Insurance / Workers' Comp
California State PTA provides Comprehensive General Liability coverage with a $1,000,000 limit that covers all unit, council and district PTAs in the state when they are involved in allowable PTA activities.
The policy is designed to cover allowable PTA events. It is critical that before planning any PTA activities, the RED, YELLOW and GREEN pages be reviewed. Certain activities and events are prohibited because they are excluded by the insurance policy or because they are dangerous or jeopardize the safety of our children and youth.
Every PTA president should have a copy of the Insurance and Loss Prevention Guide that is mailed to them each winter. Please consult this booklet for details on our policy. New presidents should have “inherited” this booklet from the previous president.
The policy period runs from January of one year to January of the next year. The premium for this policy CHANGES EVERY YEAR in September. The new premium amount will be advertised on the web site and in our newsletters. You will not receive an invoice for this premiums – district notification is your official invoice. The basic insurance is due to Peralta District by December 6th of every year. Premiums mailed after December 6th should include the $25 late fee. Council deadlines should be set two weeks earlier to allow processing time.
Please do not pay your insurance until you know this new amount. You may use the previous year’s amount for budgeting purposes.
The amount includes both Insurance and Workers Comp. All PTAs pay for Workers Comp even though they may have no employees. For further information on the Workers Comp form, please see the Financial/Workers Comp section of this web site.
For units out of council, please make checks for insurance/WC payable to Peralta District PTA and send them along with a Peralta remittance form to the financial secretary.
For units belonging to a council (Alameda, Berkeley, Fremont, Pleasanton, and San Lorenzo) please make checks payable to your council and send them along with the proper council remittance form to your council financial secretary or treasurer.
The Certificate of Insurance can be found in the Insurance Loss and Prevention Guide distributed to each PTA president. These guides are issued in November in preparation for the new insurance year, which runs from January 5th to January 4th. The certificate can also be found on the State PTA web site using a username and password from that booklet. The form cannot be distributed on other websites.
Our insurance broker is:
BB&T Insurance Services
www.pta.bbt-knight.com | capta [at] bbandt [dot] com
Workers' Compensation Annual Payroll Report
Every PTA complete the Workers' Compensation Annual Payroll Report regardless if wages are paid or not. Base rate will cover gross wages of all persons hired up to $1,000, including payments made to independent contractors for services performed between January 5, 2013 and January 4, 2014. Any wages in excess of the base will result in an additional premium of 5 percent of the wages. Forms and any additional premium are to be sent through channels and must reach the Peralta District PTA by January 15, 2014.
On the form, list only those employees that PTA pays directly. Do NOT list names when monies are donated to a school district for employee salaries. Do NOT list company names.
- If the PTA has NOT hired employees or independent contractors, write "NO ONE PAID."
- PTA must report all paid workers. Be specific about the type of work and the dates.
- If PTA hires employees, and if an employer-employee relationship exists, the PTA, as employer, must comply with all state and federal withholding requirements.
For each employee listed on the Workers' Compensation Annual Payroll Report, PTA must also attach copies of quarterly reporting forms. The California State PTA recommends that any PTA hiring an employee or an independent contractor secure professional services for processing of wages, withholding and reporting forms. Each of the quarterly reporting forms also has an annual form due at the end of the year.
- If the total payments (gross) for ALL employees are more than $1,000, PTA will incur an additional premium. To calculate the new premium: subtract $1,000 from the total (gross) payments for all individuals paid for the period being reported; multiply the balance remaining by 5 percent and forward that amount through channels by the district PTA due date.
For example: $2,500 total (gross) payments, less $1,000 = $1,500 balance; $1,500 x 5% = $75. This is the additional premium that should be sent through channels
Bonding insurance covers all PTA districts, councils, and units and all persons handling funds and PTA assets. The basic bond provides $15,000 Employee/Volunteer Theft; $15,000 Forgery; and $15,000 Theft, Disappearance and Destruction of money or scrip. There is no coverage under the bond for wire transfers. There is a $500 deductible.
Higher insurance limits can be obtained for an additional cost directly from our insurance carrier BB&T (contact information above). If your unit wants a higher limit, complete the form "Excess Crime Bond Application" in the Insurance and Loss Prevention Guide. (Higher limits are recommended for units purchasing scrip.)
Claims must be reported in a timely manner. As soon as a bond incident investigation is initiated, it should be reported to the Insurance Broker.
Workers' Compensation Annual Payroll Report (PDF)
Excess Crime Bond Application (DOC)