Who this is for: Board members, committee chairs, and any volunteer who buys something for the PTA.

• Check your budget first. Your Plan of Work sets the most you can spend. Need more? Ask the board before you buy.
• Use the tax-exempt certificate. The PTA cannot pay you back for sales tax.
• Keep every receipt. Save a digital copy and keep a simple purchase log.
• Submit the right form. Reimbursements are due within 30 days of purchase and no later than June 15. Vendor payments need 7 days' notice. The debit card form is for VPs, the President, and the Treasurer only.
• Allow 7 to 14 days for payment once your form and receipt are in.
• Deposit your check by June 15. Checks not deposited by June 30 are void.
• Not reimbursed: meeting food, travel and mileage, outside copy services, printer ink, and gift cards over $25.

Who this is for: Event chairs and anyone who handles cash or checks for the PTA.

• Write down your starting change before the event. It is not income.
• Log every sale: date, who paid, amount, cash or check, check number, and who collected it.
• Never leave cash unattended. Do not keep PTA money in a car.
• Turn money in at least once a week with an Itemized Receipt Form. Do not hold it until the event ends.
• Two people count and sign. Over $1,000? The President and Treasurer verify it at the event.
• Hand it to the Treasurer in person. Small check-only deposits may go in the Treasurer's PTA mailbox on Mondays and Tuesdays.
• Add 8.25% sales tax when pricing items, except food, admission fees, PTA publications, and tax-free days.
• The PTA cannot collect money for an individual, no matter the cause.

Who this is for: The whole executive board. The Secretary keeps this policy. Each record has a named keeper.

• Lists every record we keep, who keeps it, and for how long.
• Kept forever: bylaws, minutes, the PTA charter, audit reports, journals and ledgers, insurance records, tax-exempt papers, equipment inventory, and this policy.
• Kept ten years: financial statements, budgets, and grant agreements.
• Kept seven years: check requests, invoices, purchase orders, cash receipt records, and contracts after they end.
• Kept three years: general correspondence. One year: bank reconciliations, deposit slips, and vendor correspondence.
• Reviewed by the board every year. Any change takes a majority vote of members at a regular meeting.

Who this is for: Board members, committee chairs, and volunteers who post for the PTA. Our Standing Rules say every member must follow it.

• Why we post: to promote the PTA, membership, and events, to send families to rsespta.org, and to share accurate, current information.
• Keep it civil, kind, and inclusive. Skip PTA jargon the average parent would not know.
• No members-only documents. Bylaws, minutes, and financials stay off social media unless the page is locked to members.
• No ads, endorsements, or solicitations. No candidates or political parties, ever.
• Get permission before posting photos or videos. Follow the district photo release rules.
• Offensive posts, spam, and personal attacks get removed. Concerns go to the executive board, not the comments.
• The executive board approves each account and assigns who monitors it.

Who this is for: RSES staff and PTA leaders who check out the portable sound system.

• Campus use only, for RSES and PTA programs and events. The kit never leaves campus.
• Check it out and back in on the log. The Music Teacher keeps the kit and the form.
• Return it right after the event. No overnight keeping unless agreed and noted on the log.
• Note any problems at check-out. You return it in the same condition you received it.
• You are financially responsible. Lost or damaged pieces are replaced at your expense.
• Late returns or unauthorized use can cost you check-out privileges.

The full policy is still in draft with the board. The link will be added once it is adopted.