Submitting a Pay Voucher
Instructions for Submitting a Pay Voucher for PTO Reimbursemen
- Complete Pay Voucher Form
- Scan Receipts (make sure they are legible)
- Email your completed form and receipts to [email protected]
Pay Voucher Form - Required Information to be Completed:
- Date: Today's date
- Employee ID: ID# for DCSD employee (only if an employee is being reimbursed).
- Payee Name & Address: Name and address of payee (regardless of where the check is being sent).
- Chapter Name & Description: Sand Creek Elementary PTO and what the expenses are related to.
- $ Amount: Amount of each expense.
Additional Documentation for Reimbursements:
- A legible receipt from a retailer such as Target, Walmart, Hobby Lobby, etc; or
- A legible Order Form ONLY IF it shows the method of payment and that the expense was incurred; or
- A legible invoice ONLY IF it show the method of payment or a balance due of $0. If it shows a balance due, then it looks like we should be paying the vendor; or
- A copy of the cleared check or a bank statement for the person who incurred the expense.
Other Considerations:
- Receipts should not have personal items on them. Receipts with personal items will NOT have tax reimbursed.
- Does the total reimbursement request match the total of the receipts? If not, include an explanation on the form.
- Are you attaching more than four receipts? If so, include a summary sheet of the receipts.
Timeline & Other Considerations:
- Pay vouchers submitted by Tuesday close of business will be reimbursed as follows:
- The following Tuesday for parent/teacher reimbursements
- The following Thursday for vendor payments
- If there is a holiday or school break, the payment dates might adjust
- Keep original receipts
- Teachers are reimbursed via direct deposit.
Any questions can be emailed to the PTO Treasurer at [email protected]