PTA Purchasing and Reimbursement Procedures

 

Volunteers, if you need to make purchases for your PTA committees and activities then please read this information!

 

 

Have your purchase (items and cost) pre-approved by the committee chairperson.  This can be done via email or an in-person conversation.  The committee chairpersons are responsible for managing the budgets and purchasing throughout the year for their committee. 

 

For a list of committee chairpersons please visit the Our PTA page.

 

Texas PTA and all constituent Local and Council PTAs in good standing are exempt from federal income tax as a charitable and educational organization under the provisions of section 501(c)(3) of the Internal Revenue Code.

 

Therefore the PTA cannot reimburse any sales tax that you pay when purchasing for PTA. You must use the State of Texas Sales Tax Certificate of Exemption. You can download the form here. Show this document to the cashier at the store when making your purchase. Some stores may also have you fill out a store-specific form as well.

 

You will pay for the purchase with your own form of personal payment. Then you can request reimbursement from the PTA. Please remember, if you do pay sales tax we are not able to reimburse it.

 

After you make your purchase save all relevant receipts.  Please complete the reimbursement request form which can be found here and email the completed form to glenoaksptatreasurer@gmail.com along with a PDF or picture of your receipts.  Please complete the first 3 sections (contact details, check details and activity details).

 

The PTA Treasurer will review your submission and send out the reimbursement form for signature via Adobe Sign once approved.  After all signatures are collected the check will be processed.