Mayplace Friends PTA Receipts and Payments Accounts For the year ended 30 June 2025
Charity details
Charity name: Mayplace Friends PTA
Charity registration number: 1038632
Principal address: Woodside Road, Bexleyheath DA7 6EQ
Trustees during the year: 1
Independent examiner (if applicable): Danny Fletcher
Accounting period: Year Ended 30 June 2025
Trustees’ Annual Report (summary)
The trustees present their report and the financial statements for the year ended 30 June 2025. The accounts have been prepared on a receipts and payments basis, which is appropriate for a small charity.
Objectives
To advance the education and wellbeing of pupils at Mayplace Primary School by raising funds and applying those funds for the benefit of the school community.
Activities and achievements
Fundraising activities included events (e.g., fireworks, fairs, discos and seasonal sales), uniform sales, and other income streams such as match funding, grants and lottery income. During the year the PTA made significant contributions to the school to fund equipment and enhancements, including classroom and reading area improvements.
Financial review
Total receipts for the year were £50,257.13 and total payments were £76,734.45. This resulted in a net movement on funds of £-26,477.32. Opening funds were £37,469.31 and closing funds were £10,991.99. The net deficit reflects planned expenditure of prior-year reserves to support the school, rather than an operational shortfall.
Reserves policy
The PTA aims to maintain sufficient reserves to meet short-term commitments and to manage cashflow around major events. Reserves may be used in-year to fund agreed school projects.
Public benefit
The trustees have had regard to the Charity Commission guidance on public benefit and believe the PTA’s activities provide clear benefit to pupils and the wider school community.
| Receipts and Payments Account | Receipts and Payments Account | Receipts and Payments Account | |
|---|---|---|---|
| Receipts | £ | Notes | |
| Fundraising income (events, | 41,456.10 | ||
| uniform and other trading) | |||
| Match funding | 7,860.50 | ||
| Asda Grants | 752.58 | ||
| Donations | 40.00 | ||
| Lottery | 140.50 | ||
| Bank interest | 7.45 | ||
| Total receipts | 50,257.13 | ||
| Payments | £ | Notes | |
| Charitable expenditure: | 52,110.00 | ||
| payments to school (equipment, | |||
| books and support) | |||
| Cost of raising funds: event costs | 22,842.17 | ||
| and uniform purchases | |||
| Payment processing/platform | 1,170.28 | ||
| fees and bank charges (balancing | |||
| item) | |||
| Insurance | 162.00 | ||
| Prom donation | 450.00 | ||
| Total payments | 76,734.45 | ||
| Opening funds | 37,469.31 | ||
| Net movement on funds | -26,477.32 | ||
| Closing funds | 10,991.99 | ||
| Basis | Receipts and payments |
Statement of Assets and Liabilities
As at 30 June 2025
| Assets | £ |
|---|---|
| Cash in hand | 3,267.19 |
| Bank current account | 7,152.32 |
| Bank uniform account | 47.68 |
| Bank savings account | 524.80 |
| Total assets | 10,991.99 |
Approval
These accounts were approved by the trustees and signed on their behalf on: _ / _ /
__ Signed: _______ Name: Joanna Doyle (Trustee)
Mayplace Friends PTA Receipts and Payments Accounts For the year ended 30 June 2025
Charity details
Charity name: Mayplace Friends PTA
Charity registration number: 1038632
Principal address: Woodside Road, Bexleyheath DA7 6EQ
Trustees during the year: 1
Independent examiner (if applicable): Danny Fletcher
Accounting period: Year Ended 30 June 2025
Trustees’ Annual Report (summary)
The trustees present their report and the financial statements for the year ended 30 June 2025. The accounts have been prepared on a receipts and payments basis, which is appropriate for a small charity.
Objectives
To advance the education and wellbeing of pupils at Mayplace Primary School by raising funds and applying those funds for the benefit of the school community.
Activities and achievements
Fundraising activities included events (e.g., fireworks, fairs, discos and seasonal sales), uniform sales, and other income streams such as match funding, grants and lottery income. During the year the PTA made significant contributions to the school to fund equipment and enhancements, including classroom and reading area improvements.
Financial review
Total receipts for the year were £50,257.13 and total payments were £76,734.45. This resulted in a net movement on funds of £-26,477.32. Opening funds were £37,469.31 and closing funds were £10,991.99. The net deficit reflects planned expenditure of prior-year reserves to support the school, rather than an operational shortfall.
Reserves policy
The PTA aims to maintain sufficient reserves to meet short-term commitments and to manage cashflow around major events. Reserves may be used in-year to fund agreed school projects.
Public benefit
The trustees have had regard to the Charity Commission guidance on public benefit and believe the PTA’s activities provide clear benefit to pupils and the wider school community.
| Receipts and Payments Account | Receipts and Payments Account | Receipts and Payments Account | |
|---|---|---|---|
| Receipts | £ | Notes | |
| Fundraising income (events, | 41,456.10 | ||
| uniform and other trading) | |||
| Match funding | 7,860.50 | ||
| Asda Grants | 752.58 | ||
| Donations | 40.00 | ||
| Lottery | 140.50 | ||
| Bank interest | 7.45 | ||
| Total receipts | 50,257.13 | ||
| Payments | £ | Notes | |
| Charitable expenditure: | 52,110.00 | ||
| payments to school (equipment, | |||
| books and support) | |||
| Cost of raising funds: event costs | 22,842.17 | ||
| and uniform purchases | |||
| Payment processing/platform | 1,170.28 | ||
| fees and bank charges (balancing | |||
| item) | |||
| Insurance | 162.00 | ||
| Prom donation | 450.00 | ||
| Total payments | 76,734.45 | ||
| Opening funds | 37,469.31 | ||
| Net movement on funds | -26,477.32 | ||
| Closing funds | 10,991.99 | ||
| Basis | Receipts and payments |
Statement of Assets and Liabilities
As at 30 June 2025
| Assets | £ |
|---|---|
| Cash in hand | 3,267.19 |
| Bank current account | 7,152.32 |
| Bank uniform account | 47.68 |
| Bank savings account | 524.80 |
| Total assets | 10,991.99 |
Approval
These accounts were approved by the trustees and signed on their behalf on: _ / _ /
__ Signed: _______ Name: Joanna Doyle (Trustee)
Financial Review Report for Mayplace PTA For the Year Ended 30 June 2025
| Date of Report | 9th November 2025 |
|---|---|
| Independent Examiner | DannyFletcher(FCCA) |
| Qualifications / Experience | FCCA Accountant (Admission Year 2010), LLP Member and Finance Director - Bindmans LLP(Human Rights Solicitor Firm) |
| Period covered | 1 July2024 to 30 June 2025 |
1. Prologue / Acknowledgment
I would like to thank the PTA Committee, Trustees, and volunteers for their continued hard work and dedication throughout the year. As the parent of three Mayplace children, their commitment to supporting the school community through fundraising, events, and engagement is evident in both the financial results and the positive impact on pupils and families.
This report has been prepared to assist the Trustees in reviewing the PTA’s financial records and ensuring continued transparency and good governance.
2. Purpose of Review
The purpose of this review was to verify that the underlying financial records of Mayplace PTA for the period covered are accurate, supported by documentation, and properly maintained.
3. Scope of Review
The review included examination of the cash book, bank statements, supporting receipts and invoices and event summaries. Checks were carried out to confirm that income and expenditure were properly recorded and supported by documentation.
4. Findings / Financial Overview
a. Bank Inflows and Outflows Summary
| Opening Balance (1 July 2024) |
Money Out | Money In | Closing Balance (30 June 2025) |
|
|---|---|---|---|---|
| £ | £ | £ | £ | |
| Mayplace PTA Current Account (A/c 00815756) | 33,113.86 | (74,968.52) | 52,329.60 | 10,474.94 |
| Mayplace PTA Uniform Account (A/c 90596159) | 2,100.46 | (10,502.78) | 8,450.00 | 47.68 |
| Mayplace PTA Savings Account (A/c 00453269) | 517.35 | - | 7.45 | 524.80 |
| Bank Accounts (Combined) | 35,731.67 | (85,471.30) | 60,787.05 | 11,047.42 |
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b. Cash Float Summary
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£ £
Bfwd Balance:
Bfwd Float Balance 85.94
Cash In Hand
3,614.20
Paid in to Bank 30/6 but processed on 4/7/24
3,700.14
Add: Cash Received 10,756.78
Add: Reimbursement - Ticket Offset 731.70
Add: PPP Offset 660.00
Less: Cash Paid Out (Expenses/Reimbursement) (3,041.70)
Less: Cash Transferred to Current Account (12,803.26)
Cfwd Float Balance as at 30 June 2025 3.66
----- End of picture text -----
c. Cash and Bank Reserves Summary
| Cash in Hand | Bank | Total | |
|---|---|---|---|
| £ | £ | £ | |
| Bfwd Reverse Balance: | |||
| Bfwd Float Balance | 85.94 | - | 85.94 |
| Cash In Hand Paid in to Bank 30/6 butprocessed on 4/7/24 |
3,614.20 | - | 3,614.20 |
| Bfwd Bank Balance | - | 35,731.67 | 35,731.67 |
| Prior Year - Cash in Transit | - | (1,962.50) | (1,962.50) |
| 3,700.14 | 33,769.17 | 37,469.31 | |
| Income / Expenses (see Event Detail Summary): | |||
| Cash Sales / Donations / Fundraising | 12,148.48 | - | 12,148.48 |
| Cash Expenses | (3,045.36) | - | (3,045.36) |
| Bank Sales / Donations / Fundraising | - | 39,283.79 | 39,283.79 |
| Bank Expenses / School Donations | - | (74,808.80) | (74,808.80) |
| 9,103.12 | (35,525.01) | (26,421.89) | |
| Cash Transfer to Current Account | (12,803.26) | 12,803.26 | - |
| Cash Reimbursement to Be Paid (cash expenditure less cash reimbursementspaid) |
3.66 | - | 3.66 |
| Cfwd Reserve Balance as at 30 June 2025 | 3.66 | 11,047.42 | 11,051.08 |
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d. Event Detail Summary – Income and Expenses (Profit / Loss)
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Cash Bank Combined
Cash Sales / Bank Sales /
Net Cash Net Bank Total
Donations / Cash Expenses Donations / Bank Expenses
Profit / (Loss) Profit / (Loss) Profit / (Loss)
Fundraising Fundraising
Fireworks 817.00 (19.39) 797.61 8,086.51 (4,219.33) 3,867.18 4,664.79
Panto 440.00 - 440.00 4,393.63 (3,333.33) 1,060.30 1,500.30
Christmas Cards - - - 652.62 - 652.62 652.62
Christmas Fayre 1,753.52 (567.23) 1,186.29 1,783.80 (754.70) 1,029.10 2,215.39
Elfridges 1,542.88 - 1,542.88 - (1,000.00) (1,000.00) 542.88
Disco x 3 817.35 (269.19) 548.16 1,149.40 (220.18) 929.22 1,477.38
Mothers Day 1,701.37 - 1,701.37 - (733.18) (733.18) 968.19
Ada Picnic 224.50 - 224.50 102.00 - 102.00 326.50
Fathers Day 1,664.90 - 1,664.90 - (829.87) (829.87) 835.03
Ice Pole Sale 68.00 - 68.00 - - - 68.00
Summer Fair 2,318.96 (304.86) 2,014.10 1,954.00 (1,153.43) 800.57 2,814.67
Uniform 800.00 - 800.00 12,360.80 (10,502.78) 1,858.02 2,658.02
Class room Christmas Spend - (660.00) (660.00) - - - (660.00)
Other - (1,224.69) (1,224.69) - - - (1,224.69)
Lottery - - - 140.50 - 140.50 140.50
Insurance - - - - (162.00) (162.00) (162.00)
Donations - - - 40.00 - 40.00 40.00
Prom - - - - (450.00) (450.00) (450.00)
Asda Grant - - - 752.58 - 752.58 752.58
Match Funding - - - 7,860.50 - 7,860.50 7,860.50
Interest - - - 7.45 - 7.45 7.45
School donations:
KS1 Equipment - - - - (13,670.00) (13,670.00) (13,670.00)
KS2 Equipment - - - - (17,780.00) (17,780.00) (17,780.00)
New Book Areas - - - - (20,000.00) (20,000.00) (20,000.00)
Income and Expenses (Profit / Loss) 12,148.48 (3,045.36) 9,103.12 39,283.79 (74,808.80) (35,525.01) (26,421.89)
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| £ | |
|---|---|
| Income | 51,432.27 |
| Expense | (77,854.16) |
| Profit / Loss (Total Money Raised) | (26,421.89) |
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e. Sales / Donations / Fundraising (Income Analysis)
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Cash
Bank Transfer /
Cash Sales Reimbursement / SumUp Stripe Total
Event Receipt
(£) Offset (£) (£) (£)
(£)
(£)
Fireworks 751.00 66.00 427.00 607.00 7,052.51 8,903.51
Panto - 440.00 - - 4,393.63 4,833.63
Christmas Cards - - 652.62 - - 652.62
Christmas Fayre 1,615.82 137.70 250.00 865.00 668.80 3,537.32
Elfridges 1,542.88 - - - - 1,542.88
Disco x 3 817.35 - - - 1,149.40 1,966.75
Mothers Day 1,683.37 18.00 - - - 1,701.37
Ada Picnic 224.50 - - 40.00 62.00 326.50
Fathers Day 1,664.90 - - - - 1,664.90
Ice Pole Sale 68.00 - - - - 68.00
Summer Fair 2,248.96 70.00 500.00 1,454.00 - 4,272.96
Uniform 140.00 660.00 - 8,585.73 3,775.07 13,160.80
Lottery - - 140.50 - - 140.50
Donations - - - - 40.00 40.00
Asda Grant - - 752.58 - - 752.58
Match Funding - - 7,860.50 - 7,860.50
Interest - - 7.45 - - 7.45
TOTAL 10,756.78 1,391.70 10,590.65 11,551.73 17,141.41 51,432.27
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5. Items Requiring Further Review
Supporting receipts/invoices/statements were checked against the cashbook entries. The below items are identified as items requiring further review.
a. Items where the amount included in the cashbook are different to the supporting receipts/invoice/statement
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Supporting
Cashbook Total
Event Cashbook Description Payment Method Evidence Total Difference Comment
(£)
(£)
Other Costs Amazon - Soup Ladle Cash Reimbursement - J Doyle 4.97 4.99 (0.02)
Discussed with J Doyle - It was noted that,
Other Costs Amazon - Kitch Tongs Cash Reimbursement - J Doyle 6.98 7.99 (1.01) on occasion, there are instances where
the agreed-upon cost for a purchase
Summer Fair Amazon - Tattoos (2 x Invoices) Cash Reimbursement - J Doyle 18.94 22.79 (3.85) changes before the order is placed. If
delivery charges or other costs are higher
Summer Fair Temu Rabbits & Prizes Cash Reimbursement - J Doyle 66.61 79.17 (12.56) than expected, adjustments may be made
to ensure the final amount billed to the PTA
Summer Fair Amazon - Fruit Wrap paper Cash Reimbursement - J Doyle 7.99 15.98 (7.99) reflects a more reasonable or previously
agreed-upon price.
Summer Fair Tokens- Amazon Cash Reimbursement - J Doyle 11.98 16.97 (4.99)
Discussed with J Doyle - The PTA
participated in the "No Child Cold
Donation" scheme, which offered
discounted coats for children identified by
the school as needing them. The school
Other Costs No Child cold donation Cash Reimbursement - J Doyle 60.00 89.95 (29.95) identified two families, but unfortunately,
the scheme was overwhelmed and ran out
of stock. To ensure the families received
the coats, Trustee J Doyle purchased the
coats at £89.95 but only charged the PTA
£60.
Invoice was not complete, so it may be fine
Christmas Fayre Sainsburys - reindeer food Cash Reimbursement - G Lucas 23.07 23.47 (0.40) (for example offer or discount to item
totals)
Invoice included a number of other items,
Summer Fair Sainsburys Fair food Cash Reimbursement - G Lucas 33.50 30.00 3.50 so it may be that there were additional
items to include
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b. Items where the supporting evidence wasn’t clear or didn’t include the £ value
There is no concern that the expenses were not incurred, but it was not possible to confirm the supporting evidence amount to the cashbook. The supporting document is mostly screenshots that cutoff the key information.
| Event | Cashbook Description | Payment Method | Cashbook Total (£) |
Comment |
|---|---|---|---|---|
| Christmas Fayre | Temu | Cash Reimbursement - G Lucas | 51.26 |
I can't identify value on email confirmation / receipt /statement to agree |
| Fireworks | Gregs - Volunteers fireworks | Cash Reimbursement - G Lucas | 14.00 |
I can't identify value on email confirmation / receipt /statement to agree |
| Christmas Fayre | Santa Letter box | Cash Reimbursement - G Lucas | 20.00 |
I can't identify value on email confirmation / receipt /statement to agree |
| Christmas Fayre | Poundland- grotto | Cash Reimbursement - G Lucas | 29.90 |
I can't identify value on email confirmation / receipt /statement to agree |
| Christmas Fayre | Costco - water & reindeer food | Cash Reimbursement - G Lucas | 21.45 |
I can't identify value on email confirmation / receipt /statement to agree |
| Summer Fair | Strawberry's | Cash Reimbursement - G Lucas | 14.00 |
I can't identify value on email confirmation / receipt /statement to agree |
| Summer Fair | Signs, milk jug, timer, mirror, tongs | Cash Reimbursement - G Lucas | 65.34 |
I can't identify value on email confirmation / receipt /statement to agree |
| Other Costs | Q Flow subscription | Cash Reimbursement - J Doyle | 66.00 |
I can't identify value on email confirmation / receipt /statement to agree |
| Disco x3 | Disco Popcorn | Cash Reimbursement - J Doyle | 11.69 |
I can't identify value on email confirmation / receipt /statement to agree |
| Disco x3 | Disco Crisps - Aldi | Cash Reimbursement - J Doyle | 21.25 |
I can't identify value on email confirmation / receipt /statement to agree |
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c. Items where there was no supporting evidence provided
It has been confirmed the expenses were incurred, however as I have not seen the supporting evidence it was not possible to confirm the supporting evidence amount to the cashbook.
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Cashbook Total
Event Cashbook Description Payment Method (£) Comment
Disco x 3 Asda Dartford Direct Bank - Current Account 6.97 No supporting evidence provided
Summer Fair Hobbycraft Direct Bank - Current Account 23.00 No supporting evidence provided
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6. Recommendations
The time and effort invested by the PTA Committee, Trustees, and volunteers is highly appreciated. While implementing more rigorous financial controls may be challenging given the current resources and time constraints, a few recommendations are provided for consideration. The feasibility of these suggestions can be assessed by the committee based on available time and resources, without detracting from the excellent work already being carried out.
- i. Method of Expense Reimbursements Currently Practice: Expense reimbursements are currently made in cash. Suggested Recommendation: It may be worth considering depositing cash received at events or other fundraising activities into the bank promptly (and in full). This would allow the amount deposited into the current account to align with the cash received for the event, providing a clearer audit trail. Reimbursements could then be made via bank transfer, which might further enhance transparency and accountability. Of course, a reasonable cash float could still be maintained for smaller, on-the-spot expenses.
ii. Expense Reimbursements
-
Current Practice: Cash reimbursements are made as round sums, rather than against specific expenses.
-
Suggested Recommendation: To improve financial controls, it is suggested that cash reimbursements be made based on actual invoices or receipts for specific expenses incurred, and a clear record kept. This ensures that reimbursements are aligned with documented costs, reducing the risk of overpayment and improved supporting evidence controls.
-
iii. Offset Reimbursements Owed Against Event Tickets
-
Current Practice: Expense reimbursements are sometimes offset against ticket sales. Suggested Recommendation: If the above reimbursement method is implemented, it is advisable to avoid offsetting expense reimbursements against ticket sales. This will improve the audit trail, making it easier to reconcile event income (ticket sales) to actual cash received and card/web payments. It will also help simplify the reconciliation of ticket sales to payments received to the current bank account transactions.
-
iv. Clear Cash Float Transactions
-
Current Practice: The cash float is offset with various contra transactions, which is fine. Suggested Recommendation: For greater clarity, it is suggested that all cash receipts from events or fundraising activities be deposited directly into the PTA’s current account. Cash float transactions should then be managed separately from withdrawals
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made from the current account. This approach would make it easier to cross-reference cash received with amounts deposited into the account, improving the overall audit trail.
v. Collation and Quality of Supporting Evidence (Invoice/Receipts)
- Current Practice: Supporting evidence, such as invoices and receipts, are sometimes incomplete (e.g., screenshots with key information cutoff).
Suggested Recommendation: It is important that all invoices and receipts be kept in an orderly manner and that supporting evidence is complete and legible. Incomplete or unclear documentation makes it difficult to reconcile payments with the cashbook. Ensuring that all receipts include key details (such as full amounts, dates, and supplier details) will help maintain transparency and accuracy in financial records.
vi. Separation of Duties
Current Practice: Due to the size of the PTA, it may not be possible to fully separate financial duties.
Suggested Recommendation: While full separation of duties may not be feasible due to the PTA’s size, it would strengthen financial controls if the person responsible for financial transactions and reimbursements is distinct from those organizing events. Additionally, implementing dual authorization for banking processes or cash reimbursements (where two individuals must approve) would enhance security, although it may increase workload and time requirements.
7. Statement of Financial Accuracy
I have reviewed the PTA's records as presented in this report and found them to be an accurate representation of its receipts and payments. The record-keeping was well-organized, and the information provided enabled me to clearly trace and verify the transactions and activities.
8. Report Prepared By
Name: Danny Fletcher
Date: 9[th] November 2025
Signature:
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