Financial Forms and Policies

Find all the forms and details you need for CRS PTA deposits and reimbursements below, along with our FAQs. Note: Please download the forms prior to completing - do not use in your browser. The functionality in the forms (such as drop-down menus) only fully work when you download the file and open in a PDF reader program such as Adobe Acrobat Reader or Foxit PDF Reader (both are free for use). 

 

Deposits    Disbursement/Reimbursement     FAQs


Deposits

Make sure that any checks you collect are made payable to "Churchill Road PTA" or "CRS PTA" and signed by the payer. For all events and fundraising activities, please make sure that the event cash verification form is completed and included with the deposit form. All funds should be submitted to the CRS PTA ASAP and deposits should be submitted to the bank within 24 business hours.

Deposit Form

Please review the instructions at the top of the form and make sure to fully complete the form. Small deposits can be placed in a sealed and signed envelope in the Treasurer's mailbox and notification of the deposit should be sent via email to the Treasurer ASAP.  

Deposit Form

Event Cash Verification Form

This form must be completed for all events where cash is collected. Please follow the instructions on the form. Please contact the Treasurer in advance to coordinate the verification process and turning over the funds.  

Event Form


DISBURSEMENT & Reimbursement

All expenses must be submitted either within 30 days of expenditure or by the last day of school (whichever is sooner). Our fiscal year ends June 30 and all reimbursement requests for the current school year must be processed by then. Requests submitted after the close of the fiscal year will not be reimbursed.

Reimbursement Form

Please follow the instructions at the top of the form and make sure to fully complete the form. Receipts must be included for all line items. No reimbursements can be processed without receipts.

Reimbursement Form

  • Committees: Please submit your completed form to the CRS PTA Board VP overseeing your committee. Note: In addition to direct reimbursement, use this form to request payment directly to vendors.
  • Class Funds: Please submit your completed form to your grade's treasurer. If you do not know your grade's treasurer, please contact the Room Parent Coordinator for assistance. 
  • CRS Staff: Please submit your completed form to Jody Sterling.

Disbursement (Petty Cash) Form for Events

Please complete this form to request cash for event cash boxes. This form must be submitted to the Treasurer at least one week prior to the event.

Petty Cash Event Form


Financial Policies FAQS

How much can I spend?

Know the amount of your event/program’s budget and stay within that limit. We are spending on behalf of our membership - our budget must be voted on and approved by our members in advance of expenditures. For questions about your budget, contact your CRS PTA Vice President, Treasurer, or President.

  1. If your committee needs to increase its budget, submit your request to your CRS PTA Vice President.
  2. If your program generates revenue, the constraint for expenses will be determined by the revenue and resulting profit that you expect to earn on your event - please work with your respective VP to create and submit your Plan of Work for approval.

For class fund expenditures, please work with your grade's treasurer liaison to confirm your allocated budget which must come from the available class funds for your grade.

How do I get reimbursed?

Keep all receipts & invoices! We can’t reimburse without an itemized receipt or invoice. Work with your respective officer, committee chair, or class fund treasurer to submit your reimbursement request. Keep a copy of all documents! All reimbursement requests must be submitted no later than 30 days after purchase or the last day of school, whichever is sooner. Reimbursement requests not submitted per the deadlines will not be reimbursed.

 

Tip: If you plan to make purchases for your personal use at the same store, please set those items apart and pay for them in a separate transaction. Save your original, itemized receipt. Credit card receipts that only show the total amount charged, without detailing items purchased or taxes paid, cannot be accepted. Unused items should be returned to the place of purchase for a refund before submitting for reimbursement.

How long does it take to get reimbursed?

Please submit your receipts ASAP! The sooner you submit, the sooner the CRS PTA can reimburse you - typically you will receive reimbursement via postal mail in about two weeks. 

Can a vendor be paid directly by the CRS PTA?

Yes. If you have an invoice from the vendor, please complete the disbursement/reimbursement form and submit the itemized invoice. The check will be sent directly to the vendor by the CRS PTA. If payment by check is not possible, please contact the Treasurer and PTA officer overseeing your area for assistance.