Expense Reimbursement Request

Thanks for volunteering your time—and sometimes your wallet—to support the MST PTA! Here’s how to get reimbursed quickly and correctly.

Before You Buy

• Get pre-approval. All purchases must be approved in advance by the MST PTA.
  
  

• Avoid sales tax. The MST PTA cannot reimburse sales tax. Ask the vendor to apply our tax-exempt status before you pay (request the tax-exempt form from the Treasurer if you need it).

What You’ll Need to Submit

1. Completed MST PTA Reimbursement Form (fillable PDF).

   • Download the MST PTA Reimbursement Form. 

   • You can leave the “Budget Account” field blank—we’ll fill it in.

2. Itemized receipt(s) and/or invoice(s) showing what was purchased, date, and total before sales tax.
   
   

3. Payee information (who the check should be made out to) and your delivery details.

How to Submit (Email Only)

1. Fill out the MST PTA Reimbursement Form.
   
   

2. Email the completed form + receipts/invoices to treasurer@mstpta.org.

   • Suggested subject line: Reimbursement Request – [Your Name] 

How You’ll Be Paid

• Checks only. Reimbursements are issued via check from the MST PTA.
  
  

• If the form shows ACH as an option, please ignore it—we do not use ACH for reimbursements.

Tips to Speed Things Up

• Submit one PDF (form + receipts) if possible, or clearly label multiple attachments.
  
  

• For online orders, include both the order confirmation and the paid receipt/invoice showing final payment.
  
  

• If a receipt is faded or hard to read, add a short note with the what/why/which event for clarity.

FAQs

1. What if I was charged sales tax?
   Sorry, we can’t reimburse sales tax. Next time, ask the vendor to remove it using the PTA’s tax-exempt certificate.
   
   
2. Do I need officer signatures on the form?
   No action needed from you—the Treasurer will handle approvals as required.
   
3. Not sure which budget to charge?
   Leave Budget Account blank; we’ll code it on our end.
   
   
4. Who do I contact with questions?
   Email treasurer@mstpta.org and we’ll help.