The Frostwood Elementary PTA Financial Guidelines and Project Study Guidelines are listed below.

Financial Guidelines

 

I. SALES TAX EXEMPTION

  1. The PTA is a nonprofit, tax-exempt organization and, as such, we do not pay sales tax on purchases for PTA use.  WE CANNOT REIMBURSE YOU FOR SALES TAX THAT YOU PAY.  A Texas Sales Tax Exemption Certificate may be required when purchases are made in order to avoid paying sales tax on that purchase.  This form is available from the Treasurer.  Present this form to retailers at the time you make a purchase. 
  1. Please be aware that some wholesale clubs require a business membership to exempt the purchase from sales tax.  Please contact the Treasurer in advance if you would like to make a purchase on behalf of the PTA at a wholesale club.

II. PTA BUDGET

  1. Know the amount of your committee’s budget and STAY WITHIN YOUR BUDGET.  Have your committee members notify you of all expenses when they are incurred so you can keep track of your remaining budget amount.  
  1. If your committee will need an increase in its budget, submit the request to the President or Treasurer.  PTA approval must be obtained prior to making any expenditure which would exceed your committee’s budget.
  1. If you are working on a committee that does not have a separate line item for expenses on the PTA budget, you are able to request advances, payments and reimbursements for appropriate expenses related to your event.  Your constraints for expenses will be determined by the revenue and resulting profit that you expect to earn on your event.  Note that the Budget will include an income amount for your event.

III. REIMBURSEMENT PROCEDURES 

  1. Please keep receipts for all purchases and TURN IN RECEIPTS FOR REIMBURSEMENT AS SOON AS POSSIBLE.  Use a check request envelope to request payment of bills or for reimbursement of prior purchases.  Fill out the envelope completely and leave it in the Treasurer’s box in the Office.  DO NOT SEAL the envelope.  Your check will be ready for pick-up in the Treasurer’s box the following Tuesday.  Check reimbursements require a one week turnaround and are ready for pick up on Tuesdays.  If you would like the payment mailed directly to the vendor, please indicate this on the reimbursement envelope.
  1. It is critical to have documentation supporting reimbursement requests.  Please do not submit invoices for payment until you have received the ordered items and inspected them for possible damage or errors.  Please do not request a payment of an invoice without filling out the reimbursement envelope.  Please do not request a payment via telephone or e-mail.
  1. Vendors may occasionally require payment in advance.  In that event, please submit a reimbursement envelope to the Treasurer that includes: payee, address, and check amount, purpose and committee name.  Please forward the receipt to the Treasurer as soon as possible.
  1. With the prior approval of the President or Treasurer, you may request that a bill be sent directly to: Frostwood Elementary PTA, Attn: Treasurer,12214 Memorial Drive,Houston,TX 77024.

IV. DEPOSIT PROCEDURES

  1. To submit funds for deposit, you must complete the “Funds for Deposit Form”.  Copies of this form are available in the Treasurer’s box in the School Office.  Two people should count the funds to be deposited.  One of the counters may be the Treasurer or Assistant Treasurer.
  1. If you have cash or checks to deposit, please contact the Treasurer directly.  DO NOT LEAVE CASH IN THE TREASURER’S BOX IN THE OFFICE.  Also, you will need to keep track of individual check amounts, check numbers, payees, etc.  The Treasurer will only have total amounts you have turned in for deposit. Please remove staples from all checks before submitting them to the Treasurer.
  1. PLEASE DO NOT KEEP PTA MONEY AT YOUR HOME.  Checks and cash should be turned over to the Treasurer for deposit immediately.  This may require coordination with the Treasurer during your event.  PTA money should never be deposited in any account other than the PTA bank account.

V. UNDERWRITING

All requests for donations, whether in cash or in kind, must be made by or with prior approval of the PTA’s 3rd Vice President in charge of Underwriting.  This coordination will ensure that the same merchants are not repeatedly contacted and that appropriate PTA-required procedures are followed.

VI. MISCELLANEOUS

All proposed contracts requiring a signature on behalf of Frostwood PTA must be submitted to the President or Treasurer for review and approval prior to signature by an officer or committee chairman.

Thank you for donating your time and effort to make Frostwood the great school that it is!  If you have any questions about any PTA financial matter, please feel free to give the Treasurer a call.

 

CONTACT NAMES AND NUMBERS

President – Leigh Ann Ranslem (713) 914-9055

Treasurer –Christine Teel (713) 647-0743

2nd Vice President, Underwriting – Kelly Hicks (713) 789-8583

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A Project Study Request (PSR) can be made by any member of the PTA; parent, teacher, or staff.  It is a request for funding from the PTA for a project that will benefit the school and our children in some unique way.  Any parent requesting a PSR will need to have a sponsor (teacher or staff) who will support the project.  Project Study Requests can only be approved by a majority vote of the general membership.  If you are submitting the request, we ask that you support and maintain responsibility for completion of the project with the assistance from the 2nd VP for Project Study.

All Project Study Requests will be processed as follows:

-    Complete the attached PSR Form completely and submit to the school office.  There is a project study mailbox in the office where it can be left.

-    If you are requesting a funding amount greater than $1,000.00, please submit three bids from approved district vendors.  The office staff can assist you in contacting the district to get the vendors’ names.  Copies of all vendor bids must be attached to the request.  Without these, the PSR is considered incomplete and will be returned to the requestor.

-    The PSR must be reviewed by the Frostwood Executive PTA Board – this is not to approve funding for the request but to review it for the following criteria:

○    Is this a project that can be funded from current school budget, current PTA budget, or the school district?

○    Can funding be acquired from any other source?

○    Is all requested information attached and the form completely filled out?  If not, it will be returned to the requestor.  This includes all completed order forms from the vendor(s).

 

The Executive PTA Board meets regularly throughout the school year.  Please check with the school office to find out when the meetings are scheduled.  To be reviewed at an identified scheduled meeting, the PSR must be received at least one day prior to that meeting.

 

-    Once approved by the Board, the request will be:

○    Published in the next issue of Tiger Tales for review by the General Membership.

○    Placed on the agenda for the next scheduled PTA membership meeting.

○    At this membership meeting:

▪     The request will be presented by the requestor (or 1st VP of Project Study as determined necessary) and finally,

▪     The request will be voted on by the PTA members present at that meeting.

 

·        The request from funding is approved only if the vote by general membership passes by a majority.

This process will be followed for all PSR, no exceptions will be made.  Please plan accordingly and make sure there is adequate time to process your request prior to membership meetings.  Any questions unanswered at membership meetings could cause a delay in the voting process.  If you have any questions regarding this form or the PSR process, please feel free to contact the 1st VP for Project Study.