Harrington PTA Finance Team Page

Harrington PTA treasurer goals are to ensure the financial health and sustainability of the PTA so that it can effectively support Edgewood school through various programs and initiatives.

 

As the PTA is a tax-exempt entity, sales taxes are not reimbursed. Remember to obtain the Tax-Exempt Form from the PTA Website and present it to the vendor prior or during the purchase.

 

PTA Fiscal year ends on 08/31. All requests for reimbursement should be made prior to this date. Any exceptions should be approved by the PTA President.

 

1) Budget Management for each PTA committees:
    - Before the beginning of each fiscal year, it is important to request and review the individual budget

       which is assigned for each specific PTA committee.
    - Each PTA committee is responsible for keeping track of its expenses so to keep costs within its

       assigned budget.
    - All expenses must be discussed and approved by the committee chairperson or a PTA Co-president.
    - Do not exceed the budget without prior written authorization from PTA Co-presidents.

 

2) Reimbursement Process:

     - There are two ways to purchase goods or services for the PTA:

       (a) spend and get reimbursement: spend your own money for authorize PTA activities and then

       submit an Expense Reimbursement request with itemized receipts to the Finance Team.
       (b) request direct payment to vendors:

     - Complete a PTA Expense Voucher

     - Request a W9 form from the vendor (for 1099 forms)
     - Attach the vendor’s dated invoice or signed contract for payment requests.

     - Submit all expense vouchers with receipts/invoices to the Finance Team.


     - Amazon purchases: The Treasurer can assist you with ordering from Amazon and have the supplies delivered to your home. Please email the Amazon link for the desired purchase and your shipping address to the Treasurer. Allow a one-week lead time for any direct orders placed by the Treasurer.

   

     - Unapproved expenses beyond the budget are considered donations to the PTA.
     - Non-PTA purchases must be separate and clearly indicated on vendor receipts.

 

3) Depositing Checks to the PTA:
    a. For Committee Chairs handling numerous checks (e.g., special events, clothing sales):
      i. Ensure checks include:
        1. Student’s first and last name (critical if different from parent’s name).
        2. Correct dollar amount.
        3. “Harrington Elementary PTA” as the payee.
      ii. If more than 15 checks:
        1. Create a spreadsheet listing each check with name, check number, and amount.
        2. Attach this sheet to the Revenue Voucher (only total amount needed).
        3. The Finance Team will verify the total before depositing the checks into the bank account.

 

PTA Reimbursement Process for Parents, Teachers, Board, and General Community

 

Quick Links

Expense Reimbursement Form

 

PTA Finance Process Overview

The process is for parents, teachers, board, and general community reimbursement.

 
Before you spend money:
  • Before any money is spent, be sure to confirm the expense is approved/in the PTA budget. You can reach out to the Finance Team or applicable committee chair to inquire if funds are budgeted, released, and approved to be spent at this time.
  • The PTA can make a check payment directly for an item, if there is an invoice or bill. Contact the Finance Team ahead of time to arrange having a check payment made directly from the PTA, so a reimbursement will not be needed.
  • All PTA reimbursable expenses must be made as separate purchases (on separate receipts) from personal or other purchases. If this is not possible, please contact the Finance Team before making the purchase.
  • Be sure that any online purchase is made in the name of the person who is making the payment and who will be requesting the reimbursement.
After you spend money:
  • Within 30 days of the expense date, please submit an expense report with all the required details and receipt(s) by filling out the Expense Reimbursement Form. We recommend you log in to your Membership Toolkit account before submitting the form if you are already a member of Harrington Elementary PTA.
  • Check reimbursements will be mailed within 2-3 weeks of submission. If you need a reimbursement sooner, email the Finance Team to make this request.

Note: Gift cards are not allowed to be paid for, nor reimbursed by the PTA.

Please do not purchase gift cards or any gifts on behalf of the PTA. The PTA will not reimburse for these purchases.

Teacher Reimbursements

The annual PTA budget defines a significant amount of allocated funds for classroom use and teacher reimbursement for classroom needs. We do not expect teachers to pay out-of-pocket for materials needed or desired in their classrooms.

 

CONTACT

Email the Finance Team (finance@harringtonpta.org) with any questions. Thank you!