Parent teacher associations (PTAs) rely on volunteers who rarely stay more than a year or two. A clear handover protects the school community, the charity, and your own peace of mind.
PTAs often hold thousands of pounds from fairs, discos, and uniform sales. The Charity Commission expects charities to manage money responsibly even when every role is unpaid. A poor handover means lost passwords, mystery cash boxes, and Gift Aid claims that stall for months.
Bank accounts and signatories
- Bank name, sort code, account number, and account type (usually a charity current account).
- Names of all signatories and the signing rules (for example, two out of three).
- Contact details for your bank relationship manager if you have one.
- How to add or remove signatories — this often needs a committee resolution.
- Recent statements and reconciliation notes showing how balances match your books.
Add the incoming treasurer as a signatory before you leave. Some banks need an in-branch visit; allow time.
Books, software, and passwords
Hand over the system that holds official records: spreadsheet, paper cash book, or club software.
- Logins stored securely — a password manager or sealed pack, not a WhatsApp message.
- Chart of accounts or category list.
- Opening balances at the start of your term and closing balances now.
- Unpaid invoices or committed spending the committee has approved.
If you are leaving spreadsheets, see switching to club bookkeeping software. See how Vasker handles data if the committee asks about security.
Cash, floats, and event takings
- List every petty cash float (uniform shop, refreshment stall) with amounts and who holds them.
- How cash is banked after events.
- Where float bags, tamper-evident seals, and counting sheets live.
- Outstanding sponsor forms or pledge envelopes from the latest fundraiser.
Gift Aid and HMRC
If your PTA is registered with HMRC as a charity, the next treasurer needs:
- Charity tax reference and Charities Online login (or how to reset access).
- Gift Aid declarations, paper or digital.
- A log of donations claimed and any pending claim.
- Notes on the Gift Aid Small Donations Scheme (GASDS) — small cash gifts without named declarations — if you use it for bucket collections at fairs.
Point them to declarations and submitting claims. Unclaimed Gift Aid is common in PTAs. The Gift Aid gap calculator can quantify it.
Governance papers
- Constitution or governing document.
- Charity Commission registration number and portal login.
- Insurance policy and renewal date.
- Minutes approving major spending during your term.
- Independent examination or audit report if due — see independent examination.
- GDPR privacy notice for donors if you collect personal data.
Calendar for the year ahead
- When to submit the Charity Commission annual return.
- When Gift Aid claims are usually filed.
- Key events (summer fair, Christmas raffle) and who leads the money.
- Year-end cut-off for your books.
See the year-end guide.
Digital files and email
Many PTAs share a Gmail or Outlook address. Include recovery details, two-factor notes, and mailing lists. Export contacts if your successor will use a new address. Note which platforms hold order history (PTA Events, Classlist, or similar) and who has admin rights.
If you used online payment links, list each provider, settlement schedule, and fees deducted before money reaches the bank. Mismatched PayPal or Stripe reports cause year-end headaches.
Grants and restricted funds
Hand over the award letter, spending conditions, and evidence of how funds were used. Restricted money must not be mixed with general funds in the notes. Trustees remain responsible after you leave.
People and AGM sign-off
Introduce the new treasurer to the head teacher, chair of governors, bank contact, and anyone who regularly handles money.
Present summary accounts to the AGM and get committee approval. Handover is complete when the minutes record the incoming treasurer's acceptance of records and balances. Keep a copy of the handover document with the minute book.
Next steps
Adapt this checklist, complete it before your last meeting, and walk through it in person. Browse more treasurer guides.