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Any time you use the PTA budget, there are steps that need to be followed. Please follow these instructions to receive any expense reimbursements or to submit a deposit. If you have any questions, please reach out to current Westgate PTA Treasurer (Colleen Crandall) at westgateptatreasurer@gmail.com.
Please be a good steward of our PTA budget. The smarter we spend, the further our resources stretch to fund as many rewarding activities as possible for the Westgate community.
PURCHASING MATERIALS/ITEMS:
Committee purchases are reimbursed by the Treasurer and deducted from your committee budget. Always obtain a receipt. Since the PTA is a 501C3, it is sales tax exempt. Show and use the TAX EXEMPT LETTER prior to your purchase. Sales tax is not able to be reimbursed, except in the following cases:
Costco & Sam’s Club – The tax exempt letter cannot be used; however the savings offset the tax in most cases. Tax will be reimbursed.
Amazon – We have a non-profit PTA account for Amazon that is tax exempt. Please contact Westgate PTA Treasurer – Colleen Crandall at westgateptatreasurer@gmail.com to use this. Note, it is NOT a prime account and thus has regular shipping timeframes, so please plan ahead.
Purchases exceeding more than $25 over your approved committee budget will need to be discussed and voted on at a PTA General Board Meeting.
The PTA has a printer, copy, laminator and a limited inventory of office supplies. Please leverage those before spending extra funds for these purposes.
Please check the PTA storage closet and review our inventory of supplies before making a new purchase.
Please keep a record of your expenses and manage your committee’s budget.
EXPENSES AND REIMBURSEMENTS:
Fill out the Westgate PTA Expense Voucher Form.
Attach all receipts.
Sales tax is not reimbursed except as noted above. Please use the tax exempt letter whenever possible.
Sign the form where applicable and indicate how the reimbursement should be delivered.
Deliver form and receipts to the PTA office mailbox in the Westgate main office, via email to westgateptatreasurer@gmail.com or directly to Westgate PTA Treasurer, Colleen Crandall.
DEPOSITS:
Complete Westgate PTA Deposit Voucher Form.
The form must be filled out and signed by the authorized person for all deposits, and it must contain two signatures. The Westgate PTA Treasurer can count as a second signature only if both parties are present when counting money.
Please contact the Westgate PTA Treasurer (Colleen Crandall) at westgateptatreasurer@gmail.com to make arrangements for the exchange of check, cash or coin.
Cash is not allowed in the PTA mailbox in the main office or PTA office.
If you are expecting a check following an event or fundraiser, please mail the check to Westgate PTA using the school’s mailing address. The front office will put it in the PTA mailbox upon receipt.
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