Treasurer's Resources

Budgets and Reimbursements

💳 Financial Guidelines & Reimbursement Process

🚨 General Expense Rules (The Must-Knows)

1. Stay within budget: Know your budget and please try to stay within it. Talk to the PTA Treasurer before going over a line item.

2. Pre-approval is mandatory: All expenses must be pre-approved by the President, Treasurer or the Board Member in charge of the activity. You must ensure that the people in charge of events get approval and are not spending over their budget.

3. Receipts required: All expenses must have receipts. You cannot be reimbursed for expenses without receipts and we must have receipts for all debit card expenses as well. These records are all things that are audited.

📝 Expense Process & Forms

Here are the forms you need to use for different financial transactions:

1. Process for Being Reimbursed (Out-of-Pocket)

This process is for expenses you paid out of pocket

• Action: Once you have completed your pre-approved expense, you will fill out the form below to initiate reimbursement.

• Form: 2026-2027 Carroll Manor PTA - Faculty Disbursement Approval Form

• Note: Please try to use the digital version if possible. A paper form is available if you cannot fill out the digital version.

2. Process for Completing a Debit Card Purchase (PTA Card Holders)

This applies to PTA Board Debit card holders.

• Action: YOU will need to complete the form below for EVERY transaction that occurs on your card. This includes if you gave someone your card to use. All transactions must have a receipt submitted using this form. 

• Form: 2026-2027 CMES PTA Debit Card Purchase Form

3. Process for Having an Invoice Paid (Vendors/Deposits)

Use this process for paying a third party.

• Action: Anyone that needs an invoice paid (whether the event or transaction happened or it is a deposit request) please fill out the form below. This will initiate the payment as applicable.

• Form: 2026-2027 CMES PTA Invoice Payment Request Form

4. Process for Making a Deposit for the PTA

Use this process for making a deposit for the PTA at Truist bank. 

• Action: Anyone that needs to make a deposit, please fill out the form below. 

• Form: 2026-2027 CMES PTA Deposit Form