Reimbursement & Deposit Forms
PROCEDURES FOR EXPENSE REIMBURSEMENT:
The GFS PTA is a non-profit organization and is not required to pay sales tax. When purchasing goods, bring the GFS Tax Exempt Form to merchants. Sales tax will only be reimbursed for if the vendor does not recognize our tax free status (I.e. 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 file cabinet in the office, attention Treasurer or Deposit Treasurer. Any direct payments to vendors should be clearly indicated on the reimbursement form with a receipt. Please make a copy for yourself.
PROCEDURES FOR COLLECTING AND DEPOSITING FUNDS:
All money collected should be promptly given to the Deposit Treasurer, to be deposited. Complete the GFS 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. Email the treasurer or deposit treasurer to coordinate delivery of deposits/request forms. Try to make a deposit form for each day of your event and arrange drop/off or pickup.
If the deposit includes more than one source of revenue (i.e. both online payments and cash), make the amount collected for each source of revenue is indicate. You should also make sure that the treasurer is aware of payment dues from online sources.
If the deposit includes more than one source of revenue (i.e. both online credit card payments and cash), make the amount collected for each source of revenue is indicate. You should also make sure that the treasurer is aware of payment dues from online sources.
Contact either the Treasurer or Deposit Treasurer if you have any budget, expense or deposit questions.