Beaumont Elementary School ~ Home & School Association

Beaumont Elementary School • 575 Beaumont Road • Devon, Pennsylvania • 19333 • School Office • 610.240.1400 • T/E Hotline • 610.240.1970

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Home > Volunteers & Chairpersons > HSA Procedures

Last update: 11/17/2009

~ ~ Important Things to Remember as Committee Chairpersons ~ ~

New! HSA Email Blasts
The HSA will begin implementing regularly scheduled Email Blasts to cover upcoming events and important, current information in between Bear Facts newsletters. If you have an event you would like to promote, or give details for, please email jeanne @ beaumonthsa.org to include your information in the next email blast. We will also be contacting committee chairpersons with reminders (when we remember!).

Bear Facts Submissions
About 2 months prior to your event, please submit your information to The Bear Facts. Check the calendar for subsmission deadlines on the website here. You will need to be proactive. Remember, we want to reduce paper waste for HSA-related flyers and use the Bear Facts (especially the online version) more.

Website Publicity
About 2 months prior to your event, please submit information to the website coordinator website @ beaumonthsa.org so the website is updated in a timely manner. You can submit in an email format, Word document, pdf files, forms, flyers, whatever you would like to post on the website. All submissions are subject to editing for space, layout, and/or privacy concerns.

Please, remember to include the HSA website address on each flyer that you create that will be distributed in school! We REALLY want to reduce the amount of paper waste that goes home. Help us do our part in reducing waste and "going green"...

Additionally, if you have not already done so, please submit a Website Permissions Form (see link below) for your contact information to appear on the website.

Deposits
This is relevant to the volunteers who chair events with a financial component. Please, make sure to deposit checks and other payments in a timely manner. Parents do not want to have checks clear a month or more after it was sent in. If you have an event for which money collections occur for more than 2 weeks, please deposit payments on a weekly basis. Make sure all deposits are made to the Assistant Treasurer within 5 days of an event ending.

When making a deposit, make sure to sort bills and count all monies cash and check and note these totals on the HSA Event Reconciliation form (see link below).

Expenses
It is important to keep track of expenses related to your event. Expenses must be described and receipts must be attached in order to be considered for reimbursement. Expense requests must first be approved by the committee chairperson. Please complete all expense reimbursement requests within 5 days of an event ending using the HSA Expense Reimbursement Form (see link below).

Forms

Website Permissions Form (PDF document) For committee chairpersons
HSA Expense Reimbursement Form (PDF document)
HSA Event Reconciliation Form (XLS document)