SHPFA TREASURY GENERAL GUIDELINES
1. A minimum 3-business day timeframe is required for all check requests and/or reimbursements
2. A check request/reimbursement form must be completed for ALL requests.
3. Receipts must accompany reimbursement requests
4. The completed form can be scanned/emailed to the co-treasurers
5. In the event that item #1 can't be met and a SHPFA member has had to outlay personal cash, we will expedite the processing of reimbursements and mail out check within 48hrs of receipt of check request and all applicable receipts.
*The 2015-2016 Co-treasurers work full time, therefore the expectation that someone will be readily available to pick up cash from school daily (Holiday Shop/Book Sale) is not entirely feasible. It is the responsibility of each event chair to work with the co-treasurers to set up feasible cash drop off arrangements (drop off/pick up).
*In the event, a check is returned for an event...the co-treasurers will notify the event chair.The event chair will make the decision and is responsible for retrieving funds and subsequent returned item fee from check writer.
*Random requests from teachers, librarians, and other school staff must be approved by SHPFA president before reimbursements will be processed.
SEPARATION OF DUTIES
Accounts Payable
*Reconciliation of account (via Excel or some other kind of book keeping software).
*Check disbursements processed within agreed timeframe after receipt of check request.
*Payment of taxes and communication as needed/required with accountant.
*Send out monthly budget reconciliation to SHPFA board.
*Work with Mrs. Stallings to process any of her requests in an immediate timeframe.
*Alternating attendance and participation at the SHPFA meetings.
Accounts Receivable
*Cash/check deposits to TD Bank
*Try to deposit all cash/checks within 48hrs of receipt.
*Pick up cash deposits/check requests/mail from school as needed.
*Recording of key information for all incoming donations, e.g., SHPFA membership and Yearbook Order. Many of the Event Chairs keep their own spreadsheets for their respective events.
*Book Sale reconciliation and input into company's website.
*Alternating attendance and participation at the SHPFA meetings.
*Managing SHPFA PayPal account.
GUIDANCE TO REQUEST A REIMBURSEMENT
1. Reimbursement request form should be used without exception to request a reimbursement for pre-approved expenditure paid using personal funds or to request a check issued from SHPFA directly to supplier/ vendor. Any expenditure should be approved by Board president or event chair and may not exceed budgeted amounts.
2. A request for reimbursement should be submitted under a separate cover/ a separate clearly identified email with Subject: request for reimbursement. Important: if request is submitted in the body of another email it may be lost and not addressed on time. A request submitted thru treasurer box in the school will not be addressed on time.
3. Receipts must be submitted along with the reimbursement request- scanned and emailed. A request without receipts will not be addressed.
4. All relevant fields must be completed.
5. Please allow AT LEAST 3 business days for ANY REQUEST. Please clearly include pick up/ drop of / mail preferences, please be mindful there are times when drop of request are not feasible. Pick up/ mail is preferred methods. Allow time for processing.
6. Blank pre-signed checks are not allowed. Arrangements should be made for all events to ensure treasurer is notified ahead of time of any upcoming expenses. Unforeseen expenses will be addressed by suppliers/ vendors billing SHPFA in the event payment arrangement was not planned. In the event vendor requires advance payment/ or payment during the event, chair of the event will be responsible for finding out an estimate of how much is expected for payment ahead of time. A deposit can be made and any additional charges incurred will be done thru future billings. Expectations should be set with vendors that should accept this arrangement.
7. All requests for reimbursement should be emailed to Irina, while Betsy and Marivic should be copied.
For any questions email me at Rapoport.irina@gmail.com