Budget, Expenses, and Treasurer Forms

 
 

Thank you for your involvement and support of the Westgate PTA! Please follow these instructions to receive any expense reimbursements or submit a deposit. If you have any questions, please reach out to current Westgate PTA Treasurer – Marsha Mitchell at westgateptatreasurer@gmail.com.

Please be a good steward of our PTA budget. The smarter we spend, the further our resources stretch to fund as many rewarding activities as possible for the Westgate community. 

Purchasing Materials

  • Committee purchases are reimbursed by the Treasurer and deducted from your committee budget. Always obtain a receipt. Since the PTA is a 501C3, it is sales tax exempt. Show and use the tax exempt letter prior to your purchase. Sales tax is not able to be reimbursed, except in the following cases:

    1. Costco & Sam’s Club – The tax exempt letter cannot be used; however the savings offset the tax in most cases. Tax will be reimbursed.

    2. Amazon – We have a non-profit PTA account for Amazon that is tax exempt. Please contact Westgate PTA Treasurer – Marsha Mitchell at westgateptatreasurer@gmail.com to use this. Note, it is NOT a prime account and thus has regular shipping timeframes, so please plan ahead.

  • Purchases exceeding more than $25 over your approved committee budget will need to be discussed and voted on at a PTA General Board Meeting. 

  • The PTA has a printer, copy, laminator and a limited inventory of office supplies. Please leverage those before spending extra funds for these purposes.

  • Please check the PTA storage closet and review our inventory of supplies before making a new purchase.

  • Please keep a record of your expenses and manage your committee’s budget.

Expenses

  • Fill out the Westgate PTA Expense Voucher Form.

  • Attach all receipts.

  • Sales tax is not reimbursed except as noted above. Please use the tax exempt letter whenever possible.

  • Sign the form where applicable and indicate how the reimbursement should be delivered.

  • Deliver form and receipts to the PTA office mailbox in the Westgate main office, via email to westgateptatreasurer@gmail.com or directly to Westgate PTA Treasurer – Marsha Mitchell

    Deposits

  • Complete Westgate PTA Deposit Voucher Form. 

  • The form must be filled out and signed by the authorized person for all deposits, and it must contain two signatures. The Westgate PTA Treasurer can count as a second signature only if both parties are present when counting money.

  • Please contact the Westgate PTA Treasurer – Marsha Mitchell at westgateptatreasurer@gmail.com to make arrangements for the exchange of check, cash or coin. 

  • Cash is not allowed in the PTA mailbox in the main office or PTA office.

  • If you are expecting a check following an event or fundraiser, please mail the check to Westgate PTA using the school’s mailing address. The front office will put it in the PTA mailbox upon receipt.