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PTA Financial Procedures
FORMS
Hard copies of the forms
referenced below can be found on the Romona PTA website at under FORMS.
PURCHASES
Romona PTA Expense Voucher must be
completed for the following:
Reimbursements for
purchases made
Form must be submitted
with all information on the form completed and with receipts and/or invoices
attached. Completed forms should
be placed in the Treasurers box, located in the main office at Romona. Please allow 2 weeks for your
reimbursement to be processed.
Check requests to be sent
directly to vendors
Form must be submitted
with all information completed and with bill/invoice attached, 2 weeks prior to
the vendor needing it. Completed forms should be placed in the Treasurers box,
located in the main office at Romona.
IMPORTANT! The PTA
does NOT reimburse sales tax. When
making a purchase for the PTA, please present the PTA Tax-exempt letter to the
store/vendor at the point of sale.
A copy of this letter can be found under LEGAL DOCUMENTS.
DEPOSITS
Check Deposits
Check deposits may be placed
in the Treasurer’s mailbox, located in main office at Romona along with the
completed Romona PTA Check Deposit Form.
Check deposits must be
submitted within 10 days of collection.
Please make sure to copy each of the checks submitted and attach them to
your completed Check Deposit Form.
If you are collecting money over a longer period of time, i.e.
Membership, please submit multiple Deposit Forms. (All June deposits are due by June 9, 2011).
Cash Deposits
Romona PTA Cash Deposit Form must be submitted for all cash deposits.
All Cash Deposits must be
coordinated directly with the Assistant Treasurer. All cash deposits will need to be
re-counted, in person, by the Assistant Treasurer at the time of delivery. Please allow time for this.
Cash deposits must be made
within 2 days of receiving the cash.
For event related deposits,
the committee Chair will need to contact the Assistant Treasurer at assttreasurer@romonapta.org at least one week
prior to the event to coordinate the collection/deposit. No money is to be left unattended.
CASH BOXES and OPENING BANK FORM
If you require a cash box
for your event, please complete a Cash Box Request Form. This form should be completed and
returned to the Treasurer’s mailbox, located in the main office at Romona, 5
days prior to the event. Please
contact the Treasurer, treasurer@romonapta.org
to alert that a cash box request has been made.
The Treasurer or Assistant Treasurer will contact you when the cash box is ready
to be picked up. If you are unsure
of the dollar amount needed for the cash box, please contact the Treasurer or
the person who handled the event the prior year.
REQUEST FOR BUDGET INCREASE
If you feel your event/committee may need a budget increase, please contact President, president@romonapta.org and the Treasurer, treasurer@romonpta.org, in writing, 20 days prior to the next PTA Executive Board meeting or the request must wait until the following month.
Questions?
Treasurer @ treasurer@romonapta.org
Assistant Treasurer @ assttreasurer@romonapta.org
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