Budget Requests
The PTO plans its annual budget in May and budget requests should be prepared and submitted then using the
“Budget Request” form. If something comes up during the school year please fill in a Budget Request and
submit to the PTO Chairs/Treasurer before making any unplanned expenditure. While we cannot always meet budget requests fully or immediately we appreciate having new ideas which help us grow and reach out as a PTO.

Expense Reimbursements
All expenses should be pre-approved by the PTO Board – either in the form of a budget allocated to a committee or, if not specified in the annual budget, via a budget request (see above). Please send original receipts (credit card slips without purchase details are not acceptable receipts) with your expense claim, please use the “Expense Reimbursement and Check Request” form provided and please submit all claims within 30 days and prior to the end of the school year.

Check Requests
Vendor checks can be requested through the PTO using the “Expense Reimbursement and Check Request”
forms. It is very helpful to have a little notice when checks will be requested (3 days or so). An original invoice should be submitted within 30 days of the event/vendor supply.

Merchandise Requests
Sprague Spirit Merchandise may be requested as a way of saying thank you to event volunteers, to promote an event,
or for other reasons. The cost of merchandise requested by a committee must be absorbed by that committee through their budget. If no budget is available please submit a budget request form before requesting merchandise.

Cash Collection and Cash Box Requests
This section gives guidance for any PTO event generating cash or requiring a cash box. Please advise the Treasurer as early as possible that cash will be a factor in an event. Please allow five days for cash box requests and identify any special cash float (change) requirements. Cash should be counted by two volunteers at the close of an event and handed over to the Treasurer or Assistant Treasurer as soon as possible following an event to be verified and banked.

Raffles
If you are considering a raffle for any PTO event please contact the Treasurer to discuss compliance and required reporting. Be aware that taxes are due within ten days of any raffle.

Tax Free Shopping
The PTO is a tax free organization. If you plan on purchasing something on behalf of the PTO costing more than $200, please contact the Treasurer to ensure we make this a tax-free purchase. Please use the tax free privileges for school purchases only – the fines for misuse are extremely high.

Teachers & Principal Discretionary Funds
You will be notified, by the PTO treasurer at the opening of the school year, of discretionary funds available to you for use during the school year. Please use these funds at your discretion for classroom related needs. A statement will be sent in May notifying you of any remaining funds available to claim, any remaining balances at year end are not typically rolled forward to the following year. Please send original receipts (credit card slips are not receipts) with your expense claim, please use the “Expense Reimbursement and Check Request” form provided and please submit all claims within 30 days and prior to the end of the school year.

Field Trip Support
The PTO will cover the cost of one bus per classroom, please submit the Eastern Bus Company confirmation when received. The PTO is happy to bank parent checks and issue checks for buses and entrance fees in return. It is very helpful to have a little notice when checks will be requested (3 days or so).

Budget Requests
The PTO plans its annual budget in May and budget requests should be prepared and submitted then using the “Budget Request” form. If something comes up during the school year please fill in a Budget Request and submit to the PTO Chairs/Treasurer. While we cannot always meet budget requests fully or immediately we appreciate having new ideas which help us grow and reach out as a PTO.

Tax Free Shopping
The PTO is a tax free organization. If you plan on purchasing something on behalf of the PTO costing more than $200, please contact the Treasurer to ensure we make this a tax-free purchase. Please use the tax free privileges for school purchases only – the fines for misuse are extremely high.