Important Information for SES Staff

We are so grateful for our amazing Stump faculty and staff.  Our goal is to support you and your students in every way we can!

Membership

Please help us make our school amazing by joining our PTA.  We welcome and appreciate your input on how we can help you!  Click HERE to join and you will be taken to our Virginia PTA-provided member management system and payment processor. 

Teacher and Staff Grant Policy

Introduction

As a PTA we are grateful for the continued support of our community allowing us to provide a grant for our teachers and staff to help with your classroom expenses. In an effort to have transparency in our bookkeeping and to have the proper paperwork needed for the auditor we have developed a grant policy.   Many things in this policy have been requested verbally in the past but have not been communicated in one central location so we are hoping that clarifying the process in this policy will make things easier for all.

Policy Information

Each staff member will be notified of their maximum grant amount in September after the yearly budget has been approved by the PTA membership. No requests should be submitted until you have received your amount letter.

All grant requests must be for items that will be used in the current school year, in your classroom, and to benefit all your students.  Any request made for an item that is not a consumable item will become property of the school and should be left with the classroom if the staff member is no longer employed with Guy K Stump Elementary School.  The use of grant money to purchase gift cards is not allowed.

All requests must be submitted by December 31 of the current school year.  If you plan to request reimbursement after December 31st you will need to fill out the form above letting us know for planning purposes.

PTA Purchase Request Process

You may request that we order the items you wish to purchase with your grant money.  We have Amazon, Walmart, Target and Home Depot tax-exempt accounts.  We can also order from other online sites as needed. If you would like to order from Walmart or Target for pickup we can do so, but you would need to pick up the items.  

The total of your purchase MUST be at or lower than your allotted grant amount.

Please fill out the PTA Purchase Request form linked above to request a purchase. 

Submission of Receipts for Reimbursement Process

You may request a reimbursement for items you purchased.  All receipts must be dated after July 1 of the current school year as our IRS financial year is July 1 – June 30.

If possible, we ask that only items to be reimbursed are included in the receipt transaction.  We understand that this is not always possible and will still reimburse you but will be unable to calculate and reimburse the tax on those mixed receipts.

All receipts must be accompanied by a request form.  You must submit using the online form (link will be included on your amount letter or located above).  Receipts that are not accompanied by an expense request form will be returned for documentation.

The form must be fully completed for reimbursement including a description of item's purpose.

We will make every effort to reimburse you within 7-14 days.