PTA Reimbursement Requests
Instructions for Submitting Expenses:
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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.
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Complete the Form:
- Complete the online form or download and print PDF or make a copy, fill, and print (Google Sheet) to submit your reimbursement request to the Argonaut Front Office (PTA Treasurer box).
- Include a detailed description of each expense you are requesting reimbursement for.
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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.
- Uploading Note: PNG, JPG, and GIF preferred. PDFs will not generate an image and bmp, tiff, and heic are not supported.
- Note: Items without an accompanying receipt or invoice will not be reimbursed.
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Submit the Form:
- After completing the form and attaching all necessary documents, submit it as instructed.
- If you submit using the online form, you will receive an email confirmation of your submission. Save this email for your records.
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 15, 2025 will not be processed or reimbursed.
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 15, 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 15, 2025
If you have any questions, please contact treasurer@argonautpta.org
Calendar
- Wednesday, October 9
- Friday, October 11
- Tuesday, October 15
- Thursday, October 17
- Friday, October 18
- Friday, October 25
- Thursday, October 31