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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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AVOIDSCHOOL THEFT
A Presentation from Believe Kids Fundraising.By Jay Moneta and Hunter Thomson
PART 2.
AVOIDSCHOOL THEFT
11. Never presign checksWhen writing checks, write them for the exact amount and sign them at the same time. Never write a blank check.
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12. look for missing checksIt helps to keep a close eye on check numbers just to make sure there are no missing checks. If there's been a long list of checks written in order, then all of a sudden they're out of order, it may be a red flag.
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AVOIDSCHOOL THEFT
13. Never make checks out to cashKeep records of all the checks you write as well as who you write the checks to, how much, and what the money is going towards.
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AVOIDSCHOOL THEFT
14.Track all bills paidKeep copies of invoices and matching receipts. Keeping a log of all of your invoices will help audits go by much quicker. Matching up receipts to transactions will allow you to know exactly where all of your money is going.
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AVOIDSCHOOL THEFT
15. Pay original invoicesDo not pay invoices that have been altered or copied. Always use original invoices when writing checks.
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AVOIDSCHOOL THEFT
16. Keep all financial informationMaintain timely and complete financial information at all times. Keeping updated financial 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.
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AVOIDSCHOOL THEFT
17. Keep records of tax formsCopies of tax forms filed should be included in the treasurer's, secretary's and presi-dent's records. Having multiple copies of tax forms and multiple people in charge of them creates accountability.
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18. 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 every penny is going.
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19. Hold monthly activity reviewsAs well as a yearly audit, monthly activity reviews will keep you on track. Reviewing financials every month will eliminate the chance of a theft happening and no one real-izing it until many months later.
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AVOIDSCHOOL THEFT
20. report any theft immediatelyIf theft happens, report it immediately.
One of the biggest mistakes parent group organizations can make is to not report theft. If theft does happen to your organization, the sooner you report it and get au-thorities involved, the sooner the theft can be resolved.
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AVOIDSCHOOL THEFTA Presentation from Believe Kids Fundraising.By Jay Moneta and Hunter Thomson© 2010 Believe Kids Fundraisingwww.BelieveKids.com PART 2.
