Rye Neck PTSA

How to Apply for Reimbursement

Please follow these procedures to enable the PTSA to reimburse you:

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1. Complete this Reimbursement Form. 

 

2. Attach the following to the Reimbursement Form: 

• A dated invoice / receipt from the vendor

• A signed contract. NOTE: contracts can only be signed by the PTSA President.

• Bills or dated receipts itemizing the nature and price of the goods and services for which the reimbursement is sought. The PTSA will be unable to reimburse you if you submit proof of payment (e.g., credit card/debit card receipt, copy of a check, etc.) without the required vendor’s receipt. 

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3.  Submit all Reimbursement forms, with attached receipts/invoices to the Treasurer. Submissions may be emailed or be submitted through the mail. Please note the maximum number of receipts per reimbursement form is ten receipts. If you have more than ten receipts for an event, you will need to send multiple reimbursement forms and include up to ten receipts attached to the form. 

 

The PTSA is a tax exempt organization. Do not pay sales tax when making PTSA purchases, you will not be reimbursed for it. To obtain a copy of the Sales Tax Exempt Form to present when making a purchase, please make a request to the PTA Treasurer HERE. If using the Tax Exempt Form, non-PTSA purchases must be rung up and paid for separately. 

 

Provision of food and/or beverages for volunteers and committee members is at the discretion of the committee, and is not a reimbursable expense.

 

Direct Payment to Vendors 

In some cases, payment directly to a vendor is appropriate. To request direct payment by the to a vendor, a W9 from the vendor must be received prior to payment.  Please reach out to the Treasurer for more information.

  

Thank you for your cooperation!

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For all questions or clarifications, please contact PTSA Treasurer Erin Ahrens.

 

Last modified on January 9, 2025.