2023 - 2024 Faculty and Staff Information
We are so grateful for our amazing Stump faculty and staff. Our goal is to support you and your students as fully as we possibly can.
Membership
Please help us make our school amazing by joining our PTA. We welcome and appreciate your input on how we can help you! Click here to join.
Teacher and Staff Expense Reimbursement Policy
Introduction
As a PTA we are grateful for the continued support of our community allowing us to reimburse our teachers and staff to help with your classroom expenses. In an effort to have transparency in our bookkeeping and to have the proper paperwork needed for the auditor we have developed a reimbursement policy. Many things in this policy have been requested verbally in the past but have not been communicated in one central location so we are hoping that clarifying the process in this policy will make things easier for all.
Policy Information
Each staff member will be notified of their maximum reimbursement amount in September after the yearly budget has been approved by the PTA membership. No requests should be submitted until you have received your amount letter.
All reimbursements requests must be for items that will be used in the current school year, in your classroom, and to benefit all your students. Any reimbursement that is made for an item that is not a consumable item will become property of the school and should be left with the classroom if the staff member is no longer employed with Guy K Stump Elementary School. Reimbursement of purchased gift cards are not allowed.
If all involved agree, staff members may choose to combine grants (between aides or between grade levels). If this is planned, all involved parties must sign a letter stating who is involved and the amounts and all parties must sign the letter. This letter will need to be included with the request.
Submission Process
Please review the information below to make the submission process as smooth as possible:
Reimbursement Process
We will make every effort to follow the timelines below regarding reimbursement:
As a PTA we are grateful for the continued support of our community allowing us to reimburse our teachers and staff to help with your classroom expenses. In an effort to have transparency in our bookkeeping and to have the proper paperwork needed for the auditor we have developed a reimbursement policy. Many things in this policy have been requested verbally in the past but have not been communicated in one central location so we are hoping that clarifying the process in this policy will make things easier for all.
Policy Information
Each staff member will be notified of their maximum reimbursement amount in September after the yearly budget has been approved by the PTA membership. No requests should be submitted until you have received your amount letter.
All reimbursements requests must be for items that will be used in the current school year, in your classroom, and to benefit all your students. Any reimbursement that is made for an item that is not a consumable item will become property of the school and should be left with the classroom if the staff member is no longer employed with Guy K Stump Elementary School. Reimbursement of purchased gift cards are not allowed.
If all involved agree, staff members may choose to combine grants (between aides or between grade levels). If this is planned, all involved parties must sign a letter stating who is involved and the amounts and all parties must sign the letter. This letter will need to be included with the request.
Submission Process
Please review the information below to make the submission process as smooth as possible:
- Your reimbursement amount letter will include current instructions, links and copies of all needed forms.
- All requests must be submitted by December 31 of the current school year. If you plan to request reimbursement after December 31st you will need to fill out a form letting us know for planning purposes.
- All receipts must be dated after July 1 of the current school year as our IRS financial year is July 1 – June 30.
- We ask, if possible, when purchasing that only items to be reimbursed are included in the receipt transaction if possible (we understand that this is not always possible and will still reimburse you but will be unable to calculate and reimburse the tax on those mixed receipts).
- All receipts must be accompanied by a request form. It is preferred that the online form (link will be included on your amount letter) be used whenever possible. Receipts that are not accompanied by an expense request form will be returned for documentation.
- Form must be fully completed for reimbursement including description of item purpose.
- If combining grants explanation letter must be included.
Reimbursement Process
We will make every effort to follow the timelines below regarding reimbursement:
- Online submissions within 7-14 days.