PTO Treasurer Forms

 

Reimbursement Form

To request a check for reimbursement of an expense paid by a committee member, submit a completed Reimbursement Request form plus original or copies of receipt(s). Please have the Committee Chairperson authorize the reimbursement and submit it within 30 days of the conclusion of an event or program. Submit your online reimbursement form here. 

 

 

 

Check Request Form

Use this form to request :

  • A check in advance to pay a vendor

  • That the treasurer mail a check to pay a bill

  • A check you can cash at your bank to fund a cash box for making change at your event

  • A cash box to collect money during your event

Please provide at least 7 days notice if a check is needed. Submit your online check request form here. 

 

 

If you have any questions please email wfbmiddleschoolpto@gmail.com

 

 

WFBMS PTO COMMITTEE CHAIR INFORMATION

 

PTO Meetings

The WFBMS PTO holds two types of meetings: Public Board Meetings and Working Meetings. The meeting schedule is available here. 

 

Board Meetings are open to the public and used to discuss PTO business and finances and to vote on expenditures. You are welcome to attend all of the Public Board Meetings. Middle School Principal Mike O’Connor attends these meetings. 

 

Working Meetings are closed to the public, allowing the board to learn and discuss a topic more than a normal board meeting would allow. No formal action is taken at these meetings. 

 

If you need additional support for your event and would like to attend a working meeting to discuss your needs, please email wfbmiddleschoolpto@gmail.com prior to the next scheduled working meeting. Otherwise, committee chairs do not need to attend working meetings. 

 

 

Communications

Please email anything you want to be included in the weekly WFBMS Family Newsletter emailed to parents and posted on the WFBMS PTO’s Facebook and Instagram profiles to wfbmiddleschoolpto@gmail.com by the end of the school day on Thursday the week before you would like the information published. In addition to the blurb you would like published, please provide:

 

  • Timing: How often would you like the information shared? For example, you could request the following, "include the following information in the Family Newsletter for two weeks and post on Social Media three times during the two weeks the blurb is included in the Family Newsletter."

 

  • Graphics: We’re happy to put something together for you, or you can create something yourself. If you create your own graphics, please see the WFBMS PTO Brand Guidelines to ensure your post is consistent with the look and feel of the rest of the PTO’s content. We use Canva to create all our visuals. 

 

The PTO Communications Team reserves the right to edit your submissions for length and clarity. You are responsible for the accuracy of your information. 

 

 

Custodians

Please email wfbmiddleschoolpto@gmail.com 10 days in advance of your event with any equipment or set-up requirements, such as the number of tables and/or chairs needed and how you would like them set up. We will help you work with the Middle School Facilities staff to ensure you have what you need for a successful event. 

 

 

Event Space & Calendar

Please email wfbmiddleschoolpto@gmail.com to schedule an event in the building. We will help you work with the Middle School office staff to reserve the space you need and complete any necessary facilities paperwork. The building calendar fills up quickly, so please submit your requests as soon as possible. 

 

 

Treasurer

Please submit all reimbursement requests, check requests, etc, using the forms above (under PTO Treasurer Forms). Please make sure you keep copies of all your sales receipts to scan (or photograph) and submit them with your reimbursement requests. The IRS requires the PTO to maintain detailed documentation of all PTO fundraising and spending, and we appreciate your help with our record keeping.

 

Any questions about the forms, documentation, etc, may be sent to wfbmiddleschoolpto@gmail.com. 

 

 

Collecting payments

The PTO accepts the following forms of payment:

  • Cash
  • Check (made out to the WFB Middle School PTO)
  • Credit card payments via the PTO's Square machine or the Membership Toolkit store

 

All money collected for an event (ticket sales, vendor fees, etc.) must be collected using one of these methods. Collecting payment via a personal money app like Venmo, Zelle, or Apple Pay is not permitted. 

 

If you are collecting money either at your event or in advance of your event, please email wfbmiddleschoolpto@gmail.com to discuss payment methods, reserve the Square machines, etc. 

 

SUPPLIES

The PTO has supplies available for committee use, including:

  • cash boxes 
  • clipboards
  • pens
  • 8.5x11 plastic sign holders 

All of these items are stored in the PTO closet. If you would like to use them for your event, please email wfbmiddleschoolpto@gmail.com to arrange a time to access the closet and retrieve the supplies. Committee chairs are responsible for returning the supplies to the closet after the event. If any supplies are damaged or go missing during your event, please email the PTO. 

 

 

PTO Closet

The PTO has a storage closet in the MS building. Anything stored in the closet needs to be:

  • Non-perishable
  • Placed in plastic bins or securely wrapped in plastic bags
  • Clearly labeled 

 

If you need to store your committee items or retrieve anything from the closet, please email wfbmiddleschoolpto@gmail.com, and we will help you coordinate a time with the facilities staff.