I am on a PTA I have a question for all of you about being reimbursed for things you buy they pay you back later. Here's the situation first. I am over a few committees and many times going out to buy say coffee cups, creamer, coffee, donuts like 100 or so can run into some bucks. I purchase these items first since the PTA needs a reciept for these items they in turn write a check back. It's in my opinion kind of me to put my funds out rather then make one of the presidents or say the treasurer go out and by the needed items. The account I'm well aware not only have I been a treasurer but I know the rules needs two signatures on the check (all checks). That's fine. I am just a bit upset that it takes our treasurer a while to get it back to you. She cashes my checks almost the same day when I write one to the PTA but to get reimbursed I feel like it takes a bit too long. My husband doesn't make the money he used to so I really need my money back sooner. I'm not talking about 20 or 30 dollars I mean $150-200 most times.
We live about week to week and if I didn't have to I wouldn't it's not me spending on my nails, tanning etc I don't do those things I mean money is tight and they are borrowing it from me. The treasurer you can tell has money does without nothing so she has not a clue when I say could you please have a check for me before the end of this week, she can't she said Friday is what she can do. So I have to wait. Frankly I notice her attitude seems not to notice that they've borrowed the money from me first I've taken time and gas to do these things as they do as well at times but it's the no rush attitude on their side. However if they want something done they don't mind rushing you.
My son is going to be getting braces and frankly I can't afford to wait on a check anymore. So how would you let them know the next coffee, donut purchase coming up next month you can't give ahead of time??
I can see if the donut shop will take one of their checks (The PTA's) so I don't have to put my money out first but if they don't I was wondering how some of you would handle this with grace and not to make it seems as if I'm not a team player or bring notice that my family doesn't have money like that to sit on....
Thanks for you advise
Thank you so much for your advise and support. I have decided to see if the vendor will accept a check made out by the PTA, if so then I will tell them in advance I need a check for now on as well i will still bring a receipt back. If the vendor will not accept a check from the PTA then I will ask for someone before the next function that donuts are needed I will need someone else to get them and have them at the function by x time. I decided it's not part of being on a PTA as a requirement to purchase something and have endless funds to front out first and what for payment back. With that said I don't feel it's anyone's business to discuss as another mom put it my money situation with them, it's not their business. I will still continue to volunteer in the same manner just not fronting money out. Well, you know sometimes you have to live and learn. It wasn't this way with another treasurer I never had this problem until this year, sometimes some folks get a little power and they let it go to their head. This entire thing is really about the kids at the school everything is really done for them, not about power. Will let you know who it goes later this week...thanks again!
If it were me, I'd say I can't afford to do this anymore and give them notice that they'll have to find someone else who can manage it.
.
I don't see why they can't write a check.
You don't have to be confrontational, just straightforward. "Sorry, but I don't have the money to front for these items so I can't pay for these things unless I am going to be reimbursed immediately." Then if they won't reimburse you immediately, don't do it anymore. There's no reason the treasurer can't write you a check right away.
I guess if they are willing to do without your help then that's what they will have to do.
I think you should simply tell the PTA that with the advent of a monthly braces fee you will not be able to "front" the money for donuts and things. If they don't understand, then that is their problem, not yours. You have been more than generous in your time and support of the PTA and it may be time to let another parent step up and take on that role.
I spent years being the "poor parent" in an affluent neighborhood school. What I could not contribute in dollars I did in time spent at the school and volunteering. I made it clear that I just did not have the disposable income - no one seemed to have a problem with it.
It may be that now is the time for your to find a non-monetary way to contribute. This will allow you the satisfaction of remaining an involved parent but give your checkbook a break - not to mention alleviate the stress of waiting for reimbursement.
The important thing is that you are involved in your child(ren)'s education. That is wonderful!!!!
I would be straight forward and tell them "I'm sorry, since I can't be reimbursed within 2 days, I'm unable to pay for them in advance. If you'd like to make payment arrangements with the donut shop, I'll be happy to pick them up"
I am President of an organization and I know what you are going through. We wish parents who need to be reimbursed ASAP would not spend the money.
We try hard as an organization to keep all funds correctly identified and yes it takes time to get everything in order. My best guess is to say, NO, I can't front the money right now.
I am heading to a cheer competition this weekend and the boosters are paying for a dinner on my credit card to the tune of $500. I've already asked the Treasurer..."What do you need", etc so a check will be reimbursed asap. Most of the time, our checks are written on the spot.
In the event you can't afford to take the financial responsibility in canse something goes wrong, just say NO. There are other memers on PTA, booster, whatever and our jobs are to figure it out...not to cause stress to our members.
I agree with B. I would just say because of your current finacial situation you can no longer provide these services. Im sure that most of them will understand.
If this is a burden on your family, maybe you should consider some other way to volunteer. There are so many areas that you can give your time which do not involve you putting out money ahead of time. Also, your PTA may want to consider getting these items as donations. That much money coming out of PTA is a lot for coffee and donuts. I would think the PTA could spend this money much wiser. PTA's are great organizations in helping a school, I am sure you can find another place to volunteer your time. It would take a huge burden off of you and your family if money was not involved. Hope this helps!
Sounds like your just ready to be done with it. My opinion is that you should just tell them if they can't have a check there for you then someone else will have to pick them up. I run into this with one of the groups I am in. I just stopped doing the shopping. Turns out the checks will come quicker if you stop fronting the money.
Hi! This is the time to be polite, diplomatic and gracefully firm. Simply explain to the treasurer,president, and any other officers in the loop that your financial obligations have changed and you will no longer be able to pay for these items and wait for reimbursement. Looking at your past expenditures, you can tell them roughly how much it costs to supply the refreshments for these meetings, so they can budget accordingly. It sounds like you don't mind offering the service of getting the items as much as their lack of consideration for your time and effort. If you do enjoy serving the PTA in this manner, then by all means let them know that you would be happy to continue if they give you petty cash up front and you return with items, change and reciepts. If they are unwilling to work this way, or you don't want to do it anymore, let them know that it's time for them to find someone else to fill this roll.
Best Wishes,
K.
In my church we have a similar situation, if we are over an activity or activity we can end up spending a lot of money for sure. One lady got a credit card that was only for church purchases and she gave the bill each month. Another requested a check along with the estimated bill from the business in advance. That is what I usually did too. I got an itemized list and then a statement from the business then took everything to them person in charge of the checks and they just got me a check.
For programs like PTA I would imagine with having to find another person to sign the checks it can take some time for someone to be available. I say tell them you are busy next month and to assign it to someone else to do the shopping.
Another option is to do a charge account with the businesses. They go in and talk to the owner, give him a list of names allowed to sign, maybe even a dollar amount limit, and then those on the list can go get stuff anytime they need it. I used a charge account at the neighborhood grocery store when I had my child care center. I got the bill once a month and paid it in full. It worked out nicely because I often had to send someone to get things like milk or other staples and they could just run in and sign for it.
I also had one at Walmart for the group home I was manager of. The business I worked for had multiple accounts, one for each home and shared/supported living home too.
I agree with the others. If you've been doing this for awhile, then you know approximately how much the donuts/coffee/supplies cost each month. They should be able to give you that money up front. If they are not willing to do that then you just need to tell them that you won't be able to be the 'pickup' person any longer.
You don't need to go into your financial situtation any further than just letting them know that you aren't willing to wait 1-2 weeks for reimbursement anymore.
If you truly don't want a confrontation, one thing that you could do, is to get a credit card, perhaps a pre-paid, rechargable one at Walmart or something. Then you use THAT to buy the coffee/donuts/supplies. When you get reimbursed, you use the reimbursement $ to pay the bill. Then its not out of your pocket.
M.
HAHA as a previous treasurer for several groups including PTA.... wow! I'm one of those that always had the checkbook if I was at school and especially at a function that the checkbook was for! I would write the checks immediately...ok, within the hour, anyway.
All I ever asked was that the receipt was legible, your name and phone # on it and the event it was purchased for.
So, in light of them taking so long, let them know that you are not available to run for donuts this time unless they can give you a signed check made payable to Suzies Donuts and you can fill in the amount....of course, you will bring back the receipt for the books! I try to make a copy of checks that I fill out when I don't have the checkbook (before filling the amount in so I can return the copy with the amount filled in with the receipt) so they have all the info when I turn in the receipt.
But, I would stop running errands for them if they can't reimburse quicker. You could also bring it up at the PTA board meeting that while you don't mind running and picking things up, you'd like to get reimbursed faster than you are and find out if there is a reason it takes so long. My guess is it is more a control ting on the treasurers part than anything else.
Good luck!
