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

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• Expense Reimbursement Form

PTA Finance Process Overview

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

• 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.

• 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 with any questions on any part of this process. Thank you!