Thanks for all of your input! I have some good ideas on how to handle this and a few view points and maybe we can be more flexible.

This was actually the first year that we did put a written procedure in place but we didn't include using PTO funds first. It honestly didn't occur to me. It was mostly about getting prinicpal's approval and giving us a week to cut the check.

I did speak with the teacher and she seemed okay but then complained to the principal. I guess I am learning!!

It sounds like your problem is that you don't have a policy in place for how/when the funds are given to the teachers for field trips. And perhaps a communication problem--the teachers don't know how you want it handled, and you don't understand why the teachers don't do it your way.

You have to remember that PTA/O needs to work WITH the principal and teachers to make it all the best for the students and the parents too. Maybe they have a valid reason for asking the parents for money first, and then asking for only what they need from PTA/O. Maybe they want to share the cost with the parents because they realize the parents will pay for field trips--but the parents won't pay for other supplies, and that's where the teachers would like to see PTA help out. If you don't know what their reasoning is, you shouldn't make a policy yet.

Personally as a parent, it would be easier on my budget to send in half the cost of two field trips several months apart, than to have to pay nothing for one field trip and everything for a second field trip.

At our school, PTA budgeted $100 per classroom toward field trips but put so many restrictions on it, so the teachers couldn't even figure out how to apply, or didn't bother--so of the $3000 in the budget only $400 was spent. So don't make the mistake of placing too many rules on it, or making it "the PTA way or the highway."

This year we worked to chang our funds to be $300 per grade level for field trips because the field trips are paid for by grade level. If field trips can't happen(we are having district wide transportation issues due to bus and bus driver shortage) the teachers can now apply to use the funds toward a clasroom activity like a play or bring in an education assembly. So far this year we've given out almost half of our budgeted amount just by clearing up the communication and listening to the teachers/principal.

I don't think you're off the mark at all; what you are suggesting makes a lot of sense. Why run the risk of not spending the money?

Do you have this grant policy in writing? Maybe you could write something (a description of what the money is used for and how to request the funds)formal up to give to the teachers, and give it to the principal to approve. Perhaps that would help eliminate any confusion.

She also told me they checked with the superintendent and he okayed it. I am really confused because the superintendent has nothing to do with PTO funds.

Your principal may simply have been concerned about possible parental backlash and wanted the super's OK for the school to ask the parents to pay for fieldtrips --not for any reason related to PTO. In a public school environment, some parents get riled up when the schools ask the parents to ay for educational things, regardless of the reason.

My question really is this- is it wrong to ask the teachers to use the funds we have alloted first before asking the parents. Once all the money is used they are welcome to ask the parents

I just think it looks bad to ask them for money when they have not spent all we have given them.

We give also give a $200 classroom allocation that can be used for anything. Some teachers use leftover classroom grant money for field trips. This money can't be carried over year to year so I want it used first before asking parents.

We do not do a feild trip fund but we offer each teacher up to $4 per child for these types of activites or classroom parties/projects. When a teacher asks us for money for a field trip, we always ask the parents to contribute $1-2 because they are such a large expense and $1-2 once or twice a year doesn't seem as much as $5-10 at the end of the year. We also don't turn students away whose parents don't contribute and find that most parents send more than what is asked. One class last year actually took in more money than was needed for the field trip!