Hi there,
There's a good chance you have information about this in your group's bylaws. It is pretty common for groups to allow for discretionary spending in small amounts by the board and there is usually a cap -- say, spending of up to $200. So, it's worth checking your bylaws. And, it's probably worth just running it by the board so they are aware of your plan.
I want to purchase a VISA gift card which will provide a receipt for the purchase for one of the volunteers that help with every event so far this school year for Christmas. Are there any rules that I can refer to about since I am the President of my PTO can I make an executive decision about this or do I have to get it approved. It is only $50.00. Thanks PTO President.
PresJim suggested the corporate credit card. A similar idea is to purchase a generic money card and allow the event chair to use that for her purchases. This way, you control the amount she spends based on how much you load on the card. She would still need to acocunt for every penny purchased against the card (i.e. receipts). We've done this in the past and it was still somewhat problematic, but it can work in this situation pretty well.
Another possibility is to have her estimate the amount to be purchased from one store (if practical). The treasurer cuts a check to that store for a round amount, near that estimate. When the volunteer shops, she need only cover the amount above the check amount using her personal credit/cash. This way, the exposure to the PTO is limited, and the volunteer isn't expected to shell out hundreds of dollars of her own $$ up front.
It may be difficult for the chair and treasurer to find time to shop together, so here is another possibility:
Contact the store manager where you want to shop and ask if they would allow your chair to pick out the items for the holiday shop and have them held until the treasurer can stop by and pay for them. You could even ask if they could total up the purchase, so the treasurer could have the check prepared when they come. I would bet that many retailers would be happy to do this for a school group.
I agree with FoxMom. In the off season our Holiday Shoppe chair likes to purchase in order to keep the costs down. Often the amount being used is in the high hundreds ($500 or $600). The week of the events they often need to replenish the stock.
Personally I have no problem with them taking $1000 and going directly to the store, but usually there will be at least two members going and more importantly they understand that they are accountable and are required to supply all receipts to the Treasurer.
One thing we did this year, which has been so great for us, is get corporate credit cards. Only the Treasurers and I have one and are permitted to use them or sign our checks, but it is so convenient. Whenever I use the card I keep the receipt and supply it to the Treasurers indicating on it what the purchase is for.
I run the Santa shop for our school and can see when she is coming from-- we spend 8-10,000 on santa shop every year and that's a lot of out of pocket for the parent purchasing-- We do not send out blank checks to any store--- but maybe offer to have a treasurer shop with her, that way they can write the check out at the store-- she's not out any money and you have a controlled amount put out there. Also there should always be a budget to work of when purchasing fro an event. Good luck with your decision!
