In an effort to keep HASA Events organized and uniform, the Executive Board has set up a list of guidelines for all Committee Heads to follow. These guidelines are designed to aid all members of Home and School in efficient and accurate reporting of HASA Events.
Receipts are required for any reimbursement from Dan Szostek, HASA Treasurer. Original or copied receipts are acceptable. It is the responsibility of the parent to copy his/her receipts for the Treasurer.
Visitation BVM School does have a TAX ID # and should be used whenever possible to avoid paying sales tax. This especially applies to large item rentals (i.e., giant slide, TV rentals, or large quantity orders of food items, etc).
Please use the Event Report Form (click here for a copy of the form) when submitting event reports and corresponding money. This will help keep the Treasurer’s records, as well as yours, more organized and will promote consistency among all HASA Events. All forms and receipts should be submitted within 7 days after the event to be reimbursed, or it will be considered a donation.
Any individual item for any event exceeding $150 must have approval from the HASA President PRIOR to ordering. A written request must be made by text or email and approved likewise for proper paper trail. This correspondence should then be included with the supporting detail for the event.
The following guidelines pertain primarily to larger events (Mother/Son Bingo, Moms' Night Out, Father Daughter Dance, etc) where there are larger committees involved.
Treasury Guidelines:
a) When feasible, an excel spreadsheet should be recorded of all tickets sold and the number of people attending an event. This will better enable the committee head to track incoming cash and provide estimates for supplies and for future events.
b) It is preferred that all committee members submit their receipts to the committee head for submission with the completed Event Report Form (click here for form). Reimbursement will then come directly from the Treasurer to the committee members. This will reduce confusion over paying out cash reimbursements from the proceeds of the event. Cash boxes will be provided in events where change is needed, an email should be sent to the Treasurer at least 24 hours before the event (i.e., raffle tickets, dances).
c) Vendor invoices should be handled similarly to the personal receipts mentioned in (b) above. Larger dollar invoices may be submitted to the HASA Treasurer and will be paid when due. If a committee member or head chooses to pay the vendor his/herself, receipts should be submitted with the Event Report as in (b) above for reimbursement.
d) The Treasurer will make every attempt to be prompt in payment of reimbursable expenses, usually within 3-5 business days.
e) There is a certain amount of trust inherent in HASA. These guidelines are not meant to suggest lack of trust in anyone, but to protect all involved as well as promote accurate reporting.