There are transaction forms you can start with here on the Bonus Tools page. www.ptotoday.com/bonusTools.html
We use 3 different forms and print them on colored paper for ease of use and filing. Reimbursement Request - yellow, Check Request - pink, Deposit Notice - green. The treasurer keeps a stash of blanks in the office so anyone who needs one can pick one up. The completed form is returned to the PTO mailbox for our treasurer. The treasurer mails reimbursement checks, doesn't send them home with the child.
Thanks for all of your advice! I plan to create new forms and procedures over the summer...even though some teachers don't like to pay for items and then be reimbursed, it looks like that is the way it has to be... At least now I can tell them that's the way all the good PTOs do it!
We dont cut checks for anything without a receipt or invoice. We do have check requests in the school office the teachers fills it out providing us with the receipts and such.
We dont pay for food or anything like that or we buy from our cafeteria and they bill us.
Cindy
Cindy<br />
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<br>"People have the right to be stupid, but some abuse the privelege."
Most class trip places and the bus company's will send a contract or agreement of some sort beforehand that has the breakdown. I make sure all teacher's give me a copy before cutting them a check. No contract/no money.
We don't do gift cards either, not any better than cash. Receipts still don't get turned in.
The irony of commitment is that it’s deeply liberating-in work, in play, in love. The act frees you from the tyranny of your internal critic, from the fear that likes to dress itself up and parade around as rational hesitation. To commit is to remove your head as the barrier to your life. --Anne Morris
We don't fund field trips, so (thankfully) we don't have that issue to deal with. But we have tried the gift card idea this year and frankly, it gave our Treasurer indigestion. She was very uncomfortable with the looseness - we used our card for several purchases for an event, shared by several people on the committee. The only good thing is that it has a limited risk since it's preloaded with a specific $ amount. Hard to match the receipts after the fact, and a pain to spend down to zero.
You might want to check the article archive, www.ptotoday.com/magDay.html.
You'll find more recommendations for financial controls in some of that reading. You might also want to consider getting a copy of the PTO Today Treasurer's Toolkit if you're looking for lots of details on the role of PTO treasurer (in one place).
