Reimbursements & Expense Forms

Thank you for supporting the Peebles PTA! Whether you're a volunteer, committee chair, board member, or teacher, we appreciate everything you do to create meaningful experiences for our students.

To help us process requests efficiently, please review the information below and select the appropriate form for your needs.

Before You Make a Purchase

Whenever possible, purchases should be approved by your Committee Chair, Event Chair, or a member of the PTA Executive Board before expenses are incurred. This helps ensure purchases align with the approved PTA budget.

If you are unsure whether an expense has been approved, please contact the PTA Treasurer before making your purchase.

Because the Peebles PTA is a recognized nonprofit organization with tax-exempt status, please request a copy of our Tax-Exempt Certificate before making purchases on behalf of the PTA whenever possible.

Reimbursement Requirements

To ensure your reimbursement can be processed promptly, please remember:

  • Submit the appropriate reimbursement form.
  • An itemized receipt is required for all reimbursement requests. Credit card statements, bank statements, and order confirmations cannot be accepted in place of an itemized receipt.
  • Submit reimbursement requests within 30 days of your purchase whenever possible.
  • Only approved PTA expenses will be reimbursed.
  • The Peebles PTA is a tax-exempt nonprofit organization. Sales tax will not be reimbursed. Please present the PTA's Tax-Exempt Certificate at the time of purchase whenever applicable.
  • Incomplete submissions may delay reimbursement.

Processing Timeline

Reimbursement requests are typically processed within 2–3 weeks after all required documentation has been received. If additional information is needed, the Treasurer will contact you before your reimbursement is processed.

Available Forms

🧾 General Reimbursement Form

For PTA volunteers, committee chairs, and board members requesting reimbursement for approved PTA expenses.

Required: Completed reimbursement form and itemized receipt(s).

➡ General Reimbursement Form

🍎 Teacher Reimbursement Form

For Peebles Elementary teachers and staff requesting reimbursement for approved classroom or PTA-funded purchases.

Required: Completed teacher reimbursement form and itemized receipt(s).

➡ Teacher Reimbursement Form

💵 Petty Cash Request Form

Use this form to request a cash box for approved PTA events requiring cash transactions or change.

Please submit requests at least one week before your event whenever possible.

After the event, all cash, receipts, starting cash, and supporting documentation must be returned to the Treasurer promptly.

➡ Petty Cash Request Form

📄 Tax-Exempt Certificate

Need a copy of the Peebles PTA Tax-Exempt Certificate before making a purchase?

Request a copy here to ensure sales tax is not charged on eligible PTA purchases.

➡ Request Tax-Exempt Certificate

Questions?

If you're unsure which form to use or have questions about an expense, reimbursement status, or PTA purchasing procedures, please contact the PTA Treasurer before making your purchase.

Thank you for helping us be good stewards of the funds entrusted to the Peebles PTA. Every dollar saved helps support our students, teachers, and school community.