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How do I fill this out?
To fill out this form, start by providing your personal information such as name and contact details. Next, specify the event for which you are requesting reimbursement and enter the associated expenses. Finally, ensure you attach the necessary receipts and submit the form to the PTO treasury.
How to fill out the PTO Reimbursement Request Policy Guidelines?
1
Fill out your personal information at the top of the form.
2
Indicate the event that the expenses are related to.
3
List each expense with the appropriate details.
4
Attach all required receipts corresponding to expenses.
5
Submit the completed form to the PTO treasury.
Who needs the PTO Reimbursement Request Policy Guidelines?
1
PTO members need this form to request reimbursement for approved expenses.
2
Event organizers use this form to manage expenses incurred during events.
3
Volunteers require it for claiming costs associated with PTO activities.
4
Administrators may need it for reporting and budget tracking.
5
Treasurers utilize it to ensure all reimbursements are documented and approved.
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What are the instructions for submitting this form?
To submit this form, ensure all necessary fields are properly filled out and receipts are attached. Send the completed form to the PTO treasury via email at treasurer@pvapto.org. For urgent requests, contact the treasurer for alternative submission methods.
What are the important dates for this form in 2024 and 2025?
Important dates for reimbursement in 2024 include submissions for events held before April 30 must be submitted by May 7. For events in August, requests must be submitted by August 15 to ensure timely processing.
What is the purpose of this form?
The purpose of this form is to streamline the process of requesting reimbursements for expenses incurred during PTO-related activities. By providing a structured method for submission, it ensures transparency and accountability for all financial transactions. This form also helps the PTO maintain accurate financial records and budgeting.
Tell me about this form and its components and fields line-by-line.
- 1. Name: Your full name as the requestor.
- 2. Phone Number/ Email: Your contact information for follow-up.
- 3. Event: The name of the event for which the reimbursement is requested.
- 4. Check Payable To: Indicate the name of the individual or entity the check should be issued to.
- 5. Address: Your mailing address.
- 6. Date: The date of the expense.
- 7. Description: Details of the purchased item.
- 8. Amount $: Total amount of the expense.
- 9. TOTAL: Sum of expenses claimed for reimbursement.
What happens if I fail to submit this form?
Failure to submit this form can lead to delays in reimbursement or denial of the request altogether. Without proper documentation and approval, individuals may not receive the funds they are entitled to.
- Delayed Payments: Late submissions may result in delayed reimbursement.
- Denial of Request: Improperly filled forms may lead to requests being denied.
- Budget Issues: Unapproved expenses can negatively affect PTO budgeting.
How do I know when to use this form?
- 1. Event Expenses: For reimbursement of costs incurred during PTO-sponsored events.
- 2. Supplies Purchases: When purchasing supplies essential for PTO activities.
- 3. Volunteer Expenses: To recover costs incurred by volunteers during PTO functions.
Frequently Asked Question
How do I request reimbursement?
To request reimbursement, fill out the reimbursement request form with all necessary details and submit it to the PTO treasury.
What if I miss the one-week deadline?
Reimbursement requests submitted after one week may not be approved, so it's crucial to adhere to this timeline.
Can I submit multiple requests at once?
Multiple requests can be submitted in one email, but each must have its own completed form.
What expenses are eligible for reimbursement?
Eligible expenses include those directly related to PTO activities and must be properly documented with receipts.
Who approves the reimbursement requests?
All reimbursement requests must receive prior approval from the PTO treasurer.
Is there a limit on reimbursement amounts?
Any expense greater than $250 must be purchased directly by the PTO; personal cards cannot be used for such amounts.
How do I attach receipts?
Receipts must be attached as scanned documents or clear photos alongside your reimbursement form.
What if I don't have a receipt for my expense?
If a receipt is missing, the corresponding expense cannot be reimbursed.
How will I know if my request is approved?
You will receive an email notification regarding the approval status of your reimbursement request.
Can I edit my request after submission?
Once submitted, please contact the PTO treasury if you need to make changes to your request.
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