgoing treasurer must pass
on all records.
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