PTA Reimbursement Requests

Instructions for Submitting Expenses:

1. Get Approval:

   • Programs and Events: Obtain approval from Leads before you submit the form.
   • Teacher Classroom Supplies: Obtain approval from Gina Safine before you submit the form.

2. Complete the Form:

   • Complete the online form or download and print PDF or make a copy, fill, and print (Google Sheet) to submit your reimbursement request to the Argonaut Front Office (PTA Treasurer box).
   • Include a detailed description of each expense you are requesting reimbursement for.

3. Attach Supporting Documentation:

   • Receipts: Attach a clear file, picture, or scan of each receipt.
   • Invoices: Attach invoices that include proof of delivery or show that the items have been delivered.
   • Uploading Note: PNG, JPG, and GIF preferred.  PDFs will not generate an image and bmp, tiff, and heic are not supported.
   • Note: Items without an accompanying receipt or invoice will not be reimbursed.

4. Submit the Form:

   • After completing the form and attaching all necessary documents, submit it as instructed.
   • If you submit using the online form, you will receive an email confirmation of your submission. Save this email for your records.

Deadline FOR SUBMISSION

• Expenses should be submitted for reimbursement within 30 days of purchase.
• Unless pre-approved by the Argonaut PTA, any Reimbursement Request submitted after May 15, 2025 will not be processed or reimbursed.

For Parent Volunteers

Approval Requirements:

• Program/Event Leads must approve expenses before submitting the Reimbursement Request Form

Deadlines for Submission

• Program/Event Expense: Within 30 days after the date of the Program/Event
• All Other Expenses: May 15, 2025

For Faculty and Staff

Approval Requirements:

• Classroom Supplies: Obtain approval from Gina Safine before submitting the Reimbursement Request Form

Invoice Submission:

• All invoices must show delivered to Argonaut Elementary School:
  Address: 13200 Shadow Mountain Drive, Saratoga, CA 95070
• Invoices showing delivery to residential addresses will not be accepted.

Budget and Restrictions:

• The PTA will not reimburse any requests that exceed the allocated classroom budget.
• In alignment with SUSD policies, the PTA will not reimburse expenses for candy.

Deadlines for Submission:

• Classroom Supplies Expense: March 31, 2025
• All Other Expenses: May 15, 2025

If you have any questions, please contact treasurer@argonautpta.org