Financial Guidelines and Reimbursement

  • Committee Financial Guidelines

Each committee should designate one person to be in charge of all the money, receipts, etc. to make sure your committee does not go over budget. Each committee has a budget, which should be strictly followed. Budgets cannot be changed once they are approved at the first PTO meeting.

All purchases should be tax-exempt. You will not be reimbursed for sales tax (except for purchases from Costco/Sam's Club). Please don’t forget to use the Tax Exempt Letter.

  • Event Income

The Treasurer will collect and notate all funds received on the event registration form.  In the event that funds are not received, the Treasurer is responsible for follow up communications.

Committee Chairs will be supplied login information to review the registration report and track attendance. The Treasurer will supply a Check-In form with payment status on the day of the event.

Coordinate with the Treasurer a week in advance, if you need petty cash for change, tips, etc. or if you need checks for vendors at the event.

All proceeds from the event and reimbursement requests should be submitted to the Presidents or Treasurer within 5 days of the event.

  • Disbursements/Reimbursements

Disbursement/Reimbursement requests must be for expenses incurred planning PTO related events or other PTO committee expenses that meet the approval of the PTO Presidents.

Vendor Check Disbursement and Reimbursement for Expenses:

  1. Submit an online Expense Reimbursement Form request.
  2. Submit the invoice/receipt via upload to the Reimbursement form, via email or submit the invoice/receipt to the treasurer’s box in the school office. Please note that electronic submissions may receive a faster response.
  3. If you have not received prior expense/reimbursement approval, please email the Presidents to notify them that a request has been submitted for approval.