We actually got a debit card for this exact reason. All receipts of everything that is purchased with the debit card go directly to our treasurer. Only the pto president and vice president can use the card. We are the only two active members of the pto anyway, so no one else would even think about shopping for our school.
The above link is how parents in CA PTAs can request advances....I don't know if this will help you in your PTA.
Speaking of questions on how to fund expenses for someone that can't be reimbursed....How do you all know which expenses you can get reimbursed for? Does your Treasurer give you an expense policy when you are put on a committee where there will be expenses?
I just found out that our school PTA doesn't reimburse for tax or for gift card purchases....I don't think many of our members know this (I didn't) and might spend personal funds which they won't be reimbursed for later (I did).
I'm not a fan of the blank check, but there has been times that the Treasurer provided cash for the purchases. That way the person buying only has enough for the specifics.
But ideally I agree with barb r. Someone that has signing should go with the TA chair if possible.
Is there more then one signer on the checkbook? If so I would contact them and see if they are available to go with her. Otherwise I would contact the president and speak to him/her about your concerns before making the final decision on how best to handle this. I would also make it clear that receipts for each dollar spent, which should equal the check amount, is required if no one is able to go with her.
Going forward I would make it clearly known at a meeting (so it is in the minutes) that all purchases/checks must be approved/requested at least 2 weeks in advance so appropriate arrangements can be made.
How we do it is the president and treasurer both have access to a debt card. We inform them of what we need (normally 2 or so weeks out) and they either purchase it for us or will share the debit card with us once the purchase is authorized. A receipt is always required or we are held responsible for paying the cost. Although most of us just fund the purchase up front and get reimbursed for it later.
I am the Treasurer of our PTO. The woman running the Teacher Appreciation (TA) wants me to give her blank checks or write a check for the entire amount (budget + donations) to her to buy stuff for TA. She says she needs to go to several different stores. I am not available to go with her as she just informed me of this today and she wants the stuff for Monday. I don't think this is the right way to do it nor am I comfortable doing it that way. She says she cannot fund the stuff and then be reimbursed. What is the best way? Please help!
Thanks!!
