We demand receipts as we use them to collect state sales tax. We also tell the teachers that we must have them in case of IRS audit. It's a real mess to get so many receipts. You'll get a little bit of everything. But you should have them. Don't feel bad for the teachers , they are getting the money.
This year we did it differently and gave them wal-mart gift cards, That way we only had to write one check to wal-mart.
Next year we are choosing 2 or 3 stores (educational stores or office supply stores) The teachers had input on which 3. We are getting PO's from each store so we only have to write 3 big checks.
Our PTO doesn't have a set amount that we give teachers. The chain of command for requests call for the teachers to make requests to the principal first and if the school budget won't cover the request, then it comes to PTO. We have always required receipts, so we haven't had a problem with anyone taking it personally. We also have a teacher wish tree posted on the front hall bulletin board asking for parents to fill a wish if they'd like. If the wishes are still there at Christmas time, PTO takes them and fills them. We also make opportunities for the teachers to "earn" money for their classes by running booths of their choice at the carnivals. All money raised for the booths goes into the teachers' accounts to be drawn on for supplies, pizza parties for the class, whatever. The teacher submits the receipt and we cut a check for the amount until the account is empty. We also do a drawing at all meetings for the teachers who attend---$25 gift certificates to the local school supply store.
Thanks for the heads up on the IRS info.
I second the thought of an article on that.
At our school we give the teachers $6.00 per student so it depends on the number of students on how much each teacher gets. They can spend it anyway they see fit for their classroom, but they do have to turn in receipts. We do that in case we are audited, we have proof where the money is going to. The teachers get half the money in December and then when receipts are turned in they receive the other half. We had to do that to ensure that we received recipts.
We do things a little backwards as most of the posters. We give each teacher $125 per year. We write them a check and then they are required to turn in receipts for that money. It has always been done that way at our school and the teachers don't mind at all. We do have to remind some of them to turn them in, though.
I agree with the others, tie it to a new understanding of the rules and make sure they know it's nothing personal - just standard business practices.
In fact, the new IRS rule is now in place that allows teachers to take a $250 deduction on their 2002 income tax for qualified unreimbursed classroom expenses. In all the articles and instructions, it always says that the IRS advises teachers to save their receipts.
I have to agree with Critter. That is the way I've always understood it to work. We require our teachers (and the nurse, office, etc.) to turn in receipts and THEN we issue a check. We do not look at the receipts except the totals. It is nice to know, however, that the receipts will back us up if ever we get in trouble with the IRS.
It will be hard to stand your ground, but look at it this way: Do it right (with receipts) this year and in a year or two it will be old hat. Tell them that you have recently been made aware of certain IRS codes and that in order to fully comply, this is the action that must be taken. They might fault you for being too thorough, but they can't fault you for covering your group's butt. That is part of your job. Remind them that there won't be ANY money coming their way if you get audited and can't prove what, when, where, why and to whom that money went...lol...
It is like any business (and you are a business): You have to keep your records. Receipts are those a big part of those records.
Remember that "doing the popular thing doesn't always mean you're doing the right thing". I used to get so upset when I had to go against the popular decision/choices. Thing is, I promised to do what was right for our students, not what was most popular with the adults. I think that also meant showing them that doing the right thing was important, even when it wasn't popular. Think about how many kids this year will do drugs or drink because it is the popular choice. Then think about what it means to do the right thing.
