Something schools, PTA's, PTO's and other parent groups should never have to worry about is theft. However, school theft and embezzlement 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.

1. AVOID
SCHOOL THEFT
PART 1.
A Presentation from Believe Kids Fundraising.
By Jay Moneta and Hunter Thomson

2. PART 1.
AVOID
SCHOOL THEFT
Keep track of money
It's no secret that schools and parent groups handle large amounts of money on a
regular basis. Any group that deals with money needs to take steps to prevent theft,
no matter how small the group is. Every year, new stories emerge where parent
groups who have fallen victim to fraud, embezzlement and theft.
Why? Because theft most commonly happens when need meets opportunity. The
easiest way to protect your organization from falling victim to theft is to take away
opportunity.
The following outline steps you can take today to protect your school from theft.
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3. AVOID
SCHOOL THEFT
1. Hold an annual Audit
Auditing money yearly lets everyone know that all money must be accounted for. It is
also a good idea to do an audit every time officers who handle money take office,
especially the treasurer.
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4. AVOID
SCHOOL THEFT
2. Require multiple signatures
Have 2 signatures on all PTA checks. Have at least 3 signatories on the PTA account
who are not related and not employees of the school.
Having 2 or more signatures on a check creates a checks and balances system that will
ensure accountability between the two people responsible for the checks.
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5. AVOID
SCHOOL THEFT
3. Take out bonding insurance
A fidelity bond policy will protect the cash of the parent group against theft. Anyone
in the parent group who has access to or handles money should be covered under the
policy.
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6. AVOID
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4. Review statements each month
Review bank statements and check records each month. A member of the parent
group who is not directly involved with the handling of the money should do the
reviews each month.
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7. AVOID
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5. Verify wire transfers
Do not let wire transfers go un-noticed. Make sure there is documented paperwork
and explanations for the reasons of wire transfers, then verify the source.
With respect to subscription-based debits that are recurring, verify that the payments
relate to valid accounts that are being utilized. A periodic review of ongoing billing
may turn up accounts or services that are not being used.
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8. AVOID
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6. Verify Cash logs
Always provide receipts along with bank deposit slips. By keeping all receipts and
bank deposit slips, you will be able to verify exactly where the money is going and
how it is being used.
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9. AVOID
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7. Make bank deposits the same day
Holding on to deposits for a long period of time creates more opportunity for theft.
8. Appoint 2 people to count money
Create a "funds received" form and have two people count and verify the money then
sign their names on the form.
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9. Review accounts regularly
Review the accounts payable, vendor, and donation lists to check for suspicious
names or businesses. Do this at the same time you hold your monthly reviews.
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11. AVOID
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10.Protect checks
Keep all checks in a secure area, preferably a locked box. Do not just leave checks or
cash lying around. Have a designated, secure place where you can keep them before
you deposit them.
This presentation is continued in Part 2. 10.

12. AVOID
SCHOOL THEFT
A Presentation from Believe Kids Fundraising.
By Jay Moneta and Hunter Thomson
PART 1.
© 2011 Believe Kids Fundraising
www.BelieveKids.com