I'd suggest she talk to the store manager about ringing up the supplies needed and setting them aside until she returns with an organizational check forthe exact amount. Perhaps she can't put up the cash and she does not want to tell you that.
I do this all the time if I don't want charges on my personal card or if it is a big enough amount were tax exemption makes a difference.
If you don't expect too much from me, you might not be let down. <img src=images/smilies/smile.gif>
Receipts are needed for audit purposes. She must present one otherwise it could be seen as a donated item. We had a member that always seemed to lose her receipts and we finally said, no receipt, no reimbursement. She was annoyed to say the least, but she never tried it again. We found out later that some stuff she purchased at flea markets for a fraction of the cost and was trying to pass it off as a craft shop purchase for full cost.
We were so glad we stopped her when we did.
Tell this mother that it may have been done that way in the past, but you are following the bylaws and covering yourself. Your neck is on the line; not hers. The store can reproduce any receipt, so it shouldn't be difficult for her to get one.
Two of us board members have a debit card and if the purchases are big, I will meet the committee head to pay using the card. We just started using a reimbursement form - no form+receipts, no money back!
This is one of the reasons our PTO has a debit card. We all got tired of digging into our own pockets to fund the PTO and then getting reimbursed. And it is a bit difficult to expect a committee chairperson to shell out $300 for an event then get reimbursed when most of our parents live paycheck to paycheck. Our group votes on a set amount to be spent and what will be purchased. Then a committee chair or PTO board member goes shopping with the debit card. The card has a $500 per day limit and we've had no problems.
where is the receipts...no paper trail is not a good thing! Let it known that just because it use to be this way it is no longer acceptable or even smart book keeping!
"When you stop learning you stop growing."
Confused Treasurer;138075 wrote: We are in the middle of a heated debate at our school regarding funds. We have a committee chair that is asking for a check from the PTO written to her personally to purchase items for a Haunted House. Our Bylaws state that reimbursement is given with receipts. As a new Treasurer, I wanted to check into this (she says it is the way it has been done in the past when she was President). It don't feel comfortable with this. She has been known to not provide receipts in the past.
Any thoughts on this?
Bottom line......no receipts, no check. But, for example, if you buy pizzas and know it is $100.00 for 20 pizzas, then write check to vendor prior to pick up or delivery, and still get a receipt. If she wants to purchase items, then the two of you go together so you can write the check to the vendor or she can bring you a receipt for the amount of her shopping. As Treasurer, you are in charge and the other 3 Officers of how the funds are disbursed and reimbursed. What was done in the past is in the past. YOU are the new Treasurer and you want to do things by the 'rules'. Since this person is known for not giving receipts, I would not put myself in a negative position for anyone. I am a new Treasurer as well. I have asked for people to call or e-mail me the amount of their receipts prior to a meeting to have their check ready at the meeting. I emphasized..no receipts..no check! Or this person can meet you prior to a meeting to pick up her check. Also, it's important to remember the 2 signature rule. It protects you most of all. They elected you, hold your ground.
