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Treasurer, president

Record what each teacher may spend

Enter the per-teacher allocation your board voted, and get back a statement of what each teacher has used and what is left.

When you are done

You will have an allocation recorded for each teacher and a statement you can hand to any of them showing what they have spent against it.

Record the allocation the board voted

  1. Open Reports, then Teacher statements.

    The allocation form is above the report.

  2. Enter the name the way it will appear on a reimbursement claim.

    Spending is matched to an allocation by name, so "Mrs. Gabriel" and "M. Gabriel" are two different teachers as far as the report is concerned.

  3. Enter the Allocation and a Note naming the meeting that voted it.

    Priya Patel, $250.00, voted 9 September.

  4. To correct a figure, enter the same name again.

    Recording the same teacher twice updates the first allocation rather than adding a second. Correcting $250 to $300 is entering the name again.

The name is what spending is matched onEnter the Teacher, the Allocation and a Note naming the meeting that voted it. Enter the name the way it will appear on a reimbursement claim: spending is matched to an allocation by name, so Mrs. Gabriel and M. Gabriel are two different teachers as far as the report is concerned. Recording the same teacher twice updates the first allocation rather than adding a second.Record an allocationTeacherPriya PatelAllocation$250.00Note (optional)Voted 9 SeptemberOne teacher, one spellingEntering Priya Patel again updates this allocation. Entering P. Patel creates asecond teacher, and her spending lands under whichever spelling the claim used.

Read the statement

Each teacher gets a line: what was allocated, what has gone out against it, and what is left. A teacher allocated $250.00 who has spent $64.19 has $185.81 left; one who has spent $0.00 still has the whole $250.00.

  • Spend is matched from two places — a reimbursement claim they submitted, and a payment written straight to them in the register.
  • A claim and the check that paid it are one payment, and the report counts it once.
  • Money paid to a name that matched no allocation sits in its own block near the top, such as a $41.80 claim from M. Gabriel when the allocation was recorded for Mrs. Gabriel.
What each teacher has usedEach teacher gets a line: what was allocated, what has gone out against it, and what is left. Spend is matched from two places — a reimbursement claim they submitted, and a payment written straight to them in the register — and a claim and the check that paid it are one payment, counted once. Money paid to a name that matched no allocation is listed separately near the top, which is how a misspelling shows itself.Priya Patel · allocated $250.00 · spent $64.19$185.81 leftAmara Okafor · allocated $250.00 · spent $0.00$250.00 leftPaid to a name with no allocationM. Gabriel · $41.80Matched no allocation. Correct the spelling, do not raise the budget.A teacher who appears with her whole allocation intact after spending is usually here.

Check the unmatched block

Money paid to a name that matched no allocation is listed separately, near the top. That block is how a mismatch shows itself.

  1. Read the unmatched block before you read anybody's remaining balance.

    A $41.80 claim from M. Gabriel against an allocation recorded for Mrs. Gabriel lands there, and she appears on the statement with her whole allocation still intact.

  2. Correct the name rather than raising the allocation.

How to check it worked

  • The teacher appears on the statement with the allocation you entered.
  • After a claim to that teacher is paid, her spent figure rises by the amount and her remaining figure falls by it.
  • The three totals at the foot are the sum of the lines above them.
  • A payment to a name with no allocation appears in the unmatched block rather than disappearing.

If it did not work

What you seeWhat it meansWhat to do
A teacher's statement shows her whole allocation left after she has spent against it.The name on the spending does not match the name on the allocation.Find the payment in the unmatched block and compare the two spellings. Correct whichever is wrong — the allocation on this page, or the payee on the register entry.
PTO HQ refuses an allocation as too large.The figure is far larger than a per-teacher allocation. A stray zero is the likely cause.Check the figure against the minutes and enter it again.
A teacher appears twice.The two entries are spelled differently, so PTO HQ is treating them as two teachers.Remove one and re-enter the spending under the surviving spelling.
The statement is empty for a year the board did budget.Allocations belong to a fiscal year, and the year shown is not the one they were entered for.Change the fiscal year at the top of the report.