Board Forms & Info
PTO Policies for Deposits & Reimbursements
A few policies are being used to expedite the handling of deposits and reimbursements for Randolph’s PTO. The goal is to ensure solid fiscal controls and to streamline procedures. All committee chairs are asked to review the policies below.
Deposits
- The Assistant Treasurer (or designee) will make all deposits
- The Assistant Treasurer is authorized to make deposits for funds included in the PTO approved budget. If an activity is not specifically included in the budget, please contact the Assistant Treasurer prior to collecting funds to see if the funds can be deposited into the PTO account.
- When a committee chairperson has funds for deposit into the PTO account, the funds should be organized as follows:
- Bills should be separated by denomination.
- Checks should be recorded on a spreadsheet. “For Deposit Only” will be stamped on the back of the check by the Assistant Treasurer
- Make a copy of each check in your deposit and include it with the deposit
- After the funds have been organized and counted, the committee chair and one other individual should sign the completed Funds Received Form. Complete the Funds Received Check Detail Form for each check.
- Place the deposit in the locked mailbox under the counter in the front office and contact the Assistant Treasurer to let them know there is a deposit ready.
Reimbursements
- Requests should have an invoice and a complete Check Request Form signed by the requestor and PTO President before submitting to the Treasurer. Place completed requests in the Treasurer’s folder in the PTO cabinet.
- Checks without an invoice or amount cannot be issued.
- The Treasurer and PTO President CANNOT sign a check in which an amount is not inserted at the time the check is issued (in other words, blank checks will NOT be issued). An invoice/receipt/etc. is required for ALL checks.
- Please contact the PTO President or Treasurer at info@randolphpto.com or let the Treasurer know there is a reimbursement request at the school. Please allow 5 business days for checks to be processed.
Debit Card Purchase PreApproval
- Requests should have an invoice and a complete Request for PreApproval signed by
the requestor and PTO Executive Officer before submitting to the Treasurer. Email or place completed requests in the PTO mailbox in the staff workroom. - Please allow 5 business days for payments to be processed.
- The Treasurer and PTO President CANNOT sign a check in which an amount is not inserted at the time the check is issued (in other words, blank checks will NOT be issued). An invoice/receipt/etc. is required for ALL checks.