Ocean Air PTA Reimbursement Requests

 

 

❌ Do NOT send separate files for the form and receipts
✅ Combine all documents into one single PDF before submitting

 

Downloadable Forms                                                                                         Video Tutorial

 
 
 
 
 
 
 
 
 
 
 
            
When will I receive my reimbursement check?
Expense reimbursements take up to 5 weeks to process due to our approval cycle. Checks will be mailed to the address listed on the reimbursement form. To help us manage the PTA budget, we ask you to submit all reimbursement expenses within 30 days of purchase.  
 
How do I create ONE PDF file?
Not sure how to accomplish this? Below are 2 methods to generate ONE PDF file including the form and your receipts.

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

 

Where do I send my completed reimbursement?

Classroom Funds - roomparentliason@oceanairpta.org 

General PTA expenses - financialsecretary@oceanairpta.org

Science Olympiad - scioly@oceanairpta.org

 

Why do I need to do this?
OA PTA is dedicated to supporting cost-saving and environmentally friendly operations. Therefore, we are converting to a completely electronic reimbursement system. This file format is required for us to handle over 300 reimbursement requests every year in a 100% electronic process. Multiple board members put in hours of volunteer time and adhering to these guidelines greatly assist us.
 

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

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.

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