PSO EXPENSE REIMBURSEMENT & DEPOSIT PROCEDURES

  • The UC Tech President will authorize all expenditures based on the approved budget for any PSO related events, fundraisers or activities.
  • All expenses must be reviewed and initialed by each PSO Committee Chairperson prior to submission for approval. Note: We are a 501c-3 tax exempt organization. Therefore, a tax exempt form should be used for all taxable purchases. As such, sales tax will not be reimbursed.
  • It is recommended that associated expenses are recorded and tracked to ensure the committee does not exceed its allocated budget.
  • Expenditures of 15% over the approved budget amount or $250 (whichever is less) must be approved prior by the PSO President.
  • Amounts over $250 must be approved via a budget revision by a quorum vote in a PSO Meeting. Please notify the PSO President regarding the need for a committee budget revision before any additional expenses are incurred and explain the rationale for an increase.
  • A PSO Check Request Form is required for all reimbursements or payments to vendors and should be submitted within 30 days of the expenditure.
  • All original receipts or purchase orders must accompany the Check Request Form in order to be reimbursed.
  • The PSO Check Request Form, in a sealed envelope, can be dropped off at the UC Tech school main office, mailed directly to: UC Tech PSO, 1776 Raritan Road, Scotch Plains, NJ 07076, or emailed to the co-presidents at the following address, .
  • Once the Check Request Form is approved by the UC Tech President, he or she will give all reimbursement requests to the PSO Treasurer.
  • The UC Tech Treasurer will write and distribute reimbursement checks according to the PSO Check Request Form.
  • Reimbursement checks can be written at any scheduled PSO meeting, mailed directly to the requestor, disbursed to a vendor, or delivered in person if alternate mutually acceptable arrangements are made.
  • If you are requesting reimbursement for multiple expenditures you must use a different request form for each expenditure unless the expenditures are all for the same event, fundraiser or activity.
  • If the Committee Chairperson collects cash or checks in relation to a fundraiser or event they are to fill out the PSO Cash or Check Deposit forms as applicable and arrange to deliver them to the UC Tech PSO Treasurer.

PSO Check Request Form:

Date: ______

Requestor Name: ______

Email: ______

Committee Name: ______

Event/Fundraiser/Activity:______

Was this expense approved by the Committee Chairperson? Yes  No 
If so, how was approval obtained? Email Verbal

President Approval: Yes No Method: Email  Verbal 

Is this expense for a function that benefitsAITAPAAAHSMHSas well?

Yes  No If yes, how is the expense to be split among the schools involved?______

Delivery Method: Mail PSO Meeting In Person

Address: ______

Individual Check Request (attach original receipts and summary):

Make payable to: ______

In the amount of $______

Request for Payment to Vendor (attach invoice/order form):

Make payable to: ______

In the amount of $______For the purchase of______

Request for Payment toAITAPA AAHSMHS for expenses they incurred or their share of the fundraising profit for joint events (attach supporting documents such as receipts, summary of total amount incurred by or owed to the school and details of the how the allocation between the schools was calculated)

For the amount of $______

For the purpose of______

PSO Check Request Form

Receipt Summary

Please provide the following information for each receipt (Example in italics):

Name Cost Purpose
Staples $25.50 General Supplies

______

______

PSO CashDeposit Form

Name:______

Committee:______

Fundraiser/Event:______

Cash Received / Quantity / Total
$50 / X / =
$20 / X / =
$10 / X / =
$5 / X / =
$1 / X / =
Coins Received / Quantity / Total
$1 / X / =
$ 0.50 / X / =
$ 0.25 / X / =
$0.10 / X / =
$0.05 / X / =
$0.01 / X / =

Total Cash Received: $ ______

Signature : ______

Date: ______

PSO CheckDeposit Form

Name:______

Committee:______

Fundraiser/Event:______

Count / Check Received From / Amount / Check # / Comments
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25

Total Checks Received: $ ______

Signature : ______

Date: ______