PTA Treasurer’s Finance Procedures

 

Hello and thank you for helping on one of our many committees!
 
It is so important for us to have the assistance of volunteers like you!
 
If you are a chair and are first starting the year, please feel free to contact me, Amanda Beckman, PTA Treasurer, to find out your committee’s budget. Please be sure to keep track of your budget and DO NOT GO OVER BUDGET without prior authorization from the Treasurer and/or President.
 
If you happen to spend your own money in furtherance of authorized PTA activities you are entitled to reimbursement. Please submit requests for reimbursement/payment as soon as possible and no later than June 15, 2024. Our fiscal year ends on June 30, 2024. Expense vouchers submitted after June 15th cannot be honored.
 
 
Please follow these procedures to enable the PTA to reimburse you:

1. Send a clear email with who is requesting and what the vendor is for.
 
2. Email the vendor’s dated invoice, signed contract (contracts can only be signed by the PTA President), bills or dated receipts itemizing the nature and price of the goods and services for which the reimbursement is sought. The PTA will be unable to reimburse you if you submit proof of payment (e.g., credit card/debit card receipt, copy of a check, etc.) without the required vendor’s receipt. Please note taxes can not be reimbursed, so please contact me for a tax exemption form if you need one.
 
3. All expenditures must be approved by your committee chairperson, who is responsible for ensuring that expenses are consistent with the committee’s authorized budget. Prior authorization from the PTA President is required for spending in excess of the applicable budget line. 
 
4.  Email all receipts/invoices to the Treasurer.
 
5. The PTA is a tax exempt organization. Do not pay sales tax when making PTA purchases, you will not be reimbursed for it. To obtain a copy of the Sales Tax Exempt Form to present when making a purchase, please make a request to the PTA Treasurer HERE. If using the Tax Exempt Form, non-PTA purchases must be rung up and paid for separately. 
 
6. Provision of food and/or beverages for volunteers and committee members is at the discretion of the committee, and is not a reimbursable expense.
 
 
Direct Payment to Vendors 
In some cases, payment directly to a vendor is appropriate. To request direct payment by the to a vendor, please follow these procedures:

1. Send a clear email with who is requesting and what the vendor is for.

2. Attach the vendor’s dated invoice, signed contract (contracts can only be signed by the President), bill or dated receipt itemizing the nature and price of the goods or services for which payment is requested.
 
3. All expenditures must be approved by your committee chairperson, who is responsible for ensuring that expenses are consistent with the committee’s authorized budget. Prior authorization from the PTA President is required for spending in excess of the applicable budget line. 
 
4.  Email all receipts/invoices to the Treasurer.
 
Thank you for your cooperation!
 
For all questions or clarifications, please contact PTA Treasurer Amanda Beckman.
 

Upcoming Events

Full Calendar