This procedure applies to all volunteers who incur authorized expenses on behalf of the Broad Run High School (BRHS) PTSO or approved PTSO-sponsored programs.

 

1. Pre-Approval PolicyPurchases on behalf of BRHS PTSO must be included in the approved budget or pre-approved by PTSO board.

• Purchases Outside of Budget: Any purchase for a program or item not specifically allocated in the PTSO's current approved budget must be pre-approved by the PTSO Board and/or Treasurer before the expense is incurred.

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2. Reimbursement Processing

• Timeline: PTSO Volunteers must submit expense reports within 7 business days after expenses incurred.

• Method: Expense report submission must be done via PTSO bookkeeping software NetSuite. Volunteer must request access to NetSuite from PTSO treasurer. Reimbursements will be issued via check.

• Deadline: Treasurer must approve expense reports and process reimbursement checks within 7 business days after expense report submission. 

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3. Guidance for Volunteers

• Digital Physical receipts are no longer required; only the digital upload via NetSuite is necessary. Retain your physical receipts until the reimbursement is complete, in case the digital copy is unclear.

• Avoid Sales Tax: Please contact the Treasurer before purchasing to obtain the PTSO's Tax Exempt Certificate to avoid paying sales tax.

• Timely Submission: Please enter and submit requests immediately upon purchase to assist the Treasurer with timely budget tracking in NetSuite.

4. How to submit Expense Report

• Volunteers are required to enter all expenses digitally into the NetSuite system. If you do not have access, please reach out to PTSO treasurer to request access at: treasury@brhsptso.org

1. Log into the NetSuite via web browser or download mobile app: NetSuite
    

Web browser:

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   2. Add Expense: Create a new Expense, entering all required details for each expense line (amount, date, memo).

   3. Attach Receipts: Upload the digital copy of the itemized receipt for each expense line.

   4. Create Expense Report: In the mobile app, select the expenses to create an expense report. Fill out all necessary fields. PS: If purchase was made using            PTSO debit card, select PTSO Debit Card Purchase option.

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Mobile Site:

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   5. Submit for Approval: Once all expenses are entered, the volunteer must submit the report. NetSuite will automatically route the report to the Treasurer for             approval.

   6. Reimbursement: Once approved, the Treasurer will process reimbursement checks and deliver/mail the checks.

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