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Class Budget

The Room Parents are responsible for managing the classroom budget, including class fund collection and year-end reconciliation.

Designate one room parent to be the Class Treasurer.

The Class Treasurer responsibilities include:

  • Create and maintain Class Budget on Google Drive spreadsheet
    • CSPA Treasurer will create budget spreadsheet for your grade
    • This spreadsheet will be used by each grade to track expenses and leftover funds
  • Share read-only link to view Class Budget with entire class
    • This creates transparency and clear communication regarding the use of the Class Fund.
  • Collect donations to the Class Fund
    • Checks made out to Class Treasurer or payment via PayPal to Class Treasurer
    • Deposited ideally in separate personal bank account
  • Request contribution of up to $100 from each family to the Class Fund
    • Include communication in Classroom News
    • Collect checks at Back to School Night
    • Provide envelope in classroom for check drop-off
    • Communicate Class Treasurer’s home address for checks to be mailed
    • Send out BCC reminder email in early October to those families who have not contributed
  • Track donations to the Class Fund on a private spreadsheet
  • Adjust budget to account for collected donations
    • Adjusted budget should cover necessary expenses and not exceed collected donations.
    • Contact CSPA Treasurer if help is needed in adjustment
    • CSPA will not reimburse classes if they have expenses over their collected funds
  • Reimburse parents for expenses with the Class Fund
    • Anticipate expenses and contact the assigned parent volunteer(s) ahead of time
    • Request original receipts for documentation
    • If receipts are lost, contact CSPA Treasurer for consultation
  • At the end of the year, re-share the link to view the class budget to illustrate how the collected funds were spent.
  • Inform the CSPA Treasurer of the amount of leftover funds
    • Remaining funds will be rolled over to your grade’s class funds for the following school year.
    • 5th grade Class Treasurers can use rolled over funds for the end of the year / graduation celebration.
    • 5th grade Class Treasurers should contact parents and offer to refund the leftover funds.  Any leftover funds not refunded to 5th grade families should be donated to the CSPA.

Sample Budgets

Pre-K-4th Grade
Example Budget - 20 children in class

Events Budget
Auction Project $600
In-Class Parties $75
Operetta Costumes ($35/child) $700
Staff Appreciation Breakfast $175
Birthday Gift - Homeroom Teacher $75
Birthday Gift - Assistant (if applicable) $75
Holiday Gift - Homeroom Teacher $75
Holiday Gift - Assistant (if applicable) $75
End of Year Gift - Homeroom Teacher $75
End of Year Gift - Assistant (if applicable) $75
   
TOTAL $2,000

Funds needed from parents: $100 per child (20 children)


5th Grade
Example Budget - 20 children in class

Events Budget
Auction Project $600
In-Class Parties $75
Operetta Costumes ($35/child) $700
Staff Appreciation Breakfast $175
Teacher Birthday Gift $75
Teacher Holiday Gift $75
Teacher End of Year Gift $75
Graduation Party & Contingencies $225
   
TOTAL $2,000

Funds needed from parents: $100 per child (20 children)