| Please copy and paste whatever form you need onto a word type of document.
Complete, and leave in Treasurer's folder at school. Please contact me with
any questions.
Roberta Solomon
A Guide to Income/Expenses for the Committee Chairperson
As the chairperson of a special event or ongoing activity at Warnsdorfer
School, you and/or your committee members will at times be required to
collect or disburse funds on behalf of the PTA.
This document will serve as a guide to assist you in accomplishing this
task and to, hopefully, answer most of the questions you may have.
REIMBURSEMENT
When a special event takes place at our school much time, preparation,
and outlay of monies occurs prior to the actual event. As a committee
chairperson you will collect ORIGINAL receipts from all committee members who
have laid out money. Have completed for each person requesting reimbursement
the form entitled “Request for Reimbursement”. (See copy attached). Submit
the Requests for Reimbursement (with receipts attached) to the treasurer
within 30 days of the event. The treasurer will then prepare reimbursement
checks and mail them out to committee members. (Please make sure your
address is on the reimbursement request form).
REQUESTING A CHECK
Sometimes it is necessary and/or makes good business sense to request a
check be made payable to a vendor to pay for merchandise/services for your
event. This allows the PTA to appropriately make use of our tax exempt
status. It is necessary to include an invoice/receipt when requesting a
check. Submit the “Check Request Form” (copy attached) to the treasurer and
the treasurer will prepare a check and return it to the committee chairperson
along with proof of tax exempt status where necessary.
COLLECTING FUNDS IN ADVANCE
Some of our special events/activities at Warnsdorfer require the advance
collection of PTA funds. If you are chairing such an event it is very
important that funds collected in advance are expeditiously turned over to
the treasurer for deposit in our account. Please complete the form
entitled “Advance Funds Collected” (copy attached) and submit to the
treasurer with the monies collected. The treasurer will then sign a copy of
the Advance Funds Collected form and return to the committee chairperson as a
receipt.
CASH BOXES
Many of our special events at Warnsdorfer, i.e. Boogie Bash, Book Fairs,
etc. require start up money as change for a cash box for the day of the
event. Committee Chairperson should complete a “Request for Cash Box Funds”
form (copy attached) and submit to the treasurer at least one week prior to
the event. The treasurer will have the funds prepared per your request and
return to you for the event.
COLLECTING MONEY – DAY OF THE EVENT
Many of our events require the collection of PTA monies on the actual
day of the event. At the end of the event, the chairperson and treasurer
should, together, count the money received and complete and sign the form
entitled “Funds Collected” (copy attached). The treasurer will return a copy
of this form as a receipt to the committee chairperson.
You may photocopy the attached forms for use. I will also have some extra
copies in my folder in the main office at school.
THANK YOU FOR ALL YOUR HARD WORK!!!!!!!
1. REQUEST FOR REIMBURSEMENT
WARNSDORFER SCHOOL PTA
Date: ______________ Submitted by: _______________________________
Payable to: _______________________________________________________
Address: __________________________________________________________
Amount: $ ____________Activity/Event: ____________________________
Purpose: __________________________________________________________
NOTE: Every line above must be completed for this voucher to be considered
for payment. Thank You.
Date Paid: _____________ Check # __________
2. CHECK REQUEST FORM
WARNSDORFER ELEMENTARY SCHOOL PTA
Date: ________________________________
Amount: _____________________________
Payee: ______________________________
Activity or Event: ___________________
Purpose: __________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Requested by: ______________________________________________
(full name)
NOTE: Please attach receipt or invoice. This must be included to be
considered for payment.
Approved by: ________________________________________
(President)
For Treasurer’s Use Only
Date Paid: __________ Check No. _______________ Amount: _________
Treasurer:
__________________________
3. ADVANCE FUNDS COLLECTED
WARNSDORFER PTA
Date: _______________________
Activity or Event: _____________________
CASH COLLECTED
________________@ $1.00 = $ ________________
________________@ $5.00 = $ ________________
________________@ $10.00 = $ ________________
________________@ $20.00 = $ ________________
________________@ $50.00 = $ ________________
Total Cash $ ________________
CHECKS COLLECTED
Number of checks amount equals
_____________@ _________________ = _____________
_____________@ _________________ = _____________
_____________@ _________________ = _____________
_____________@ _________________ = _____________
Total Checks Collected $ _________________
Total Cash + Total Checks = $ _________________
Committee Chairperson Signature __________________________
Treasurer Signature _________________
4. REQUEST FOR CASH BOX START-UP FUNDS
WARNSDORFER PTA
Date: ______________________
Activity or Event: _____________________
Amount Requested: ____________________________
Denominations
$ __________________ in pennies $ _____________ in dimes
$ __________________ in nickels $ ____________in Quarters
Total $ in change = _________________
$ ______________ in singles $ ____________ in tens
$ ______________ in fives $ ____________in twenties
Total $ in bills = _________________
Chairperson Signature ____________________________
5. FUNDS COLLECTED
Tally Sheet
WARNSDORFER PTA
Date: __________________________
CASH BOX
AMOUNT____________________
(from Cash Box Request Form)
CASH RECEIVED
Total Number of Coin/Currency denomination Total
_________________ pennies = $
___________
_________________ nickels = $
___________
_________________ dimes = $
___________
_________________ quarters = $
___________
_________________ dollars = $
___________
_________________ fives = $
___________
_________________ tens = $
___________
_________________ twenties = $
___________
_________________ fifties = $
___________
Total Cash Received
= $ ___________
Checks Received
Number of checks amount of check equals
______________ @ ______________ = ______________
______________ @ ______________ = ______________
Total Checks Received =
$______________
Total of Cash + Checks Received = $______________
*Expenses $ ______________
*You must note any expenses paid out and to whom. Attach receipt.
Committee Chairperson Signature ___________________________
Treasurer Signature ______________________________________
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