Ocean Air PTA Reimbursement Requests

OA PTA is dedicated to supporting cost-saving and environmentally friendly operations. Therefore, we are proud to introduce a new, completely electronic reimbursement system! The executive board processes over 300 reimbursement requests every year, utilizing hours of volunteer time. To assist us, kindly adhere to the following guidelines:
  1. Separate Personal Expenses: Please do not include personal expenses on the same receipt as PTA-related expenses. Each reimbursement request should be for PTA-related expenses only.
  2. PDF Format Required: All documents, including receipts and the completed expense reimbursement form, must be submitted in PDF format. Only PDF files will be accepted.
  3. One File: the whole reimbursement packet, including the form and receipts, must be in a single PDF file. Not sure how to achieve this? We have outlined 2 easy options below!
  4. 30 Day Submission: to help us manage the PTA budget, we ask you to submit all reimbursement expenses within 30 days of purchase
By following these guidelines, you'll help us process your request efficiently and accurately. Thank you for your cooperation! Please note that expense reimbursements may take up to 5 weeks to process due to our approval cycle.
 

PDF Fillable form - Instructions To Complete from a phone:

1. Download OA PTA Expense Reimbursement and Payment Form and save to files.

2. Open file and complete top portion only.

3. Download Genius Scan on your phone - this is a free app that does not require an account

4. Click orange plus button at bottom left of screen.

5. Select "Files" at bottom right to retrieve saved form.

6. Open form in Genius Scan and add pages (bottom left of screen)

7. Add from camera to capture pdf images of receipts or add from photos if jpeg images already saved in camera roll

8. Rename file with the following naming format:

  • Firstinitial.Lastname.Event.$amount

9. Share to email or select "Other apps" to send file using gmail, airdrop, etc

10. Email PDF to the appropriate OA PTA Chairperson:

Room Parent Classroom Funds - roomparentliason@oceanairpta.org

General PTA expenses - financialsecretary@oceanairpta.org

Word Fillable form - To complete from a laptop or desktop computer:

1. Download OA PTA Expense Reimbursement and Payment Form. When you open this file in Microsoft Word, it will open was a read-only file. You will need to create a duplicate copy to fill in the form.

 

2. Complete the top portion only.

  • List each expenditure so the PTA can allocate budget appropriately
  • Provide complete mailing address. Checks will be mailed to address provided.

3. Take images of receipts, and insert at end of word document.

 

4. Save as a PDF file with the following naming format:

  • Firstinitial.Lastname.Event.$amount

5. Email PDF to the appropriate OA PTA Chairperson:

Room Parent Classroom Funds - roomparentliason@oceanairpta.org

General PTA expenses - financialsecretary@oceanairpta.org

Check out our Expense Reimbursement/Payment Authorization training video for a live walk through of the word fillable form process from a laptop!

 

Training video