Expense Forms
PTA payments or reimbursements need to be documented properly before a check can be cut. Following these rules will safeguard the group in the event of an audit either with the PTA association or the IRS.
New forms have been developed to document the necessary information. The step-by-step instructions are included on the forms. There are two forms:
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1)If you need a check to pay a vendor, download the “PTAVendorPayment.pdf” form, or obtain from the Treasurer’s mailbox in the front office. If the amount will be over $100 you will need to use the top part of this form to obtain pre-approval.
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2)If you plan on making the purchase with your own funds and then will want to request a check for reimbursement, download the “PTAReimbursementForm.pdf”, or obtain from the Treasurer’s mailbox in the front office. If the amount will be over $100 you will need to use the top part of this form to obtain pre-approval.
There is a payment schedule. Expense forms will be reviewed every Friday by two PTA Board members. Checks requested from the Expense Forms will be delivered to the front office, or mailed out if requested, the following Friday.
Failure to adhere to the above rules could mean no reimbursement. Sorry for the hardline but they are meant to protect our PTA group and our ability to maintain our non-profit/tax-exempt status.
Teacher Classroom Supply Tracking forms can be downloaded here PTATeacherClassroomSupplyTrackingSheet.pdf.