We implemented a receipt system after a similar situation in the fall. Plus one teacher "found" an order on her desk after the lady came to pick up items and there was nothing there for her.
We use a basic receipt book - I like RobinD's idea of having them fill it out and we sign it and return it.
In the fall - we placed a late order based on the woman's word. It only cost us half as much once we took out the profit portion of it. We did feel that she took advantage but we felt it was the best avenue to take. The family name is definitely on file though.
As of this year, we only accept checks, money orders or CC for fundraising payments. We also state in the paperwork that goes home that all monies received will be receipted within 2 days and returned. This has helped a ton! Then to help with the possibility of bounced checks since we're now increasing the number of checks received, we signed up with the check recovery service listed in the Yellow Pages on PTOToday. So, far so good.
MOMMYTLC-- can you place a late order? Maybe instead of refunding her the entire amount you can place her order (if she remembers it and it still adds up to the $60) that way you're really only eating the actual cost of the items and the people who bought from them are still happy???
wow. That's a really tough situation. I would probably do as others suggested.. if there is no history of problems with this family, then just give her the $60. That's a very small price to pay to maintain the integrity of your group.
If she IS scamming you, think how sad it is that her family's situation is one which requires that type of behavior.
This is actually a GREAT learning lesson for all of us.
Perhaps what we should all do is design a receipt that goes home with any requests for money ( fundraising, field trips, etc).. that says :
Checks Preferred. SEND CASH to school at your own risk. However, If you must send cash, please fill in this receipt and send it in with your money.. you will get a signed receipt back from the PTO in xyz days, indicating we have received your money.... this is for your protection, and ours. If you do not receive a signed receipt back from us, neither the school nor the PTO is responsible.
our school tried to do their fundraiser with payment up front since a lot of families placed orders and then did not pay. What happened this year was families took orders and money and did not turn in the orders and kept the money for themselves. The school elected to refund the people who claimed to have ordered. The school couldn't prove that they didn't actually order from our families. Seems like either way, the school comes out on the short end of the stick.
We had it happen once before and looked everywhere for the money and the order to no avail. In the end we decided to give her the money as we did not want our reputation tarnished if she had in fact really sent in an order. She did not have a track record of being shady and nor did we previously have any problems with her. The other side of the coin was the teacher who is very well respected told us point blank that the child had never handed in an order to her. So without being able to prove she never sent in an order we gave her back the money. However, we told her in the future we could only accept checks from her on any future orders. This way if she was scamming us it was going to be her only opportunity to do so.
