General

You may print and return the following forms:

  • PTO Membership Form (coming soon)
  • Classroom Contact and Classroom Volunteer Opportunites Form (coming soon)
  • PTO Volunteer Form (coming soon)

Financial

Copies of the following forms are also available in the main office at the school in the Treasurer mailbox.

GUIDELINES FOR FINANCIAL TRANSACTIONS

Committee Chairs, or their designated Subcommittee Chairs, are responsible for collecting and tracking all payments or disbursements to/from the PTO related to a specific program or event.

  • DEPOSITS

    Deposit Notice

    Once monies are collected, a Deposit Notice form will be submitted by the Committee or Subcommittee Chair. For programs or fundraising events where large amounts of money are expected to be collected over a period of time, Deposit Notices should be submitted to the Treasurer on a regular basis. Chairs should not wait until all money is collected to make an extremely large deposit. The amount of cash flow will dictate the frequency of deposits. The Chair and Treasurer should work out a schedule appropriate to the program and the Deposit Notice Check Form, Continued should be used if more than nine checks are to be deposited.

    For events where the majority of the money is collected at the time of the event, Deposit Notice forms should be submitted within 24 hours of the event.

    All Deposit Notices should be personally exchanged between the Chair and Treasurer. Do not leave deposits, especially those including cash, in the PTO mailbox.

  • DISBURSEMENTS

    Check Request Form

    Grade Level Check Request Form

    Reimbursement Request Form

    Grade Level Reimbursement Request Form

    Check Requests and Reimbursement Requests require approval by a PTO Officer or Committee Chair (other than the requester) prior to submitting to the PTO Treasurer. The signature of the PTO President is preferred. These requests may be left in the PTO mailbox at the school. Please attach appropriate support (receipts, invoices, contracts, etc) for the amount requested. Photocopies are acceptable. Contact the Treasurer by email for requests requiring immediate attention or to notify that a request is forthcoming. Checks will be mailed unless prior arrangements have been made.

  • CASH BOXES

    Cash Box Request Form

    The Treasurer has four cash boxes for use by the Committees. A Cash Box Request form should be submitted to the Treasurer at least four business days prior to the event. If an event is to occur on a Friday, the Cash Box Request should be submitted by the previous Monday. This form is used to specify the amount of change to be included with the cash box. Recipient should verify the amount received with the cash box in the space provided on the form.

  • DEBIT CARD

    Debit Card Request Form

    1. Any single purchase must be at least $250.
    2. If, during a single event, such as the Westie Waggle or Basket Bingo, one person will be making many purchases under $250 but will add up to a large amount we will review use of the card on a case by case basis.
    3. Any purchase over $500 must be signed on the request form by two board members.
    4. If a check request or reimbursement would be appropriate then we would and should use a check and not the debit card, a check is always preferred to using the card.
    5. A request must be turned in at least 48 hours prior to any purchase over $2000 (the bank requires us to get permission to spend more than $2000 in one transaction.)

    • If you have any additional questions or concerns regarding these forms or procedures, please contact the VESPTO Treasurer by email at treasurer@vespto.com.