Financial Policies & Forms

The forms below are restricted to committee chairs and board members only, or their designee.

Committee Chair
Keida Massey-Murray
email: treasurer@howardptsa.org

Notice when a check is needed

The treasurer needs at least 3 to 5 days notice when a check is needed. Since checks require two signatures, please provide ample notice for us to get both signatures. Please use the Financial Reimbursement/Disbursement Form below, and in the additional comments, please note if you would prefer to pickup the check or have it mailed.

Reimbursement for Expense Incurred Form

Use this online form to request to be reimbursed for an expense that you personally incurred on behalf of the PTSA or for a payment that needs to be made directly to a vendor. All expenditures require preauthorization from an elected board member prior to incurring or obligating the expense. Online submission is the fastest way to get reimbursed.

Reimbursement of personal printing & copying Form

Volunteers donate lots of time, energy and expertise. We don’t expect you to have to eat the costs of printing/copying documents for the PTSA. While we encourage you to use printing services such as Staples for large jobs, we realize that sometimes, it is just easier to do the printing at home, sometimes late at night :} To get reimbursed for these printing expenses, please complete and submit the Printing Reimbursement Form, an online form. Printing will be reimbursed at the pricing listed on the form. Please print in black & white, using color only when color is necessary.
NOTE: we are looking into lower rates at UPS and the Ho Co print facility (free). Please reach out to president prior to printing.

Request Cash Disbursement

There may be times during the year where cash is needed at an event. Some examples are cash for the cash box at the Bingo Event for ticket sales, cash for the prizes at After Prom, or change for a bake sale. When this is needed, first complete this form (be sure to have preapproval from a board member), then the treasurer will prepare a check made payable to you. You pick up the check and take it to the bank to be cashed into whatever size bills you need. It is usually easiest to take it either to your bank or to the bank of the PTSA, which is M&T Bank. Be sure to ask the bank before cashing it if they have any fees for requesting specific bills – most banks do NOT. Any cash not used at the event must be promptly returned to the treasurer for deposit

Cash Verification Form

Use this form for events where cash is collected. The person collecting the cash fills out the data for Coins and Currency. Two others are required to count the money and confirm the amounts, then sign the form. The money along with the form is to be delivered to the treasurer the day it is collected, or if pre-arranged with the treasurer, very soon after the eve

Deposits

If you are in charge of a fundraiser or other PTSA program that involves collecting money (either cash or checks), please be sure to give the funds to the PTSA treasurer in a timely fashion. Be sure to count the money first and fill out the simple PTSA Deposit Form. This form provides a paper trail of all cash/check transactions in order to lessen the likelihood of theft, fraud or embezzlement.

Financial Reimbursement/Disbursement Request

Allowable Time to Submit for Reimbursement:
Reimbursement requests should be given to the treasurer within 14 days, but no later than 30 days of incurring the expense. The fiscal year ends June 30. Any reimbursement requests received by the treasurer after the June 15th may not be paid.

Time needed for Disbursement to a Vendor:
Payments to a vendor should be entered using this form about 3 weeks before it is due to the vendor. This allows the treasurer time to process the request, ask any questions, get the second signature on the check, mail the check, and have it arrive to the vendor in time.

Preauthorization Required:
All expenditures require preauthorization from an elected board member prior to incurring the expense.

Instructions:
Use the button below to access the form to request to be reimbursed for an expense that you personally incurred on behalf of the PTSA.

Fill out the first section of the form with your name and address information.
Fill out the second section with the preauthorization and major project information.
Fill out the receipt information and upload an image of the receipt (pdf, jpg, png). You can submit up to 2 receipts per request.
Fill out the identity confirmation information.
Submit the form using the button at the bottom of the form page.

Payment:
After you submit the online form, it will be reviewed by the treasurer and confirmed by the authorizing board member. If everything is clear and complete, the request will be processed and a check will be mailed to the address on the form. Please allow up to two weeks, possibly three, for the approval process and for the postal service to deliver it to your house. If you wish to pick up the check, it can usually pick it up within one week of submitting the online form. If you wish to submit a paper based form, please download this form and hand deliver or mail it to the treasurer. Hard copy forms may take several weeks to process.

FAQs:
What is an “original” receipt?
    An original receipt is required, by the IRS, in order to be reimbursed. An original receipt means the detailed receipt showing the vendor’s name, address, date, items purchased, amounts charged, etc. It can be in the form of a tape register receipt, an email receipt, a vendor invoice, or similar. Per IRS Revenue Proclamation 97-22, a scanned/electronic image (such as pdf or jpg) of the original receipt is sufficient.

Can I take a picture of the receipt with my phone?
    Yes, just make sure it clear and readable. In fact, that is the fastest way to get paid. Take a picture of the receipt as soon as you incur the expense (right in the store) and fill out the form on this page and submit it instantly.   If you are on an iPhone, when you select the Browse button, it will ask you if you want to select an image from your photo library or you can take a new picture.

Is a cancelled check a receipt?
    No, unfortunately, the IRS does not consider a cancelled check to be a receipt.

Is a credit card statement a receipt or the charge slip that you sign?
    No, unfortunately, the IRS does not consider a credit card statement to be a receipt, nor is the credit card receipt slip (the one that often sign your name on).

Questions?
Contact Keida Massey-Murray at treasurer@howardptsa.org

Howard High School PTSA