PTO Financial Procedures

Check Request and Expense Reimbursement

  • Fill out the online Check Request Form to request reimbursement or to have invoices paid for budgeted TEMS PTO expenditures.
  • The online form requires you to attach a receipt or invoice.
  • All requests for reimbursement must be approved by the Committee Chairperson.
  • Any expense over budget amount needs to be approved by the PTO Board.
  • All requests for reimbursement should be made within 2 weeks after the event.
  • Any check in excess of $500 must be signed by two authorized PTO Board Members, and will require additional processing time.
  • Please contact the TEMS PTO Treasurer at with questions.

Cash Box

  • Request for a cash box must be made by email to the Treasurer (a week prior to the event if possible). Please specify the total amount required and in what bill/coin specification.
  • Both the Treasurer and event Chairperson should sign the Funds Receive Form when the cash box is exchanged.
  • Cash boxes should be maintained in the school safe when not in use or overnight. Mrs. Craley in the School Office will assist in sorting/retrieving these. Ideally, cash boxes should not leave school property.
  • All funds collected should be detailed when using the Event Reconciliation Form (which downloads in MS Excel) or print Event Reconciliation Form. This includes listing all checks to be deposited. 
  • Reconciled funds and the completed Event Reconciliation Form should be placed in the school safe in the School Office.
  • PTO Assistant Treasurer will verify cash and check totals to the Event Reconciliation Form prior to depositing in the bank.

 ​School Store

  • Cash box is counted in the beginning and end of each shift, recording both beginning and ending balances in the daily log.
  • Any difference in the count should be communicated to the Treasurer or Assistant Treasurer.
  • Assistant Treasurer will sweep the cash box at least twice a month and deposit all cash in excess of $100 and all checks.
  • Sales of TESD owned gym uniforms are conducted through the store but cash/check receipts are maintained in a separate envelope. This envelope will be cleared by the Assistant Treasurer and given to Mrs. Craley in the School Office on behalf of TEMS.
  • PTO President, Executive Vice President or Treasurer must approve any inventory purchase in excess of $250.
  • Purchase order details should be forwarded to the Treasurer to be matched against final invoice. The form should be signed by a Committee Chairperson.

PTO Budget

If interested in knowing the details of the PTO budget, please contact: or