Expense Reimbursement / Payment Authorization

You’re probably here because you paid for something out-of-pocket, and Terrell PTA owes you a check. Fill out this form, sign it and submit it with all your receipts. See below for more details on how it all works.

Who is involved:

  • PTA Board

  • PTA Association

  • Treasurer

  • “Spender” – the person who is requesting reimbursement

Steps to follow:

  1. BUDGET. Budget committee drafts the Budget and the Association votes to adopt the Budget (usually at the first Association meeting of the school year).

  2. AUTHORIZATION. Spender presents their Plans to the Board and the Board votes to authorize the Plans.

  3. RELEASE. Association votes to release the funds.

  4. FORMS and RECEIPTS. Spender submits receipts along with official PTA forms to the Treasurer, either before or after the event:

    1. BEFORE – use the Form to REQUEST AN ADVANCE: http://downloads.capta.org/toolkit/forms/RequestForAdvancePaymentAuthorization-Fillable.pdf

    2. AFTER – use the form to REQUEST REIMBURSEMENT: **THIS IS THE FORM MOST PEOPLE USE** https://drive.google.com/file/d/1In4ENHJkQQN47WVtGXtVb728miJlutw9/view?usp=sharing

    3. NOTE: After the event, Committee chair should also fill out the COMMITTEE REPORT FORM: http://downloads.capta.org/toolkit/forms/CommitteeReport.pdf

  5. APPROVAL. Board votes to approve the payment.

  6. CHECK ISSUED. The Treasurer writes the check. The check requires two signatures to be valid. The check is given/mailed to the Spender.

  7. RATIFICATION. Association votes to ratify checks which were already issued. (NOTE: “Ratified” is not the same as “Approval,” just FYI only at this point.)

Questions? Please email: terrellptatreasurer@gmail.com