Reimbursement & Deposit Forms

PROCEDURES FOR EXPENSE REIMBURSEMENT:

The SHS PTA is a non-profit organization and is not required to pay sales tax. When purchasing goods, bring the SHS Tax Exempt Form to merchants. Sales tax will only be reimbursed for if the vendor does not recognize our tax free status (eg Costco).

All reimbursement forms are to be submitted within two weeks after the scheduled event, and in no event shall any expenses be accepted for reimbursement after the last day of school. For on-going committees, reimbursement forms may be handed in at any time

Receipts for all eligible expenses must be attached to the PTA Reimbursement Form, and these can be put in the PTA mailbox in SHS, or emailed, attention to Caroline Hendley, shs_pta_treasurer@westportps.org. Any direct payments to vendors should be clearly indicated on the reimbursement form with a receipt.

PROCEDURES FOR COLLECTING AND DEPOSITING FUNDS:
All money collected should be promptly given to the treasurer to be deposited. Complete the PTA Deposit Form fully and make sure to separate out cash and checks. Detail each check separately with a check number and name of the payee. Please email Lara Willis, shs_pta_treasurer@westportps.org, to coordinate delivery of deposits and forms BEFORE mailing them. If a committee collects money over a number of days, a deposit form must be submitted every day. Do not wait until the end of the event when all monies have been collected.  

If the deposit includes more than one source of revenue (i.e. both online credit card payments and cash), make sure the amount collected for each source of revenue is indicated.

Please contact Caroline Hendley for reimbursement questions and Lara Willis with any deposit questions.