Reimbursement & Deposit Forms
Volunteer Forms
- PTA Expense Reimbursement Form Please complete this form and submit within two weeks of event. Include scanned/photographed/
electronic copies of all receipts. You will know your reimbursement request has been received when you receive a confirmation email from Google Forms. - PTA Deposit Form
- PTA Petty Cash Request Form
- PTA Committee Report Template
PROCEDURES FOR EXPENSE REIMBURSEMENT
The BMS PTA is a non-profit organization and is not required to pay sales tax. When purchasing goods, bring the BMS PTA Tax Exempt Form to merchants (you can obtain this from the BMS PTA Treasurer). Sales tax will only be reimbursed if the vendor does not recognize our tax free status.
All reimbursement forms are to be submitted within two weeks after the scheduled event, and in no event shall any expenses be accepted for reimbursement after the last day of school. For on-going committees, reimbursement forms may be handed in at any time.
Receipts for all eligible expenses must be submitted with the PTA Reimbursement Form. Any payments that are to be made directly to vendors should be clearly indicated and must include an invoice.
PROCEDURES FOR COLLECTING & DEPOSITING FUNDS
All money collected should be promptly given to the PTA Assistant Treasurer to be deposited. Complete the BMS PTA deposit form fully and make sure to separate out cash and checks. Detail each check separately with a check number and name of the payee. Coordinate delivery of deposits and forms with the Assistant Treasurer. If a committee collects money over a number of days, a deposit form must be submitted for everyday that money is collected. Do not wait until the end of the event when all monies have been collected. If the deposit includes more than one source of revenue (i.e. both online credit card payments and cash), make sure the amount collected for each source of revenue is indicated.
Contact the BMS PTA Treasurer at BMS_PTA_Treasurer@westportps.org if you have any budget, expense or deposit questions.