PTA Cash is our paperless system for making PTA expense reimbursement and invoice payment requests. The instructions for use are as follows. Please reach out to the PTA Treasurer at treasurer@borelbobcats.org with any questions or for assistance.

 

SUBMITTING CHECK REQUESTS

 

Expense Reimbursements

  • Visit https://ptacash.com/o/borel-middle-pta/expenses/new. Enter all information about yourself. For the address field, please enter the address where you would like your check(s) to be sent. If you would like the check to be placed in your school mailbox, please enter the school's address.
  • Enter a summary of the expense(s), select the corresponding budget account, and plan to enter each receipt as a separate line item/amount. Please make your best guess if you don't know the name of the budget account.
  • You are able to submit receipts for multiple programs at once by selecting "Split each line item into its own budget account."
  • For attaching receipts, our PTA rules require a receipt for each expense. If submitting a request from your phone, you can take photos of each receipt. Select "Choose File" and then "Take Photo" or "Photo Library." Otherwise please attach a photo/PDF saved to your computer.

 

Invoice Payments

  • Visit https://ptacash.com/o/borel-middle-pta/expenses/new. Toggle to the "Invoice / Payment Authorization" tab. 
  • Enter all information about the request. For the address field, please enter the address where you would like the check(s) to be sent (e.g., mailed directly to the vendor or if you would like a check placed in your school mailbox, please enter the school's address).
  • Enter a summary description of the invoice, select the corresponding budget account, and enter a line item description/amount. Please make your best guess if you don't know the name of the budget account.
  • If submitting a request from your phone, you can take a photo of the invoice. Select "Choose File" and then "Take Photo" or "Photo Library." Otherwise please save the photo/PDF on your computer to attach to the request.
  • If an individual / contractor will receive $600 or more over the tax calendar year (not school calendar year) for their service, then please ask them to email a completed IRS W9 Form with their contact phone number to the PTA treasurer at Treasurer@borelbobcats.org. Please do not pay individuals or contractors for their service to get reimbursed later. Since these payments need to be considered for 1099 reporting, PTA should issue the payments.
     

APPROVING REQUESTS

If you are the chair of a program or a board member responsible for any PTA budget / expenses, you will need to review and approve expenses associated with the program/budget account.

  • You should receive an email at your @borelbobcats.org inbox asking you to review the expense.
  • If this is your first time using the tool, you will need to login and setup your signature
    • Log in using your @borelbobcats.org Google account.
    • Go to the user settings page and update the name from your chair position to your actual name if needed.
    • Generate a digital signature or upload a custom signature.
  • Review the expense request, ensure you know the person or vendor submitting, and that the receipt amounts match the report. Ensure that the new receipt will not exceed the total amount approved by the board (Note: please reach out to treasurer@borelbobcats.org with as much advance notice as possible if you think you may exceed the budget for your program).
  • If everything looks correct, click "Sign this Request."