Visitation BVM Elementary School

            In an effort to keep Home & School Events organized and uniform, the Executive Board has set up a list of guidelines for all Committee Heads to follow. Any and all comments or concerns are welcome as it is our goal to make the Home and School Association one in which we all share ideas and help accomplish them.  These guidelines are designed to aid all members of Home and School in efficient and accurate reporting of Home and School Events.

1.    Receipts are required for any reimbursement from the Treasurer.  Original or copied receipts are acceptable.  It is the responsibility of the Home and School member to copy his/her receipts for the Treasurer.

2.    Visitation School does have a TAX ID # and should be used whenever possible to avoid paying sales tax.  This especially applies to large item rentals (i.e., giant slide, TV rentals, or large quantity orders of food items, etc).

3.    Please use Event Report Form or a similar format when submitting event reports and corresponding money.  This will help keep the Treasurer’s records, as well as yours, more organized and will promote uniformity among all H&S Events.

4.    Any individual item for any event exceeding $150 must have approval from the Home and School President PRIOR to ordering.  A written request must be made by hand or email and approved likewise for proper paper trail.  This correspondence should then be included with the supporting detail for the event.

5.    The following guidelines pertain primarily to larger events (Mother/Son Bingo, Graduation Dance, etc) where there are larger committees involved.

a)    When feasible, a list should be recorded of all tickets sold and the number of people attending an event.  This will better enable the committee head to track incoming cash and provide estimates for supplies and for future events.

b)    It is preferred that all committee members submit their receipts to the committee head for submission with the completed Event Report Form.  Reimbursement will then come directly from the Treasurer to the committee members.  This will reduce confusion over paying out cash reimbursements from the proceeds of the event.  There are always exceptions, of course, and no one is expected to fund large dollar amounts from their personal funds.  Start-up money for an event is always an option and cash boxes will be provided in events where change is needed (i.e., raffle tickets, dances). 

c)    Vendor invoices should be handled similarly to the personal receipts mentioned in (b) above.  Larger dollar invoices may be submitted to the Treasurer and will be paid when due.  If a committee member or head chooses to pay the vendor his/herself, receipts should be submitted with the Event Report as in (b) above for reimbursement. 

d)    Any requests for start-up money should be sent via email to the Treasurer.

e)    The Treasurer promises to be prompt in payment of reimbursable expenses.

f)     There is a certain amount of trust inherent in our Home and School Association.  These guidelines are not meant to suggest lack of trust in anyone, but to protect all involved as well as promote accurate reporting.