Reimbursement Forms
REIMBURSEMENT:
Fill out the PTA Reimbursement Form (online is strongly preferred, photos or scans of receipts are fine).
OR
Submit a paper copy the PTA Reimbursement Form to the PTA Box in the school main office. Blank aper copies are available in the PTA Box. Email us (NewScotlandPTA@gmail.com) to make sure we know it's there. We do not need both digital and paper copies of receipts.
Examples of appropriate documentation include:
Itemized invoice from institution, company, or person providing service or materials.
Itemized receipts for purchases that have already been made and approved.
ACSD bus request forms (acquire from main office through Cyndy Allen)
Do you want to apply to use PTA school enrichment funds for a classroom?
Email the PTA (newscotlandpta@gmail.com) before you make any purchases, and Principal Buff should approve any purchase before it comes to the PTA. Each student at NSES is eligible for $15 for student enrichment funds from the PTA annually ($30 for fifth grade). These funds are typically accessed through classroom teachers. However, all faculty and staff are welcome and encouraged to utilize enrichment funds. Examples of eligible expenses include:
Field trips out of the school (ex: bus fare and/or admission fees).
Student enrichment in the classroom (ex: visitor/presentation at the school)
Expenses that are NOT eligible for these funds include:
Expenses for adults (teachers and caregiver volunteers)
Any event or activity for which you cannot provide an itemized proof of purchase.
Sales Tax - use our tax-exempt form below to make a tax-free purchase or be prepared to pay for tax yourself.
Other expenses (moving up ceremonies, pizza parties, classroom supplies, T-Shirts) are considered on a case-by-case basis and are not guaranteed approval. Please email us before you make any of these purchases.
We prioritize businesses in the City of Albany. If you plan to use a vendor for a purchase outside of the City of Albany, we may request an additional justification (e.g. significant cost savings).
The PTA is a tax-exempt organization, which means that you should not pay for taxes on your purchases, and we are not allowed to reimburse tax if it is charged. Our Tax ID number is 117368, and you can show this tax exempt form to document our tax exempt status. Copies of this form are in the PTA Box in the main office. Grocery items in NYS are already tax exempt, though restaurant purchases are not.
Reminders:
We are an entirely volunteer-run organization "staffed" by caregivers with full-time jobs, so anything you can do to make our jobs easier is greatly appreciated.
We are a not-for-profit organization, and it is a legal requirement that we have itemized receipts and/or invoices for all of our expenses (digital scans/photos are great, paper copies left with the main office are fine too).