Wednesday, June 12, 2013

Is the PTA allowed to advance cash to someone to pay for expenses?

Our PTSA will be holding a major event in June. My husband purchases items for the event. This is a significant amount of money that comes out of our pocket. I would like to know if there is a way that our PTSA can issue us an advance on the money spent, and then we will turn in the itemized reimbursement form. He shops for the best prices, therefore he is shopping at more than one store.
It is definitely not a best practice for the PTA to advance cash to anyone, and we would highly discourage you from doing this. This action would actually put both the PTA and your husband in a vulnerable position. If something were to happen to the money, or if someone were to question the way the money was spent, it could cause real issues within the PTA. There are several things that you can do to help mitigate this.
The best solution would be to put a call out to the other PTA members to see if anyone has a credit card that they would be willing to use to pay for the food and then be reimbursed. This designated “purchaser” ideally would be someone who enjoys shopping and has the ability to pay for items and await reimbursement.
Another possibility would be to work with businesses like Costco, Fred Meyer and/or Safeway that might be willing to take a PTA check instead of cash. The difficulty with this possibility is that both signers would need to go along on the shopping trip so that both could sign the check after it is written.