Procedures for Purchasing Materials and Deposit Vouchers
Committee purchases are reimbursed by the Treasurer and deducted from your budget. Always use the tax exempt letter and be sure to get a receipt. Sales Tax will not be reimbursed, with the exception of purchases made from Sam’s Club or Costco where a tax exempt letter can’t be used. Taxes will be reimbursed in these cases because the savings offset the tax.
Attach all receipts to the back of the debit voucher. Expense vouchers and deposit vouchers are available on the Westgate PTA Website under the “Treasurer Forms and Documents” tab. www.westgatepta.com
Vouchers and Receipts should be turned into the PTA office mailbox in the Westgate Main office.
General purchases do not need to be pre-approved by the PTA President, and you do not need approval before going $25 over your budget. Purchases $25 over your approved budget will need to be discussed and voted on at a PTA General Board Meeting. Please keep a record of your expenses and purchases, along with your committee’s budget.
If you have any questions please contact Julie Carlson @ firstname.lastname@example.org
- Complete the light green Deposit Voucher form. Copies are available in the appropriate folder in the file cart. A separate sheet can be used to list additional names and details for larger deposits. Attach this sheet to the light green Deposit Voucher form. The Deposit Voucher must be filled out and signed by the authorized person for ALL deposits and it MUST contain two signatures. My signature as Treasurer can count as a second signature ONLY if both parties are present when counting money.
- Please call me to make arrangements for the exchange of check, cash or coin. With the appropriate Deposit Voucher form, checks can be placed in the PTA mailbox in the main office. I will check the mailbox each week. Cash is not allowed in the PTA mailbox in the main office or cart in the PTA office.
If you have any questions, please do not hesitate to Julie Carlson. Thank you.