PTO Monetary Policies and Procedures

REIMBURSEMENTS FOR EXPENSES

• All reimbursements require a receipt. There can be no reimbursement of costs without the actual receipt or invoice.

• We do our budgeting and plan our fundraisers based on prior year’s experience; if volunteers do not submit expenses, we under-report our expenses and cause budgeting problems for future years.

• The chair of an event/activity is responsible for collecting and submitting all receipts and completed reimbursement forms to the Rippowam PTO Treasurer within 2 weeks of the event. Please submit all receipts as soon as possible.

• Teachers or Volunteers must turn in completed “Check Request” forms along with receipts to the Rippowam PTO Treasurer in order to be reimbursed.

• If payment is needed prior to an event, please contact the treasurer as early as possible to schedule the payment.  Please have the “Check Request” form complete to ensure a timely process.

BUDGETARY PROBLEMS

• If you have budgetary problems, let the Treasurer know as soon as possible.

• If a revision or over-run is warranted, it needs to be approved by the Board or the general membership (depending on the amount).  Such changes should be approved prior to any money being spent.

TAX EXEMPTION

• The Rippowam PTO has its own tax ID # for sales tax exemption purposes.  Copies of the sales tax exemption certificate can be obtained from the Treasurer.  In order to take advantage of the exemption, purchases must be made directly with Rippowam PTO funds; i.e. a PTO check. 

• You cannot purchase items with personal funds or cash and receive the sales tax exemption.