Approved 2018-2019 Budget

Check Request/Disbursement Procedure

To request a check from the PTO please:

• For most PTO expenditures, the PTO volunteer will make a purchase for a PTO committee and seek reimbursement from the Treasury by submitting a Disbursement form.
• Disbursement forms may be printed from the PTO website or obtain from the Treasurer box in the school office.
• Fill out Disbursement form and attach original receipts to the form as indicated
• Place the form and receipts in the Treasurer box in the school office. The box is checked on a weekly basis and usually issued within the week and can be rushed by special request.
• Please submit your receipts and completed disbursement form within 2 weeks of incurring the expense.
• Any expenses that exceed $250 require the approval and signature of the committee chair or board member (except the treasurer).
• Disbursement forms can be used to obtain a check prior the fundraising event. Fill out the disbursement form and attach invoice for expected cost.
• The disbursement form can also be used to start a cash box for an event. Fill out the disbursement form for the amount start-up cash needed. A check will be provided to the committee to cash and make change according to what you will need for the event.
• There is an additional form to help track cash box money, please return the form when returning cash to treasurer.

Download Disbursement form.

Deposits Procedure

• It is the responsibility of the committees to count all deposits prior to submitting funds to the treasury, with exceptions as noted below. Please double check your counts (with a second person) when handling money.
• Please print a deposit form from the PTO website or obtain from the Treasurer box in school office.
• All checks must be listed individually; all cash must be tallied by denomination of coin or bill.
• To minimize the potential for lost or misplaced checks, please submit checks from an event or ongoing fundraiser on a frequent and regular basis. Do not hold funds until the sale or event concludes.
• Please submit your deposit to the Treasurer dropbox located in school office.
• Treasurer dropbox will be checked at least weekly. Please notify the treasurer if a deposit should be picked up sooner than scheduled weekly pick ups.
• If you are depositing cash, it must be counted by 2 people, placed in the provided sealed cash envelopes and placed in the lockbox.

   Exceptions to above:

• For all major PTO fundraising events, such as the Carnival and Auction, the treasurers will be available to collect and count receipts at fixed intervals throughout the event and secure the proceeds. This prevents the excessive accumulation of funds at the various cash box stations.

 Download Deposit Form