Approved Grants

Congratulations on the successful funding of your proposal. The PTO is thankful and appreciative of the time and effort that you put into it. Your ideas to improve our school and your motivation to see them through help make our Hayes community one that continues to grow and thrive.

Below are some information, resources, and frequently asked questions about what do now that your proposal has been approved.

Questions about the Decision

For follow-up questions or clarification about the PTO’s decision, please send an email to the Hayes PTO's main general email (contact@hayespto.org).

For payment- and reimbursement-related questions, please email the Hayes PTO Treasurer (treasurer@hayespto.org).

Sharing Your Good Work

The PTO needs your help to communicate to the broader Hayes community the specific and tangible ways that PTO funds promote the best possible education and educational environment for Hayes School students. When our community members better understand the value of the PTO for the school, they will be more likely to want to support the PTO with their time, effort, and donations. And that in turn will enable more good work to be possible.

Please set aside time to celebrate your work by and the PTO's enabling role by:

• Explicitly acknowledging the PTO's support in any communications with parents that connect with the grant (e.g., parent-teacher nights; emails to parents);
• Emailing us (contact@hayespto.org) shareable photos or videos of your work with permission to post them on our website (https://hayespto.org) and use them in other promotional materials (e.g., email newsletters);
• Tweeting about your work and tagging us @HayesSchoolPTO (https://twitter.com/hayesschoolpto); and/or
• Presenting your work at a PTO community meeting.

Your Budget

Given this approval, your funding has become integrated into the Hayes PTO's annual budget. If your project ends up costing less than the budgeted amount, the unspent funds will remain with the PTO to be repurposed elsewhere.

Reimbursements

Please retain your receipts, fill out and scan the PTO reimbursement form, scan or take pictures of your original receipts and invoices, and submit your form and receipts/invoices to the PTO Treasurer by email (treasurer@hayespto.org). Alternatively, place hardcopies in the PTO Treasurer mailbox in the Hayes School Office.

Request for Payment Form

Please include the Proposal Title AND Grant ID on the reimbursement request form so that it's easy to match up with the PTO budget. Both should be on your grant notification email.

Note that reimbursement requests are reviewed weekly (during the school year) and processed the same week unless there is a school vacation. Checks then take an additional week to arrive by mail to your home.

Please make every effort to submit receipts within 30 days of purchase.

Invoices

For invoices to be paid, please note that the PTO requires all tax information to be submitted before payment. For a company, this would include their EIN (Employer ID Number) and for individuals, their social security number. The PTO issues 1099s to both the vendor and the IRS following all regulations.