Check and Deposit Procedures
In the PTA office, there are stacked inboxes on the right shelves labeled “Check Request Station” where you will find the following forms:
• Check Payment Request (pink form)
• Deposit Request (green form)
• Sales Tax Exemption form
These forms are also available electronically at dosspta.org under Forms and Documents.
As per PTA Bylaws, SALES TAX WILL NOT BE REIMBURSED. Take a copy of the Sales Tax Exemption Form with you when making purchases on behalf of the PTA. Sales Tax Numbers do not exist. However, some businesses use our IRS tax number for their tracking purposes. This number has been included on the sales tax form for the businesses informational purposes only and should help with businesses that require “a number.”
To be reimbursed promptly, please remember:
1. Check payment requests MUST have a receipt, invoice, or proof of payment attached to the form.
2. TWO (2) signatures are required on the form. Best practice is to get someone else on your committee to be the second signer since they are aware of what expenses should be occurring. If necessary, any PTA member (not related to you by blood or marriage) may be a second signer on the form. ANY FORMS TURNED IN WITH ONLY ONE SIGNATURE WILL BE RETURNED TO YOU.
3. Request must be submitted within six weeks of the date the expenditure is made or it may not be processed.
4. Since all PTA checks require two signatures, last minute requests for reimbursement may be difficult to fulfill.
5. Place the completed check payment request form along with the receipts in the Completed Forms Inbox or in the Treasurer’s folder in the crate in the PTA office.
When submitting a deposit:
1. Please fill out a deposit request form and count all money for deposit before turning into the treasurer.
2. If your deposit includes cash, please have a second individual count the cash and verify the count by signing the deposit request form.
3. Checks must be endorsed with the PTA “For Deposit Only” Stamp available in the PTA office (please do not remove this stamp from the PTA office).
4. Place deposit request form in the Completed Forms Inbox or in the Treasurer’s folder in the crate in the PTA office. If your deposit includes cash, please put it in the lockbox to the left of the door to the PTA office.
If you are a committee chair, you may want to consider keeping copies of the check requests and deposit forms that are turned in for your committee (or having your committee members email you as they turn in these forms) so that you are aware of how much has been earned for the PTA or spent by your committee. Expenses in excess of your approved budget amount cannot be reimbursed without prior approval. If you need to know how much has been earned or spent by your committee to date, feel free to contact me and I can run a report for you.
If you have any questions, please don’t hesitate to email:
Sarah Baker, Treasurer ( )
Julie DePalma, Assistant Treasurer ()