PTA Reimbursements Process for Parents, Board, and General Community

This process is for parents, board members, and general community reimbursement.

For the teacher and staff reimbursement process, CLICK HERE.

Issuing checks directly from the PTA to the vendor is preferred. However, if the vendor does not accept checks or if there is not enough time to issue a PTA check, a personal payment can be made. In this case, the individual can submit the payment for reimbursement, as long as the expenditure is covered by an already approved budget and funds have been released for that specific line item.

To get a payment check for a vendor

1.   Confirm that the expense is approved and in the PTA budget.

2.   Send the info below to the PTA Treasurer at treasurer@parksidepta.com.

Deadline: Submit 5 weeks before check is needed

a.  Date when check is needed

b.  Invoice from the vendor

c.  W9 from the vendor

d.  Proof of worker’s comp from the vendor

3.   The PTA does not require a contract. However, if the vendor requires a contract, it needs the following:

a.  PTA Board approval. The Board meets once a month. See schedule.

b.  PTA Association approval. The 300+ member association meets once a month. See schedule.

c.  Once the Board and Association approve the contract, it must be signed by the PTA president and a second PTA board member. 

to get a reimbursement

1. BEFORE any money is spent, be sure to confirm the expense is approved/in the PTA budget.

• For parents and the general community, confirm with the Treasurer or applicable committee chair that the funds are budgeted, released, and approved to be spent at this time.

2. The PTA can make a check payment directly for an item, if there is an invoice or bill. Contact the Treasurer ahead of time to arrange having a check payment made directly from the PTA, so a reimbursement will not be needed. 

3. All PTA reimbursable expenses must be made as separate purchases (on separate receipts) from personal or other purchases. If this is not possible, please contact the Treasurer before making the purchase.

4. Be sure that any online purchase is made in the name of the person who is making the payment and who will be requesting the reimbursement.

• Email the scanned completed form and receipt(s) to the Treasurer. If you are unable to submit electronically, please leave hard copies of the reimbursement form and receipts in the PTA mailbox in the office.

3. Check reimbursements will be hand-delivered or mailed within 1-2 weeks. If you need a reimbursement sooner, email the Treasurer to make this request.

Gift cards are not allowed to be paid for, nor reimbursed by the PTA. Please do not purchase gift cards or any gifts on behalf of the PTA. The PTA will not reimburse for these purchases.

Email the Treasurer with any questions on any part of this process. Thank you!