EDGEWOOD PTA TREASURER'S FINANCIAL PROCEDURES

Below are the steps involved in managing your committee's budget and getting reimbursed for payments made on behalf of the PTA. It is important you follow these steps to ensure the PTA has accurate financial records and that you are reimbursed correctly. Any questions not answered below, feel free to reach out to Edgewood Treasurer.

1. Managing your Budget

Please consult the Treasurer to find out your committee’s budget. DO NOT GO OVER BUDGET without prior authorization from the Treasurer and/or President. Without prior authorization, all expenses beyond established budgets will be considered a donation to the PTA.  Also please refer to item 3 below for Sales Tax before purchasing for the PTA.  The PTA cannot reimburse sales tax. Inform your vendors that you are purchasing for a non for-profit and can provide a NY Sales tax exempt form so that they don’t charge you. Provision of food and/or beverages for volunteers and committee members is at the discretion of the committee and is not a reimbursable expense.

2. Making Purchases on Behalf of the PTA and Obtaining Reimbursement 

PTA members who spend their own money in furtherance of authorized PTA activities are entitled to reimbursement. To be reimbursed for PTA expenses, submit an Expense Voucher with dated receipts, invoices, bills, or contracts to the Treasurer. The Treasurer will not issue a check without a correctly completed expense voucher, approved by a committee chair, with attached receipts.  You may obtain an Expense Voucher on the PTA Website. 

FIND ALL TREASURER'S FORMS

(PTA Revenue Voucher, PTA Expense Voucher, PTA Tax Exempt Forms)

"PTA FILES" menu / TREASURER'S FORMS

(Make sure to be logged into Membership Toolkit to view).

Please follow these procedures to enable the PTA to reimburse you:
a. Complete a PTA Expense Voucher, which can be found on the PTA Website under PTA Files-> Treasurer's Forms. 
b. Attach the vendor’s dated invoice (or signed contract) 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.

In some cases, payment directly to a vendor is appropriate. To request direct payment to a vendor, please follow these procedures:
a. Complete a PTA Expense Voucher
b. Request a W9 from the vendor (this tax form is key for our 1099 obligations)
c. Attach the vendor’s dated invoice or signed contract, itemizing the nature and price of the goods or services for which payment is requested.  Submit all expense vouchers, with attached receipts/invoices to the Treasurer.  

All expenditures must be approved by the committee chairperson, who is responsible for ensuring that expenses are consistent with the committee’s authorized budget. If the committee chair is unavailable, a PTA co-president can also approve the Expense Voucher.  Prior authorization from the PTA  President is required for spending in excess of the applicable budget line.

3. Sales tax cannot be paid or reimbursed by the PTA.
The PTA is a tax-exempt organization. Do not pay sales tax when making PTA purchases, as you will not be reimbursed for it.  Obtain a copy of the Tax Exempt Form from the Treasurer or on the PTA Website, and present to the vendor at the time of purchase. Non-PTA purchases must be rung up and paid for separately. Vendor receipts MUST indicate that no tax was charged.

4. 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 “Edgewood PTA”

If more than 15 checks are provided, 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. Attach this sheet to the Revenue Voucher (no need to fill out the details of check amounts inside the Revenue Voucher, just the total). This total will be verified by the Treasurer and then the checks will be deposited into the bank account.  

FIND ALL TREASURER'S FORMS

(PTA Revenue Voucher, PTA Expense Voucher, PTA Tax Exempt Forms)

"PTA FILES" menu / TREASURER'S FORMS

(Make sure to be logged into Membership Toolkit to view).

5. The PTA fiscal year ends on June 30. Receipts submitted after that date will not be reimbursed and will be considered a donation to the PTA. Please deliver all membership and fundraising checks to the Treasurer as soon as possible so they can be processed and deposited promptly. 

Thank you for your help and cooperation!