PTA Treasurer's Page

  • PTA Treasurer’s Finance Procedures

     

    Consult Stephanie Stern (greenacrestreas@gmail.com, phone 917-301-5838), PTA Treasurer, to find out your committee’s budget. Please DO NOT GO OVER BUDGET without prior authorization from the Treasurer and/or President.
     
    PTA members who spend their own money in furtherance of authorized PTA activities are entitled to reimbursement. Please submit requests for reimbursement/payment as soon as possible and no later than June 15, 2018. Our fiscal year ends on June 30, 2018. Expense vouchers submitted after June 15th cannot be honored.
     
     
    Please follow these procedures to enable the PTA to reimburse you:
    1. Complete an expense voucher, copies of which available by download HERE or in the Treasurer’s folder in the PTA mailbox in the school office (or e-mail greenacrestreas@gmail.com to request a copy by e-mail).
     
    2. Attach to the expense voucher, the vendor’s dated invoice, signed contract (contracts can only be signed by the PTA President), bills or dated receipts itemizing the nature and price of the goods and services for which the reimbursement is sought. The PTA will be unable to reimburse you if you submit proof of payment (e.g., credit card/debit card receipt, copy of a check, etc.) without the required vendor’s receipt. 
     
    3. All expenditures must be approved by your committee chairperson, who is responsible for ensuring that expenses are consistent with the committee’s authorized budget. Prior authorization from the PTA President is required for spending in excess of the applicable budget line. 
     
    4.  Submit all expense vouchers, with attached receipts/invoices to the Treasurer. Submissions may be made in person or dropped off at the Treasurer’s home (Stephanie Stern, 114 Brite Ave.) or by placing the documents in the Treasurer’s folder in the PTA mailbox in the school office.
     
     
    The PTA is a tax exempt organization. Do not pay sales tax when making PTA purchases, you will not be reimbursed for it. To obtain a copy of the Sales Tax Exempt Form to present when making a purchase, please make a request to the PTA Treasurer at greenacrestreas@gmail.com. If using the Tax Exempt Form, non-PTA purchases must be rung up and paid for separately. 
     
    Provision of food and/or beverages for volunteers and committee members is at the discretion of the committee, and is not a reimbursable expense.
     
     
    Direct Payment to Vendors 
    In some cases, payment directly to a vendor is appropriate. To request direct payment by the to a vendor, please follow these procedures:

    1. Complete an expense voucher (click HERE).

    2. Attach the vendor’s dated invoice, signed contract (contracts can only be signed by the President), bill or dated receipt itemizing the nature and price of the goods or services for which payment is requested.
     
    3. All expenditures must be approved by your committee chairperson, who is responsible for ensuring that expenses are consistent with the committee’s authorized budget. Prior authorization from the PTA President is required for spending in excess of the applicable budget line. 
     
    4.  Submit all expense vouchers, with attached receipts/invoices to the Treasurer. Submissions may be made in person or dropped off at the Treasurer’s home (Stephanie Stern, 114 Brite Ave) or by placing the documents in the Treasurer’s folder in the PTA mailbox in the school office.
      
     
    Depositing Checks to the PTA
     
    This note is primarily for committee chairs that handle large numbers of checks (e.g. special events and clothing sales). When receiving checks, please make sure they contain the following:
     
    - Student first and last name (especially critical when the name differs from the parent’s name)
    - Correct dollar amount
    - Verify that the check is made out to “Greenacres PTA”
     
    Please create a spreadsheet that lists each check, with the name, check number, and amount, along with a total of the amount of all checks to be deposited. Provide spreadsheet and checks to the Treasurer; the Treasurer verify all the details and then the checks will be deposited into the bank account.
     
    Please deliver all membership and fundraising checks to the Treasurer as soon as possible, so they can be processed and deposited promptly. The Treasurer has a mailbox in the school office below the staff mailboxes.
     
     
    Thank you for your cooperation!
     

    For all questions or clarifications, please contact PTA Treasurer Stephanie Stern at greenacrestreas@gmail.com or 917-301-5835. 

Last Modified on August 4, 2017