Commonly Used PTO Committee Forms

Reimbursement Form

To request a check for reimbursement of an expense paid by a committee member, submit a completed Reimbursement Request form plus original or copies of receipt(s). Please have the Committee Chairperson authorize the reimbursement and submit within 30 days of the conclusion of an event or program. Submit your online reimbursement form HERE.

Check Request

To request :

  • A check in advance to pay a vendor

  • That the treasurer mail a check to pay a bill

  • A check you can cash at your bank to fund a “Petty Cash Box”

Submit a completed Check Request form. Please provide at least 5 days notice if a check is needed. Submit your online Check Request Form HERE.

 

PTO FAQs

(If you're on a PTO Committee this info is for you)

Attending PTO Meetings
You're welcome to attend any and all PTO meetings, however you're not required to attend unless your event is within the month following the PTO meeting. 

 

For a list of meeting dates, click here. After your event please email an event recap to the PTO Presidents at RichardsPTOWFB@gmail.com. 

 

Communications
Anything you want included in the weekly Richards Family Newsletter emailed to parents, published on the PTO website, posted to the Richards PTO social media pages (Facebook and/or Instagram), or distributed as a hard copy in Thursday Folders must be submitted to the RichardsPTOWFB@gmail.com, no later than the Wednesday before the week you want to be included in the Family newsletter. The PTO Communications Team reserves the right to edit your submissions for length, and clarity. You are responsible for the accuracy of your information. For more information about promoting your PTO event, click here. To distribute to parents, please send an email to the Room Parent Chair, who will share with Room Parents for distribution.

 

Copying

Richards is trying to go paperless, when possible. If you must print hard copies, please use the copier in the Main Office to copy PTO material only. The copier is not available for PTO use during the following hours: 9-10 a.m.

 

Custodians
Please email Webster Boyd, Head Custodian with advance notice of any requirements for your event, such as the number of tables and/or chairs needed, and how you would like them set up.

 

Great Hall
Contact Stephanie Haupt in the office to schedule an event in the Great Hall (or elsewhere). She will likely have you complete a Facilities Use form as well.

 

Mail Slots
Teachers have a mail slot in the copy room for mail that goes into the Thursday Folder. All teachers and staff should have mailboxes in the copy room.

 

Thursday Folders
Any information distributed in Thursday Folders must be approved by the PTO Communications team. Please refer to the submission guidelines at the top of this page under Communications. Copies must be made and distributed to teacher mailboxes by you, or by someone on your committee, by noon on Wednesday. The front office staff is not responsible for making or distributing PTO copies. There is a list in the copy room of the total number of students in each class, as well as the youngest child in each class. You may choose to send copies home with every child in the school, or just with the youngest child in each family. If you choose to send a copy home with only the youngest child in the family, make sure to write the letter Y on a sticky note attached to the top of the stack of copies. This way, the person stuffing the Thursday folders knows the document is not going in every folder.

 

Treasurer
Detailed documentation is required for all PTO fundraising and spending. Submit all forms (noted above) with attached receipts to the Co-Treasurers. Send questions and requests to richards.treasurer@gmail.com.

 

PTO Closet
PTO items that need to be accessed regularly are primarily stored in the front room of the Imagination Station (across from the Library). Larger items, spirit wear, PTO archives, miscellaneous decorations, etc. are also stored in the Imagination Station. To access the PTO Closet, please check in at the front office during school hours. 

 

PTO Mail
Each committee has a drop folder in the PTO file box in the copy room attached to the Main Office. Please check your PTO file folder for mail and other information.