Forms
Fund Request Proposal Form - "I want money for my <project, classroom items, etc.> and need approval."
Microsoft Word or PDF versions of the form are available. ![]()
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Reimbursement Request Form - "My request was approved and paid for, and I need reimbursement. Here are my purchases and receipts."
Microsoft Word or PDF versions of the form are available. ![]()
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Reimbursement Request Process
There are 2 basic steps to getting reimbursement for classroom expenses. For K-5 teachers, $200 has been "pre-approved" for classroom expenditures for the school year. Please purchase your classroom necessitates and attach a receipt the the reimbursement form above. Our treasurers write checks once a month at the monthly PTO meeting. Need more than $200? Complete the special request for additional funds prior to making any purchases. Forms need to be submitted to [email protected] prior to the monthly board meeting (held 1 week prior to the monthly PTO meetings).
1. Request Form. If you either are not a K-5 teacher (or your request is greater than $200) you must fill out the Fund Request Proposal Form. You can print the form or pick up a blank form from the PTO mailbox. The completed form should be placed in the Treasurer folder in the PTO mailbox or emailed directly to [email protected] prior to the monthly board meeting (held 1 week prior to the monthly PTO meetings). Fund Request Proposal Forms must contain enough details such that the PTO members may discuss and vote on the request at the next PTO meeting.
2. Request Approval. Fund Request Proposal Forms will be discussed and voted on at the PTO meeting. If you are not present, you will be notified whether or not the request was approved.
3. Purchase Items. Purchase the items requested and save your receipts. If possible, please only include school items on a receipt (do not mix school and personal purchases).
Note: Start with step 3 if you have sufficient "pre-approved" dollars remaining.
4. Reimbursement Form. Fill out the Reimbursement Request Form, and place it in the Treasurer folder in the PTO mailbox, with all receipts attached. If it is not clear, highlight the relevant items on the receipts.
5. Reimbursement (the fun part where you get paid). The Co-Treasurer will review the receipts, discuss any discrepancies with you, and write the check for reimbursement at the following PTO meeting. The check will be placed in your school mailbox.
1. Request Form. If you either are not a K-5 teacher (or your request is greater than $200) you must fill out the Fund Request Proposal Form. You can print the form or pick up a blank form from the PTO mailbox. The completed form should be placed in the Treasurer folder in the PTO mailbox or emailed directly to [email protected] prior to the monthly board meeting (held 1 week prior to the monthly PTO meetings). Fund Request Proposal Forms must contain enough details such that the PTO members may discuss and vote on the request at the next PTO meeting.
2. Request Approval. Fund Request Proposal Forms will be discussed and voted on at the PTO meeting. If you are not present, you will be notified whether or not the request was approved.
3. Purchase Items. Purchase the items requested and save your receipts. If possible, please only include school items on a receipt (do not mix school and personal purchases).
Note: Start with step 3 if you have sufficient "pre-approved" dollars remaining.
4. Reimbursement Form. Fill out the Reimbursement Request Form, and place it in the Treasurer folder in the PTO mailbox, with all receipts attached. If it is not clear, highlight the relevant items on the receipts.
5. Reimbursement (the fun part where you get paid). The Co-Treasurer will review the receipts, discuss any discrepancies with you, and write the check for reimbursement at the following PTO meeting. The check will be placed in your school mailbox.
FAQ
Q: What if my expenses exceed the amount I requested?
A: You can only be reimbursed for up to the amount requested/approved. Try to request at least as much as the items will actually cost.
Q: What if my requested amount exceeds the "pre-approved" dollars I have remaining?
A: You must submit a request form for the estimated amount above your remaining pre-approved dollars.
Q: Can I get reimbursed for sales tax too, or only the pre-tax amount?
A: If your approved request included sufficient funds to cover the sales tax, that will also be reimbursed.
Q: How long does this process take?
A: Typically we should be able to vote on any requests at the next general monthly PTO meeting, unless requests are submitted close to the scheduled meeting. After approval, it may take up to a week to get the check to you. If there is a delay for some reason, we will contact you.
A: You can only be reimbursed for up to the amount requested/approved. Try to request at least as much as the items will actually cost.
Q: What if my requested amount exceeds the "pre-approved" dollars I have remaining?
A: You must submit a request form for the estimated amount above your remaining pre-approved dollars.
Q: Can I get reimbursed for sales tax too, or only the pre-tax amount?
A: If your approved request included sufficient funds to cover the sales tax, that will also be reimbursed.
Q: How long does this process take?
A: Typically we should be able to vote on any requests at the next general monthly PTO meeting, unless requests are submitted close to the scheduled meeting. After approval, it may take up to a week to get the check to you. If there is a delay for some reason, we will contact you.
Other Questions?
Email us: [email protected]