Treasury Procedures  

If you are purchasing items for the PTA, please do not pay sales tax. The North Mianus PTA is a tax exempt organization. Please request a copy of our tax exemption certificate from Treasury prior to making purchases, and present it to vendors when making purchases. Sales tax will not be reimbursed.

REIMBURSEMENTS by CHECK

If you have purchased an item for the PTA and would like to be reimbursed by check or have a vendor that needs payment, please:

1. Complete a Reimbursement Request Form.
2. Complete an Expense Reimbursement Worksheet if you are submitting a Request Form for 3 or more receipts.
3. Attach original receipt(s), invoices, contracts, or proof of payment or bill.
4. All expense requests in excess of $500 must be approved and signed by the President or President Elect. Kindly obtain necessary approvals prior to submitting your expense request to Treasury.
5. All expense requests in excess of $1000 must be approved by a second authorized signer (President, President Elect, Treasurer, Assistant Treasurer). Kindly obtain necessary approvals prior to submitting your expense request to Treasury.
6. Once the request has been completed, please submit documents to the Treasury box in the NMS community room or contact Treasury at nmsptatreasury@gmail.com to arrange drop off.
7. At no time should a reimbursement form or documents be sent home to a Treasurer’s house with a student.
8. Request forms and receipts or invoices may be submitted via email if 1) the vendor or service provider sent invoices or receipts electronically, 2) if the proof of payment (for reimbursement) was sent electronically, 3) the transaction for goods/services was online.
9. Checks for reimbursement will be disbursed in accordance with the instructions indicated on the Payment/Reimbursement Request Form.
10. For urgent expense requests, kindly contact both Treasurers by EMAIL (NO TEXT) explaining the need and timeline for request. Advanced notice is always appreciated for check requests.

Please note that no check will be written unless accompanied by a completed Payment/Reimbursement Request Form.

NMS PTA does not reimburse for tax.

Submit this form with original invoices/receipts within 30 days of expenditure. 

REIMBURSEMENTS by DEBIT CARD

If you would like to use the PTA debit card to make a purchase or set up an online payment please:

1. Complete a Reimbursement by Debit Card Form.
2. All expense requests in excess of $500 must be approved and signed by the President or President Elect. Kindly obtain necessary approvals prior to submitting your expense request to Treasury.
3. All expense requests in excess of $1000 must be approved by a second authorized signer (President, President Elect, Treasurer, Assistant Treasurer). Kindly obtain necessary approvals prior to submitting your expense request to Treasury.
4. Once the request has been completed, please email the form and information to nmsptatreasury@gmail.com.
5. If Amazon request, please email a completed Amazon registry link with the exact items and quantity and shipping address to the Assistant Treasurer.
6. If recurring payment, please email nmsptatreasury@gmail.com with details and link to set up payment. Since the PTA does not pay sales tax, please confirm that the business is not charging tax on the recurring invoices.
7. If one-time purchase, please email nmsptatreasury@gmail.com with details and link to make payment. Since the PTA does not pay sales tax, please confirm that the business is not charging tax.
8. Request forms and receipts or invoices may be submitted via email if 1) the vendor or service provider sent invoices or receipts electronically, 2) if the proof of payment (for reimbursement) was sent electronically, 3) the transaction for goods/services was online.
9. For urgent expense requests, kindly contact both Treasurers by EMAIL (NO TEXT) explaining the need and timeline for request. Advanced notice is always appreciated.

NMS PTA does not reimburse for tax.

CASH ADVANCE

If you need cash for a PTA event, please:

1. Complete a Payment/Reimbursement Request Form.
2. On the form, please note the denominations needed and how much of each denomination.
3. Please email the form to nmsptatreasury@gmail.com at least 1 week prior to the event, so Treasury has enough time to go to the bank for cash withdrawal and coordinate delivery of cash and cash box.

DEPOSITS

If you have collected money on behalf of the PTA, please:

1. Fill out a Deposit Voucher.
2. Attach a listing of the funds collected. If there is both cash and checks, 2 (two) separate deposit vouchers must be filled out, one for each fund type. 
3. If the amount collected in cash is over $250, please have a recount performed by a committee member or PTA member and the voucher signed by the person who recounted.
4. If funds are collected over multiple days, please note on Deposit Voucher the amount per day.
5. If there was a Cash Advance for the event, please fill out a separate Deposit Voucher with the Cash Advance amount.
6. Email Treasury at nmsptatreasury@gmail.com to make arrangements to deliver the funds. Funds can also be placed in the cash box in the safe at NMS. Please let Treasury know if a deposit needs to be picked up.

Online payments (through card reader or via PTA website) do not need to be tracked, as they are automatically synced to PTA bank account and Quickbooks.