Coventry Elementary School PTA
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Coventry Elementary School PTA
Teacher Reimbursement Policy & Submission Guidelines 2025-2026 SY
The Coventry Elementary PTA is proud to support our teachers and staff through annual classroom reimbursement funds intended to enhance student learning and classroom experiences throughout the school year. We deeply appreciate the time, care, and personal resources our teachers contribute to their classrooms, and this program is designed to help offset some of those educational expenses.
To ensure fairness, accountability, and responsible stewardship of PTA funds, the following reimbursement guidelines apply to all reimbursement requests.
Reimbursement Amounts
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Classroom Teachers: Up to $200
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Resource Teachers: Up to $300
*Reimbursements are limited to the approved annual allotment and are subject to available PTA funding and compliance with this policy.
Eligible Purchases
Reimbursable purchases must:
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Directly support classroom instruction, student learning, student engagement, or educational activities
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Be reasonable and school-appropriate expenses
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Be intended for use during the current school year
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Align with the educational purpose of the reimbursement request
Examples may include:
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Classroom supplies
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Educational games or manipulatives
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Books
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Learning tools
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Student organization materials
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Curriculum support items
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Classroom décor with educational value
Non-reimbursable purchases
The following items are generally not eligible for reimbursement:
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Food, snacks, candy, drinks, or restaurant purchases
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Personal items
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Gift cards
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Home-use items unrelated to classroom instruction
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Holiday or party supplies unrelated to curriculum
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Items purchased for future school years
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Purchases that cannot reasonably be utilized before the end of the current school year
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Items deemed unrelated to elementary educational support
*The PTA reserves the right to deny reimbursement requests that do not align with the intent of the program.
Purchase & Receipt Deadlines
To allow for proper year-end financial reconciliation:
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All receipts must be dated on or before May 31
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All reimbursement requests must be submitted no later than the last day of the school year
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Purchases made after May 31 are not eligible for reimbursement
Please note: reimbursement funds are intended to support the current academic year. Purchases made immediately before summer break that cannot reasonably be utilized during the current school year may not qualify for reimbursement.
Submission Process
Teachers should submit reimbursement requests:
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Online through the PTA reimbursement link whenever possible
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Paper submissions may be used only as a last resort (discontinued for the 2026-2027 SY)
Each submission must include:
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Completed reimbursement form
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Itemized receipts
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Brief explanation of classroom or educational purpose if requested
Incomplete submissions may delay processing or approval.
End-of-Year Submission Requests
Any reimbursement submitted within two weeks of the last day of school must include:
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A valid mailing address for check delivery
*The PTA cannot guarantee on-campus check distribution after the school year concludes.
Approval & Processing
All reimbursements are subject to:
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PTA review and approval
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Verification of receipts and eligibility
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Compliance with PTA budget and reimbursement policies
The PTA reserves the right to request clarification or deny requests that fall outside these guidelines.
We appreciate our teachers and staff and thank you for helping us ensure PTA funds are used responsibly and effectively to benefit Coventry students.