Fundraiser Guidelines for Class Groups
(PTA and legal rules regarding money handling and contracts that you need to follow:
1. All checks need to be made out to Sammamish High PTSA.
2. All checks and cash need to be handled by PTSA members, counted by two PTSA members, tallied, and turned in to the PTSA treasurer to be deposited in the PTSA account. The membership chair, Anne Hill (membership@sammamishtotems.org), can help you determine who is a member. No students may handle the money, even if they are paid PTSA members, as this conflicts with ASB rules.
3. Checks and cash may be turned in with their order forms to the PTSA lockbox on the left wall of the main office or mailed to the PTSA at the school address. One of the PTSA officers can retrieve the money and give the order forms to the chairs. Only PTSA officers should access the lockbox. During the COVID-19 school closure, contact the PTSA Treasurer (ptsa.treasurer@sammamishtotems.org) if you have cash or checks to deposit.
4. PTSA has a Paypal account, but we do not authorize Venmo to be used for PTSA funds. You may coordinate with the treasurer, Jennifer Topel, to get Paypal info.
5. All contracts must be signed by 2 elected officers:
Co-Presidents: Jenny Long & Julee Seibel
Vice Presidents: Deb Grover & Naisa Salashoor
Treasurer: Jennifer Topel
Secretary: Laura Dooley
6. To request a cash box and starting cash, please email the treasurer, Jennifer Topel, at ptsa.treasurer@sammamishtotems.org with the fundraising event and the date needed. You will need to complete the petty cash form and return all funds to the treasurer the following day.
Fundraisers
1. Fundraisers that automatically get transferred between classes will be transferred July 1, or as soon as the previous year’s financial review has been completed.
● Seniors – Totem Bags, Poinsettias, Holiday Bazaar and Entertainment Books
● Juniors – Totem Blankets
● Sophomores – Totem Seat Cushions and Umbrellas
● Freshmen – Holiday/Giftwrap/or other Catalog Sale Company
2. All fundraisers not specified in the standing rules do need to be approved by the PTSA board of directors. Since we only meet once a month, it might take longer to hear back on authorization of a fundraiser. To have a fundraiser approved that is not specifically listed in the Standing Rules, please send an email to: ptsa.board@sammamishtotems.org. Request should include: Name and description of fundraiser, group responsible for fundraiser with contact info for lead person, how long the fundraiser will last, how it will be publicized, and how the money will be handled.
3. Please designate one person as the lead for each fundraiser and have that person be the communication point for all questions for the fundraiser.
4. Restaurant fundraisers do not need to be approved by the board. They are open to any Class of group, ASB group, or Booster Club. Please check the PTSA/STEPS website and the Totem Times to see if another group has a fundraiser scheduled for the same date at a different restaurant.
5. Other fundraisers that are currently being done are:
Seniors - Brown Bear car wash tickets and Sherpa jackets
Sophomores - Face masks
6. Fundraisers need to be done for limited periods of time and not in a set location (like the concession stand or a store). This is to avoid paying sales tax. We will look into these tax rules and get you more information on the specific guidelines.
7. When approving fundraisers we look to whether ASB, STEPS, or individual booster clubs are conducting competing fundraisers. Our goal is cooperation and not competition. You might want to check with your ASB officers also to see what they are selling and to see how you can support them.
8. Once a fundraiser is approved, it “belongs” to the PTSA and may not be transferred to other groups without approval of the PTSA board.
Communication
1. To have something added to the newsletter, please email the editor at editor@sammamishtotems.org by Tuesday for the information to be included in that Friday's Totem News.
2. To submit information to the Daily Bulletin or announcements for the students, please email Jilian Winterfeld - winterfeldj@bsd405.org
3. To reach the PTSA and STEPS boards together you can email boards@sammamishtotems.org
4. To reach the PTSA board you can email ptsa.board@sammamishtotems.org
Forms on the website (http://sammamishtotems.weebly.com/)
Merchandise Transfer Form
Use this form to request a reimbursement for merchandise
transferred between classes.
Check Request Form
Use this form to request reimbursement for PTSA expenses or to
request a check to be sent directly to a vendor for items purchased by the PTSA.
Deposit Form
Use this form to submit funds to the PTSA Treasurer for
deposit.
Event Cash Count Form
To count and verify cash at the end of an event.
1. All checks need to be made out to Sammamish High PTSA.
2. All checks and cash need to be handled by PTSA members, counted by two PTSA members, tallied, and turned in to the PTSA treasurer to be deposited in the PTSA account. The membership chair, Anne Hill (membership@sammamishtotems.org), can help you determine who is a member. No students may handle the money, even if they are paid PTSA members, as this conflicts with ASB rules.
3. Checks and cash may be turned in with their order forms to the PTSA lockbox on the left wall of the main office or mailed to the PTSA at the school address. One of the PTSA officers can retrieve the money and give the order forms to the chairs. Only PTSA officers should access the lockbox. During the COVID-19 school closure, contact the PTSA Treasurer (ptsa.treasurer@sammamishtotems.org) if you have cash or checks to deposit.
4. PTSA has a Paypal account, but we do not authorize Venmo to be used for PTSA funds. You may coordinate with the treasurer, Jennifer Topel, to get Paypal info.
5. All contracts must be signed by 2 elected officers:
Co-Presidents: Jenny Long & Julee Seibel
Vice Presidents: Deb Grover & Naisa Salashoor
Treasurer: Jennifer Topel
Secretary: Laura Dooley
6. To request a cash box and starting cash, please email the treasurer, Jennifer Topel, at ptsa.treasurer@sammamishtotems.org with the fundraising event and the date needed. You will need to complete the petty cash form and return all funds to the treasurer the following day.
Fundraisers
1. Fundraisers that automatically get transferred between classes will be transferred July 1, or as soon as the previous year’s financial review has been completed.
● Seniors – Totem Bags, Poinsettias, Holiday Bazaar and Entertainment Books
● Juniors – Totem Blankets
● Sophomores – Totem Seat Cushions and Umbrellas
● Freshmen – Holiday/Giftwrap/or other Catalog Sale Company
2. All fundraisers not specified in the standing rules do need to be approved by the PTSA board of directors. Since we only meet once a month, it might take longer to hear back on authorization of a fundraiser. To have a fundraiser approved that is not specifically listed in the Standing Rules, please send an email to: ptsa.board@sammamishtotems.org. Request should include: Name and description of fundraiser, group responsible for fundraiser with contact info for lead person, how long the fundraiser will last, how it will be publicized, and how the money will be handled.
3. Please designate one person as the lead for each fundraiser and have that person be the communication point for all questions for the fundraiser.
4. Restaurant fundraisers do not need to be approved by the board. They are open to any Class of group, ASB group, or Booster Club. Please check the PTSA/STEPS website and the Totem Times to see if another group has a fundraiser scheduled for the same date at a different restaurant.
5. Other fundraisers that are currently being done are:
Seniors - Brown Bear car wash tickets and Sherpa jackets
Sophomores - Face masks
6. Fundraisers need to be done for limited periods of time and not in a set location (like the concession stand or a store). This is to avoid paying sales tax. We will look into these tax rules and get you more information on the specific guidelines.
7. When approving fundraisers we look to whether ASB, STEPS, or individual booster clubs are conducting competing fundraisers. Our goal is cooperation and not competition. You might want to check with your ASB officers also to see what they are selling and to see how you can support them.
8. Once a fundraiser is approved, it “belongs” to the PTSA and may not be transferred to other groups without approval of the PTSA board.
Communication
1. To have something added to the newsletter, please email the editor at editor@sammamishtotems.org by Tuesday for the information to be included in that Friday's Totem News.
2. To submit information to the Daily Bulletin or announcements for the students, please email Jilian Winterfeld - winterfeldj@bsd405.org
3. To reach the PTSA and STEPS boards together you can email boards@sammamishtotems.org
4. To reach the PTSA board you can email ptsa.board@sammamishtotems.org
Forms on the website (http://sammamishtotems.weebly.com/)
Merchandise Transfer Form
Use this form to request a reimbursement for merchandise
transferred between classes.
Check Request Form
Use this form to request reimbursement for PTSA expenses or to
request a check to be sent directly to a vendor for items purchased by the PTSA.
Deposit Form
Use this form to submit funds to the PTSA Treasurer for
deposit.
Event Cash Count Form
To count and verify cash at the end of an event.
