I am the treasurer for our Parent Teacher Club. During the past two years, when expenses would be incurred by board members, teachers/school staff, or other parents, receipts would be turned in to me and I would cut a check within a few days. This worked out well and seemed to be the most secure way of paying out money.
Recently, I have had board members come to me asking for a check in advance made payable to the store that they are about to shop at. The most recent example was the vice president was heading to Smart-n-Final for items to be used at our end-of-the-year school party. These are items that we have already approved in our budget, however, I have no receipt since the items haven't been purchased yet. The receipts were turned in after the shopping was completed.
While my preference is to have the shopper pay for the items then provide me with the receipts and I will quickly reimburse that person, I am curious as to what the norm is. I don't want to create problems but I do want to protect the money of the PTC.
