General Policies

7/21/2020 12:36 pm

IMS PTSA Board Members and Committee Chairs should be familiar with the IMS PTSA Standing Rules and follow the IMS PTSA General Policies. 

MONEY COLLECTION AND REIMBURSEMENT

We are a 501(c)(3) tax-exempt, nonprofit organization and must file returns with Washington State and the Internal Revenue Service. We get audited, so you must follow these accounting procedures. Failure to do so could jeopardize our tax-exempt status and/or our Treasurer may not be able to process your request.

PAYING BILLS and REIMBURSEMENTS:

• Complete an IMS PTSA Reimbursement & Check Request Form for authorized expenses.
• Attach all receipts to the form and scan/email or mail/deliver to the Treasurer(s) within 60 days of purchase. Make a photocopy for your records.
• All requests for reimbursement must be received by June 20^th or they will be considered a donation to the PTSA.
• Pay an invoice with a check: Complete an IMS PTSA Reimbursement & Check Request Form to obtain a check to pay for an item or service.
• Plan ahead and allow 4 weeks to have the check delivered to your or mailed to vendor.

COLLECTING AND DEPOSITING MONEY:

• A signed, dated IMS PTSA Funds Transfer and Deposit Form must accompany the money collected at an event.
• For events with significant collection of funds, establish a separate treasurer for the event. Event Treasurer handles and tracks funds and coordinates with the IMS PTSA Treasurer.
• Have 2 people recount the checks/cash and sign the bottom of the Deposit Form.
• Make photocopies of the deposit form for your records.
• Deliver the funds and completed form to the IMS PTSA Treasurer.
• DO NOT pay any expenses out of the money you have collected.