PTO Reimbursement or Check Requests

If you are a board member, committee chair, volunteer, or staff member who (1) has incurred a pre-approved expense on behalf of the PTO for supplies, vendor payments, etc., or (2) needs to request a check to be prepared for a third party, please read these important clarifications for the PTO check request/reimbursement process: 

Who approved your expense(s)?

To submit a request, you will need to identify who approved the expense. If you are unsure if your expense was pre-approved, check with the committee chair or PTO board member leading your project.

What is your budget category?

To submit a request, you will need to select the correct budget category.

• Budget categories are pre-populated in the form and listed by the VP it falls under and the event, committee, resource, etc. For example:
  • Fun Run T-shirt expenses would fall under “Fundraising: Fun Run.”
  • Fall Festival signage expenses would fall under “Events: Fall Festival.”
  • Run Club insurance expenses would fall under “Educational Enhancements: Run Club (Kilometer Kids)”
• Multiple expenses under the same budget category may be submitted together, but you’ll need to submit a separate form for expenses that belong to another budget.
• Each reimbursement or check request total will be paid in one single check, so be sure to submit separate requests if you need individual checks for multiple vendors.

When are you submitting your expense(s)?

• Check requests for a third party must be submitted 30 days in advance of payment deadline.
• Reimbursement requests must be submitted within 60 days following the event for which the expense was incurred. Requests submitted after 60 days are reimbursed at the discretion of the PTO.

Do you have a Google account?

To submit a request, you will need to log into a Google account. If you do not have an account, we recommend creating a temporary one. You will be able to provide your preferred email address in the form.

Are you a school staff member?
School staff must submit a hard-copy request to Dr. Bolds for her review before submitting to the PTO. Staff requests approved by Dr. Bolds may then be submitted via the process outlined below.

All requests must be submitted through the provided forms.

New reimbursement and check request forms:

Parents/Non-staff: 

Complete the reimbursement form, uploading all related receipts.

School staff:

1. Fill out the staff check request/reimbursement form (PDF), print out the completed form, and turn it into Dr. Bolds’s office for principal approval.
2. Complete the reimbursement form, uploading all related receipts and principal approval. 

Checks will be cut every 30 days and mailed to the address provided or brought to school.