P&C Accounting Manual
The Accounting for Parents & Citizens Associations Manual can be found on the Education Queensland website at http://education.qld.gov.au/corporate/pandc/.
The Accounting Manual should be used in conjunction with the P&C Constitution, which provides the fundamental powers and functions the P&C are permitted under the legislation.
In the Accounting for Parents & Citizens Associations Manual you will find information about the financial responsibilities and operations of a school Parents and Citizens? Association (P&C).
P&C executives, auditors and school principals will find the information in this manual invaluable as a reference for accounting procedures for the Association.
P&Cs are a vital and necessary partner in successful school communities. They are governed by legislative requirements. By following the instructions in the accounting manual you will ensure:
-
proper discharge of your responsibilities
-
sound financial management of your P&C
-
that your P&C operates in accordance with legislative requirements.
Use the reference material as a base on which to establish the financial processes for your P&C.
The Accounting for Parents & Citizens? Associations Manual is an essential financial and management tool because it is the official financial management practice manual for P&Cs and has been approved by the Minister for Education.
Many of the practices it outlines are mandatory. Whenever you see the word must this indicates that this activity is compulsory; and should indicates only that an activity is recommended.
The manual is divided into four main sections:
-
P&C responsibilities
-
procedures and processes
-
other topics
-
examples and proforma.
P&C responsibilities
This section gives an overview of financial responsibilities and the reporting and accounting requirements for a P&C.
Accountability
Proper accounting procedures, like those given here, have two purposes.
They prevent loss and fraud. You might trust everyone in your school community, but accounting procedures remove temptation and the procedures will tell you if the wrong thing is happening and where.
They protect the P&C executive. Good accounting of P&C funds removes any basis for accusations of financial impropriety against your executive members.
Who is accountable and for what?
P&C Executive
All executive members of the P&C are responsible for ensuring that the P&C and its subcommittees follow appropriate financial management procedures.
Subcommittees
P&C subcommittees are bound by the same accounting requirements as the main P&C and must be directed by the P&C, as set down in the constitution.
Procedures and Processes
These procedures and processes must be followed in the handling of P&C finances. Some or all of these procedures and processes may apply depending on what activity is involved and the circumstances surrounding the activity.
Other Topics
This section covers a range of other areas that impact on the operation and accounting requirements of P&C Associations.
Such areas as:-
-
Tuckshop ordering and accounting
-
Outside School Hours Care
-
Text hire
-
Assets
-
Loans
-
Gifts both to the P&C and from the P&C
-
Raffles
-
Employees
-
Examples and Proformas
This section provides a range of forms and examples of best practice for P&C Associations to follow to ensure compliance with all legislative requirements.
Further information about the Accounting Manual and P&C Operations generally is available in the P&C Operations Manual on this website.