The next time your board member loses a receipt, have her hand-write one outlining what was spent. There's a sample in the PTO financial handbook.
Also, do have it approved by your president and board so you are not shouldering the responsibility for mis-spent funds, and be sure the approval is recorded in the minutes.
It does take longer to be reimbursed for hand-written receipts. Maybe that alone will help your board members remember to save their receipts in a safe place!
When I wrote the check to the parent for the amount that was covered by the other receipts I explained to the PTO board and parents that came to the meeting, unfortunately, only the board and very few parents come to the meeting why I was unable to write a check for the approx. $40.00. I am under the impression that I am the only one that understands. One of the prez's wrote the paper work up for the parent with an itemized piece of paper (for receipt/documentation). But now I feel bullied.
Goofy, I'm sorry to see you say that because everyone is required to document their work and specifically where money goes. Do your members understand this? Do they know that without this, if someone requests an audit, your group could be shut down? We go over requests for funds at our meeting, I suggest you hold on to it till the meeting and let them know your stance and if they don't like it, offer to pay an accountant with PTO funds to come in and teach everyone about financial records and show them how important it is to have perfect records.
The irony of commitment is that it’s deeply liberating-in work, in play, in love. The act frees you from the tyranny of your internal critic, from the fear that likes to dress itself up and parade around as rational hesitation. To commit is to remove your head as the barrier to your life. --Anne Morris
Now both the presidents who were in agreement with me have changed their mind and one of the presidents have filled out the paper work for that parent requesting again the money. I guess I no longer have them behind me. This parent has in the past not bothered to turn in paperwork and the principle is friends with her...I think it will be in my best interest to turn in my checkbook and let them keep thier own records. I guess if you whine long enough you get your way. Personally I am just tired.
I think comimg in is as new treasurer it's best not to let people snowball you into doing whatever they want. I know from experince. There will of course be exceptions but I think until you are comfortable dealing with those exceptions, you should do what you think is best.
The irony of commitment is that it’s deeply liberating-in work, in play, in love. The act frees you from the tyranny of your internal critic, from the fear that likes to dress itself up and parade around as rational hesitation. To commit is to remove your head as the barrier to your life. --Anne Morris
We are generally strict about requiring receipts. However, I know at least once a member that always operates in good faith (and follows the rules) lost a receipt. We knew the supplies she had purchased and knew for a fact they were delivered/used by the PTO. In that one case, we I believe we paid her the amount and documented the situation.
So I think it's okay to make RARE exceptions if its not someone who's just taking advantage and skirting the rules. Note - what you need is documentation for the expenditure. As it happens, receipts are usually the best form of documentation. But you could accept other things.
If you feel that she is operating in good faith, I'd simply ask her to prepare an invoice from herself to the PTO for the amounts, documenting that the receipt was lost. You could also have someone verify the goods were received.
On the other hand, if this is someone who has a history of not keeping receipts, I'd refuse.
