PTO Purchasing & Reimbursement Guidelines

Purchase Approvals

All purchases must be pre-approved by two check signers (PTO President, Vice President, or Treasurer). This includes:

• PTO debit card use
• Invoice check requests
• Reimbursement requests

Sales Tax Exemption

The PTO is a 501(c)(3) nonprofit. Use the Texas Sales Tax Exemption Certificate for all purchases.
Some stores may require an additional store-specific form.

Tax Exemption IDs and forms available upon request. Please email aphepto@gmail.com. 

PTO Debit Card

• For large inovices, please use the PTO debit card when possible.

• Only check signers may access and use the card after receiving approvals.

• Allow 48 business hours after approval for purchases to be completed.

Amazon Purchases

• The PTO has an Amazon Business account. Please reach out to your board representative for purchasing information.

Reimbursement Requests

Email reimbursement requests to: apheptotreasurer@gmail.com. 

Include:

• Your name
• Phone number
• Date of purchase
• Program/event/purpose
• Receipt/invoice (PDF or photo)

 Allow up to 10 business days for checks to be processed. Please submit requests within one week.