We use te same form also but the treasurer turns everything into the school's finace dept and they make the deposit. To be reimbursed is another form signed by the PRes and Treasurer, turned in to the school and they write you the check.
Many of our parents just agree to donate whatever the purchase was to avoid this but that's how we have done it for years.

The treasurer may write the check directly to the source (i.e., vendor/store)when we've ordered something or when we know exactly how much something will cost.

But we also reimburse volunteers for items purchased (that have been approved). They fill out a reimbursement form and attach receipts.

We generally don't use petty cash or give cash in advance. Usually if the volunteer in question doesn't feel comfortable paying for the item and waiting for reimbursement, someone else will step forward.

We've actually started using the forms offered on this website (under useful resources). Our treasurer said they've been working out really well. If they want a check they need to fill out a request check form. If they want reimbursed, they need to fill out a reimbursement form and attach all receipts. We also created a fundraising form that we've attached to a large envelope. At the end of the fundraiser, it needs filled out, receipts, money, etc. all need put in envelope and turned in. This way the treasurer has one envelope instead of papers, receipts, forms all over the place.

Hi, I'm interested in how other PTO's disburse funds for an approved budgeted event. Do you just reimburse volunteers for money they spent? Do you ever give cash for a purchase? Do you give a check written out to the store to the volunteer to make purchase? Thanks for any advise.