Tips from the HSA Treasurer
Michelle Szluk - 301-869-8994
mszluk@comcast.net
You are responsible for controlling the spending of your committee members so you do not exceed your budget. Special requests for additional funding must be brought to the HSA board BEFORE the budget is exceeded
All correspondence with the treasurer can be done through the office, by phone, or by email. Please avoid sending treasurer business home with her student. You can find extra forms in the HSA mailbox , in the office or on the MON Website.
Disbursement Request/Check Request
Submit a completed Disbursement Request form and attach your receipt(s) send to the Michelle Szluk, HSA Treasurer through the main office. You will receive your check in backpack mail. Reimbursement to individuals may not exceed $250 for out-of-pocket expenses – No exceptions!. Individual expenses exceeding $250.00 will be paid by check directly to the vendor. The expense for a single item may not be divided into multiple reimbursements of smaller amounts for the purpose of sidestepping the $250 individual reimbursement limit.
When you need a check in advance to pay a vendor or you will have a bill that must be paid by the HSA submit a complete Disbursement Request form and submit it to the HSA treasurer. Provide at least three day's notice if you need a check. If this is a bill that needs to be paid, submit the bill along with the form, and the treasurer will mail it in. Please keep a copy of the bill for your committee records. HSA checks must be co-signed by the HSA President and the Principal, so advanced warning is very much appreciated.
Deposit Notice
If you are in charge of an activity that generates money, such as a fundraiser, you must verify the total amount being turned in and complete a "Deposit Notice" form to accompany the deposit. Two committee members should count cash. The form and the money and/or checks must be handed over to the HSA president, vice president, or treasurer, or secured in the safe in the office at the end of the event or as soon as possible the next school day. The Deposit Notice is available as an excel worksheet which can be submitted to the Treasurer as an attachment to e-mail.
Submit your receipts! Don't eat HSA expenses
- We raise funds for a reason we expect to reimburse reasonable, budgeted expenses.
- We set annual budgets based on prior years' experience. If a lot of expenses are unreported, we will underestimate the actual money needed to fund the activity next year. If you wish to absorb the expense as a donation, please let the Treasurer know so planning for the new budget will be accurate.
- Submitting receipts for reimbursement/disbursement in a timely manner helps to manage cash flow. We plan our budgets based on events happening throughout the year.