Financial Forms and Policies

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Quick Links:     Deposits    Disbursement/Reimbursement     FAQs

Deposits                                           Safety Deposit Box Illustrations, Royalty-Free Vector Graphics & Clip ...

  • Ensure that ALL checks collected are made payable to "Churchill Road PTA" or "CRS PTA" and signed by the payer.
  • Ensure that the event cash verification form is completed and included with the deposit form for all events and fundraising activities.
  • Submit all checks and cash to the CRS PTA ASAP, and the Treasurer or Assistant Treasurer should submit deposits to the bank within 24 business hours.

Deposit Form

  • Review the instructions at the top of the form and complete the form entirely.
  • You can place small deposits in a sealed and signed envelope in the Treasurer's mailbox, and the deposit notification should be sent via email to the Treasurer ASAP.  

Deposit Form

Event Cash Verification Form

  • This form must be completed for all events where cash is collected.
  • Please contact the Treasurer in advance to coordinate the verification process and turn over the funds.  

Event Form

DISBURSEMENT & Reimbursement                          Maximum Reimbursement, A Tops Dental Consulting Service - Money Free ...

  • Submit all expenses either within 30 days of expenditure or by the last day of school (whichever is sooner). 
  • The fiscal year ends June 30, and the Treasurer must process all reimbursement requests for the current school year by then.
  • Requests submitted after the close of the fiscal year will NOT be reimbursed.

Reimbursement Form

Receipts must be included for all line items. NO reimbursements can be processed without receipts.

Reimbursement Form

  • Committees: Please submit the completed form to the CRS PTA Board VP overseeing your committee. Note: In addition to direct reimbursement, use this form to request payment directly to vendors.

  • Class Funds: Please submit the completed form to the respective grade's Treasurer. Please contact the Room Parent Coordinator for assistance on the Grade's Treasurer (if not known). 

  • CRS Staff: Please submit the completed form to the CRS Finance Assistant.

 

Authorization to Purchase Using the PTA Credit Card

Receipts must be included for all line items. NO reimbursements can be processed without receipts.

 

Credit Card Purchase Form

 

Disbursement (Petty Cash) Form for Events

Please complete this form to request cash for event cash boxes. This form must be submitted to the Treasurer at least one week before the event.

Petty Cash Event Form

Financial Policies FAQS

How much can I spend?

  • Know the amount of the event/program's budget and stay within that limit.
  • The members must vote on and approve the budget in advance of expenditures.
  • Contact the CRS PTA Vice President, Treasurer, or President for questions about your budget.
  • If the committee needs to increase its budget, submit the request to CRS PTA Vice President.
  • If the program generates revenue, the expense constraint will be determined by the revenue and resulting profit expected to earn on your event.
  • Please work with the respective VP to create and submit the Plan of Work for approval.
  • For class fund expenditures, please work with the grade's treasurer liaison to confirm the allocated budget, which must come from the available class funds for the respective grade.

How do I get reimbursed?

  • No reimbursements can be made without an itemized receipt or invoice.
  • Work with the respective officer, committee chair, or class fund treasurer to submit the reimbursement request.
  • Submit all reimbursement requests no later than 30 days after purchase or the last day of school, whichever is sooner.
  • Reimbursement requests not submitted per the deadlines will not be reimbursed.

 

Tip: If you plan to make purchases for your personal use at the same store, please set those items apart and pay for them in a separate transaction. Save your original, itemized receipt. Credit card receipts that only show the total amount charged, without detailing items purchased or taxes paid, cannot be accepted. Unused items should be returned to the place of purchase for a refund before submitting for reimbursement.

How long does it take to get reimbursed?

  • Typically, reimbursement will be received via postal mail in about two weeks post submission date. 

Can a vendor be paid directly by the CRS PTA?

  • Yes. Please complete the disbursement/reimbursement form and submit the itemized invoice.
  • The check will be sent directly to the vendor by the CRS PTA.
  • If payment by check is not possible, please contact the Treasurer and PTA officer overseeing your area for assistance.