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Policies & Processes

Overview

The Admin Portal is a collection of policy and business processes to support the administration of the PTA. In this portal, Committee Chairs will have the ability to provide its planned budget for the school year, volunteers and staff may request unplanned/one-off funding requests, and request checks for reimbursements. Questions specific on how to use the Admin Portal should be directed to Treasurer@cms-pta.com.

Policies

Printing

The PTA was historically incurred exorbitant expenses for using companies like VistaPrint and Office Depot, when there are several local businesses with the same capability, and will be supportive of PTA mission. Often our tax exemption status is not being leveraged, and we are reimbursing individuals for MD Sales Tax. PTA is centralizing all print production requests and is implementing a Print Request process, for events/activities that require bulk printed materials (e.g. flyers, handouts, etc.) as well as specialty items (e.g. signage, banners, posters, etc.). Committee Chairs must provide a budget for planned printing at the beginning of the school year.  Printing requests are to be submitted through a Print Request Form, with no less than 30 days prior notice of the needed materials.  Printed materials purchased outside of this policy will not be reimbursed.

MD Sales Tax Exemption for Purchases

As a registered nonprofit 501(c)(3) association, the PTA is extremely vigilant in protecting its tax exemption status.  All purchases should leverage this tax exemption status to maximize our fundraising dollars.  Purchasers must request a copy of the Maryland Sales and Use Tax Exemption Certificate from the Treasurer.  Purchasers will be required to sign a letter acknowledging that the use of this Exemption Certificate is limited to goods and services procured directly for the benefit of the PTA @ CMS, and at no time will any purchases for goods and services be obtained for personal use. To request a copy of the Maryland Sales and Use Tax Exemption Certificate, please send an email to Treasurer@cms-pta.com.

Staff Funding Requests

CMS faculty and staff must use the Staff Funding request form in advance of incurring the expense.  It should not be assumed that the expense will be reimbursed. Completing this form does not serve as an approval to incur the expense.  The PTA Executive Board must approve all Staff Funding requests.  Once the PTA Treasurer provides notification of the approval, then the expense will be deemed reimbursable. A subsequent Reimbursement/Check Request form will be required following notification of the funding approval.

Debit Card Usage

For very limited situations, the PTA’s debit card, linked to its PNC checking account, may be used.  A Reimbursement/Check Request will be required, to document the transaction.  Evidence of the transaction (e.g. image of the receipt) must be uploaded  with the form.  Only the PTA President and Treasurer are authorized users of the debit card. The debit card may not be borrowed — either the President or Treasurer must be present at the time of the purchase. To request the use of the debit card, please send an email to Treasurer@cms-pta.com.

Petty Cash Box

Requests for a petty cash box for a PTA-sponsored event must be request at least 5 business days prior to the event.  Requests are to be emailed to Treasurer@cms-pta.com.  A lock box will be provided with $200 in petty case, which will include 5 – $10 bills; 10 – $5 bills; 90 – $1 bills; and 40 quarters. One cashier must be designated as the custodian of the petty cash box.  Once the event is over, the Treasurer must be notified and arrangements made to retreive the petty cash box with all receipts.  Note that all checks are to be made payable to “PTA at CMS”.

The Square credit card reader is also available, but if needed must be included in the email request.  The Square app should be preloaded on the intended smartphone by downloading from this website:  https://squareup.com/us/en/app.

 

Forms and Business Processes

Staff Funding Request – this form is used by CMS faculty and staff to request approval to obtain financial support from the PTA.

  1. Requester completes the online form.  Use the attachment feature to upload an image or electronic copy of the proposed purchase quote or estimate.  Requests that have been vetted with the Principal will process more quickly.
  2. Once submitted, the PTA Treasurer will receive the request and will bring the proposed request to the PTA Executive Board for review and approval.
  3. The decision to approve or reject the expense will be provided via email to the requester following the PTA Executive Board review.
  4. If approved, it will be communicated that the requester may now incur the expense.  Once the purchase is complete and a receipt is received, the requester needs to complete a Reimbursement/Check Request.

 

Reimbursement/Check Request – this form is used by CMS staff and volunteers to request payment or reimbursement for expenses incurred. Specific to CMS faculty/instructional expenses requests, a Staff Funding Request must first be processed and approval is a prerequisite for a reimbursement to be processed.

  1. Requester completes the online form.  Use the attachment feature to upload an image or electronic copy of the receipt.
  2. Once submitted, the PTA Treasurer will receive the request and will bring the proposed request to the PTA Executive Board for review and approval.
  3. The decision to reject the expense will be provided via email to the requester following the PTA Executive Board review.
  4. All approved reimbursements will be paid via check (no cash reimbursements will be allowed) and will be mailed (volunteers) or placed in the staff mailbox (CMS staff).  Alternatively, in-person delivery arrangement may be made with the PTA Treasurer.