Our teachers are required to type us a simple proposal and turn it in to us before a meeting. We discuss it at a meeting and vote on it. very simple.

Our school has a mini grant program for teachers for special programs/projects they wish to add to their curriculum. They submit the application to the PRincipal who reviews it to make sure it is related and then she will send it to the PTO. We have a cap on that budget, so first come, first served.
Field trips are budgeted into our annual budget with $10.00 per child. So the money is there, we just need to have the form completed so we know who needs to be paid. Grade levels usually go together, so one teacher will complete the form and submit. We pay the location directly so teachers are not responsible for handling the checks, paying out of pocket, etc. Since we have the money budgeted for every child, we don't have a time limit there.

We have the teachers fill out requests each year. The only thing that we pay towards is field trips and we have that in our By-laws.
The teachers have to fill out a request form. Which they turn in and we (the Board) presents at the next PTO meeting. It is opened up to discussion and then voted on by all. Our PTO all parents are members. Whomever is at that meeting votes on the item. At this time there is no set $ amount per classroom, we look at each request. And these requests can be turned down. FOr example we had a teacher send in a request (wish) last year for a extra drinking fountain in the school. Needless to say that did not pass----but did get a chuckle from those present at that meeting. Some things we cannot do---but some we can. Some teachers ask for a lot, some do not ask at all. We are newer to the PTO Board, and we are in the process of building better relations between the parents & the teachers. We are hoping that as we fill requests, that maybe more will follow. We do not have a deadline to turn them in---they can be turne in throughout the year. BUT they will only be looked at, at tne next PTO meeting. So if they need something asap---they need to plan, otherwise they typically are out of luck. This sounds harsh but...if we don't stick to that...everyone else waits until the last minute and then hits up the board like crazy. If they run across something at the last minute---we have had teachers fill out requests for something they already did or purchased (due to time, sale etc) and ask if we would be willing to help out. Sometimes we do, sometimes we don't.

Added: We do have a form for Field Trips
It asks for the teachers name, class, what field trip, date, How many children and the cost per child.

Other requests we have a Teacher Request(wish) Form:
That asks the name of the teacher, the item they wish, the cost of the item, and what it is being used for. We also ask for them to attach a quote for the item---so that we can see what the item is, where they are getting from, if they checked into prices to get the best price. This works really well when it is a more expensive item. We can see who had the best price and then we can purchase. We ask them to do the research. We want more than 1 place for high priced items.

That sounds like a great idea and could be used to solve the problems we've had in the past with field trip issues...

What about other types of teacher requests? For instance we've funded Time magazine for the students in the past and teachers have come and gone and some would now rather use that money for other items. I'd like to open this up to let the teachers choose what we purchase for their class but I know the board would still like a say and to see the item is beneficial to the whole class, not just used on general supplies but something more tangibly donated by the PTO. Do you just give each teacher a set amount of money per year, or have the teachers fill out a purchase request form stating what they'd like the PTO donate?

Years ago the PTO changed how we handle field trip requests. It was getting hard to hand requests coming in last minute, parents wanting to pick and choose field trip paymetns based in individual opinions etc. So they changed our bylaws to read that PTO will help fund field trips. An individual dollar amount per child will be given to each teacher to use towards field trips at their discretion. This amount will be voted on at the annual PTO budget meeting. This allows each teacher to plan as they need to. Requests are sent in when the money is needed for the trip. THe teachers then know how to plan their trips for the year. If they wish to go over, then they are responsible for asking the parents to send in the extra. So far requests come in as needed and we receive the documentation for the requests..as in bills from the companies. This way has worked very well for us. I hope this helps.
Deb

How does your PTO handle teacher requests? Field trip requests? Do you have a standard form for teachers to fill out? Deadline to be recieved by etc?