Note: Check Request Form and Expense Reimbursement Form are the same form used for different purposes.
All requests for reimbursement must be approved by the Committee Chairperson before submission to the Treasurer.
Any expense over budget amount needs to be approved by the PTO Board.
All requests for reimbursement should be made within 2 weeks after the event.
Any check in excess of $500 must be signed by two authorized PTO Board Members.
Request for a cash box must be made by email to the Treasurer (a week prior to the event if possible). Please specify the total amount required and in what bill/coin specification.
Both the Treasurer and event Chairperson should sign the Funds Receive Form when the cash box is exchanged.
Cash boxes should be maintained in the school safe when not in use or overnight. Mrs. Craley in the School Office will assist in sorting/retrieving these. Ideally, cash boxes should not leave school property.
All funds collected should be detailed in the Event Reconciliation Form. This includes listing of all checks in an Excel spreadsheet.
Reconciled funds and the completed Event Reconciliation Form should be placed in the school safe in the School Office.
PTO Assistant Treasurer will verify cash and check totals to the Event Reconciliation Form prior to depositing in the bank.
Cash box is counted in the beginning and end of each shift, recording both beginning and ending balances in the daily log.
Any difference in the count should be communicated to the Treasurer or Assistant Treasurer.
Assistant Treasurer will sweep the cash box at least twice a month and deposit all cash in excess of $100 and all checks.
Sales of TESD owned gym uniforms are conducted through the store but cash/check receipts are maintained in a separate envelope. This envelope will be cleared by the Assistant Treasurer and given to Mrs. Craley in the School Office on behalf of TEMS.
PTO President, Executive Vice President or Treasurer must approve any inventory purchase in excess of $250.
Purchase order details should be forwarded to the Treasurer to be matched against final invoice. The form should be signed by a Committee Chairperson.