Reimbursement overview
All reimbursements are subject to approval. The PTA is pleased to be able to fund the majority of requests. While we would love to fund all requests, we must adhere to specific rules to stay in compliance with current state and local PTA policies, as well as all federal IRS laws and procedures for non-profit 501(c)3 organizations. We hope the FAQs will be helpful in answering more questions about reimbursements, including how to submit them.
Faqs
How do I submit a reimbursement request?
For all reimbursements, please fill out this reimbursement form.
When does my reimbursement have to be submitted?
The PTA kindly asks that all reimbursements be submitted within 30 days of purchase.
When will I receive my reimbursement check?
Once a reimbursement request has been received, you will receive an email within 14 days stating if the amount has been approved or denied, as well as the amount that has been approved. You will receive a check for the approved amount within 30 days of submitting your request.
Can my reimbursement be expedited?
Yes. Please reach out to the PTA Treasurer directly if your reimbursement needs to be expedited.
Does my reimbursement check expire?
Yes. All checks expire after 90 days of being signed and must be cashed before the expiration date. While we understand that life happens, the PTA will not be able to rewrite a check if it expires.
What can I spend PTA funds on?
The goal of the individual staff, grade level, or department allocations is to spend funds on items that are beneficial to the enrichment of our students and/or the classroom experience that will have a direct impact on the educational or physical well-being of this year's students. According to the North Carolina PTA (NCPTA) guidelines, spending should prioritize essential needs for student support and school improvement, with a focus on aligning expenditures with the PTA's mission. Essentially, spending should be directed towards programs and activities that directly benefit students and the school community, with careful consideration of cost-effectiveness and adherence to established budgeting practices. Examples of items that can be reimbursed include: books and activities for students, field trip admission fees, guest speakers and visitors, classroom displays, class project supplies/materials, etc. If there are any challenges with paying for items prior to being reimbursed, please reach out to the PTA Treasurer.
What items are typically not eligible for reimbursement?
Personal expenses and costs that do not directly support students are ineligible. Examples of items that are not reimbursable include: travel expenses or fees for educational conferences, professional certification fees, personal snacks, laptop cases, personal spirit wear, printer ink for home use, gift cards, personal furniture. If you would like to know if a planned purchase is eligible, please email the PTA Treasurer in advance. Any expenses that potentially do not meet criteria are reviewed by the PTA Board and Principal Epps prior to a determination of approval or denial. The PTA is happy to work with you to find eligible items.
What do receipts need to have visible in order to be reimbursed?
All receipts should include the entire receipt showing the following information:
Item(s) name
Date of purchase
Vendor name
Vendor address (shipping address for online purchase)
Total amount of expenditure including sales tax paid
How do I submit an online purchase for reimbursement?
When submitting documentation for Amazon purchases, and other online vendors, please submit the full invoice. This invoice is usually a single page to submit rather than sending several pages of screenshots of your cart or the receipt on the screen. Please see reminder on Amazon invoices
Does the PTA file for a sales tax refund on every receipt submitted?
Yes. Whenever possible please make sure your receipts include only school purchases without personal transactions included. When items are combined, the reimbursement process takes longer, the sales tax for all items cannot be reimbursed to you, and the PTA sales tax refund is also reduced.
What if our grade or department is planning to make a large or expensive purchase with our funds? Can the PTA pay this directly?
For large or expensive orders where the vendor has the option for an invoice or purchase order, you may submit this document to the reimbursement form and if approved, the PTA can write a check directly to the vendor or make a payment over the phone or online. Please note on the form if there are any specific vendor deadlines for payment or other pertinent info for the PTA to know prior to making the payment.
SUBMIT A REQUEST
When possible please submit one receipt per submission form. (This helps expedite the review process significantly by reducing the number of errors such as totals not adding up or receipts not displaying correctly)