PTA Reimbursement Requests

Instructions for Submitting Expenses:

  1. Get Approval:

    • Programs and Events: Obtain approval from Leads before you submit the form.
    • Teacher Classroom Supplies: Obtain approval from Gina Safine before you submit the form.

  2. Complete the Form:

  3. Attach Supporting Documentation:

    • Receipts: Attach a clear file, picture, or scan of each receipt.
    • Invoices: Attach invoices that include proof of delivery or show that the items have been delivered.
    • Note: Items without an accompanying receipt or invoice will not be reimbursed.

  4. Submit the Form:

    • After completing the form and attaching all necessary documents, submit completed form with attached receipts to the Argonaut Front Office (PTA Treasurer box).

Deadline FOR SUBMISSION

  • Expenses should be submitted for reimbursement within 30 days of purchase.
  • Unless pre-approved by the Argonaut PTA, any Reimbursement Request submitted after May 23, 2025 will not be processed or reimbursed.

rEIMBURSEMENT BEST PRACTICES

Doing the following with help the Argo PTA Finance Team process your reimbursement more quickly.

  • Keep all PTA-related expenses in a separate transaction from any personal items.
  • Include the total cost of the item(s), including tax and shipping.

For Parent Volunteers

Approval Requirements:

  • Program/Event Leads must approve expenses before submitting the Reimbursement Request Form

Deadlines for Submission

  • Program/Event Expense: Within 30 days after the date of the Program/Event
  • All Other Expenses: May 23, 2025

For Faculty and Staff

Approval Requirements:

  • Classroom Supplies: Obtain approval from Gina Safine before submitting the Reimbursement Request Form

Invoice Submission:

  • All invoices must show delivered to Argonaut Elementary School:
    Address: 13200 Shadow Mountain Drive, Saratoga, CA 95070
  • Invoices showing delivery to residential addresses will not be accepted.

Budget and Restrictions:

  • The PTA will not reimburse any requests that exceed the allocated classroom budget.
  • In alignment with SUSD policies, the PTA will not reimburse expenses for candy.

Deadlines for Submission:

  • Classroom Supplies Expense: March 31, 2025
  • All Other Expenses: May 23, 2025

If you have any questions, please contact treasurer@argonautpta.org