The Little Cedars PTA truly appreciates the tremendous financial support that is given by our parents. At the same time, we understand that occasionally families run into circumstances which may result in NSF checks. The procedures outlined below will be used to collect these outstanding funds:
· Upon receipt of a returned check, the Treasurer will notify the check writer by telephone and letter of the returned check and request replacement funds, including any and all bank fees. A copy of the returned check will be included with the letter.
The check writer will need to return the call within 3 days to make arrangements for payment.
· Payment in the form of cash, cashier’s check, or money order is expected within one week from the date the letter is mailed. If the individual is unable to make a lump sum payment, the individual must contact the PTA Treasurer to arrange a payment plan within one week.
· All telephone calls will be documented on the back of the bank notice, including the date and time of all conversations, the names of all people spoken with, if the person made promises of restitution, if a message was left, if the call received no answer, etc.
· If payment is not received or the individual does not contact the PTA Treasurer within one week from the day the letter is mailed, a second letter will be sent informing the individual that their checks will no longer be accepted by the PTA.
· At the time of yearbook distribution, anyone with outstanding NSF checks will have their yearbook withheld until full payment is received.
If you have any questions on the above policy, please contact the PTA Treasurer.
Reimbursement/Check Request Procedure (updated Aug 2010) In the course of PTA business, if you incur expenses, then you will need to complete a Reimbursement Voucher/Check Request form. Please follow these instructions to ensure reimbursement:
1. The Reimbursement Voucher/Check Request form can be found on the Little Cedars PTA website www.littlecedarspta.org under Forms and Documents.
2. The entire form must be completed, including the following: date of request, amount requested, the committee and/or budget line item, the purpose of item(s) purchased and your signature. Please also include a phone number or e-mail address by your signature. It may also be necessary for the PTA Treasurer to contact you.
3. Original receipts must be attached to the form. Please remember to keep your personal shopping on a separate receipt from your PTA shopping.
4. Please indicate how you would like to receive your reimbursement check. Your options are:
a) Kid Mail: If you choose this option, please indicate your child's name and the teacher's name. The PTA Treasurer will contact you to let you know approximately when to expect the check to be sent home in your child's folder/backpack.
b) Pick Up: If you choose this option, please indicate if you would like to pick up your check from the PTA Treasurer's home or if you would like the PTA Treasurer to leave the check for you in the PTA mailbox in the LCE Staff workroom.
c) Mail: please note, to save on expenses incurred by the PTA, reimbursement checks are not mailed unless it is absolutely necessary. 5. If you are submitting a check Request, please attach an invoice from the company. The PTA Treasurer will need the invoice in order to issue the check to the correct address.
6. If you are submitting a Check Request needed for a specific date, please make sure to complete the "Date Needed" line on the form. Please also be sure to submit such requests well ahead of time.
7. Please place your completed form in the PTA mailbox in the LCE Staff Workroom. You may also make arrangements with the PTA treasurer to drop it off at his/her home.
8. Most importantly, per Little Cedars PTA Standing Rules, all reimbursement requests shall be submitted to the PTA Treasurer within 30 days of the event for which the merchandise with purchased. All requests for reimbursement must be received one week prior to the last day of school.
9. Once received, please deposit your check as soon as possible!
Money Deposit Procedure (updated Sept 2010)
If you are a Little Cedars PTA Chairperson and your event requires a cash box, please refer to the Little Cedars Cash Box Procedure (see below). If your event does NOT require a cash box, please following the following steps whenever you need to submit money to the PTA Treasurer.
1. The Money Tally Sheet you will need to complete can be found on the Little Cedars PTA Website at http://littlecedarspta.org/FormsAndDocuments.aspx. Please complete the right side of the form.
2. Please remember to include the Program (i.e. budget line item) and the Committee Chair's name at the top of the form.
3. Always remember to sign the form and also have another PTA member count the money and sign the form in pen.
4. Per Washington State PTA laws, the PTA Treasurer may not accept any money that has not been counted by two PTA members.
5. You may choose to make arrangements with the PTA Treasurer to drop the money off at his/her home or put the money in the PTA mailbox in the Little Cedars Staff Workroom.
6. Please contact the PTA Treasurer by phone or email prior to submitting a deposit in the PTA mailbox. You can obtain the current PTA Treasurer's contact information from http://littlecedarspta.org/boardmembers.aspx.
7. If you are a Committee Chair doing an ongoing event (such as Fall Fundraiser, Yearbooks, Spirit Wear) and are receiving many checks and large amounts of cash, please make frequent smaller deposits to the PTA Treasurer. Do not wait until the end of your event to turn in the entire deposit.
8. Per Washington State PTA laws, PTA money should not be kept in private homes for any length of time.
9. Please make arrangements to get the money to the PTA Treasurer as soon as possible after an event. This will reduce the amount of NSF checks and bank fees.
10. Most importantly...if you don't know, do not hesitate to ask for assistance!
Cash Box Procedure (updated Aug 2010) 1. The cash box must be requested by the Committee Chairperson to the Treasurer at least one week (7 days) prior to the event.
2. The Committee Chairperson and anyone else who handles PTA money must be a current PTA member.
3. Cash box requests can be made by e-mailing the Treasurer. You can find the current PTA Treasurer's contact information on the Little Cedars PTA website.
4. In this e-mail, please specify the name and date of the event and what time you will need the cash box.
5. Please also specify the amount of money and in what denominations you will need in the cash box.
6. When the Committee Chairperson receives the cash box, two PTA Members must count and verify its contents. These two members must also sign the Cash Box Starting Inventory Form (left side of form), located inside the cash box, validating the cash received.
7. The cash box and its contents will be the responsibility of the Committee Chairperson until returned to the Treasurer.
8. At the end of the event, the cash box must be counted and verified by the Chairperson and another PTA member. the Money Receipt/Tally Sheet Form (right side of form) must be completed and signed in pen by both parties to validate the amount.