PTA Leaders

INSURANCE COVERAGE AND SERVICE

For the most up-to-date information, visit: https://leaders.capta.org/finance/insurance-coverage-and-service

Leaders Website

California State PTA is committed to ensuring you have the best possible insurance coverage and service to protect your unit and your members. Our insurance broker is AIM (Association Insurance Management Inc.), which works to ensure that our PTAs are receiving the best coverage for their premium costs. Coverage features include:

  • Broad coverage for events without the need for underwriting or additional premium on a case-by-case basis
  • $1 million limit per PTA for Directors & Officers’ coverage
  • Under General Liability, fire damage coverage of $1 million
  • No to low deductibles on all included coverages
  • Additional activities such as certain types of inflatables, bounce houses, and carnivals are included in the standard coverage; however, please consult and follow California State PTA guidelines as outlined in the Toolkit and the Insurance Guide and your school district policies.
  • Property insurance for items in PTA storage or rental equipment may be purchase for a small additional cost, contact AIM for details.

Download the 2025 Insurance Guide (English | Spanish) through the button below to learn more about how California State PTA provided insurance protects your PTA.

Insurance Payment Procedure

ALL insurance payments must be made directly to our insurance broker AIM (Association Insurance Management, Inc). DO NOT SEND INSURANCE PREMIUMS THROUGH CHANNELS!

All PTAs will fill out the insurance questionnaire and submit payment through the AIM Insurance Portal starting approximately October 1st. Your president will receive an email with a link to the portal.

A short video tutorial on how to use the portal and make your payment is below.

How to Pay Insurance Video
* Please note that the insurance price is from a different year. The video is meant to be instructional on the process only. There is a new fee for the current insurance year.

You may pay the insurance premium via ACH transfer (recommended) or unit check.

Insurance payments must be made to AIM no later than December 20th or a late fee applies. Please allow time for it to arrive by the deadline if you are paying by check. It is “received by”, not “postmarked by” the 20th.

Pay Insurance Here

Workers’ Comp Annual Payroll Report Process

The Workers’ Compensation Annual Payroll Report is a form that every PTA in the state is required to submit directly to AIM for insurance purposes. It indicates if your PTA paid any individuals (including employees and independent contractors) for services and the amounts you paid, if any. The form must be submitted yearly, even if your PTA did not pay anyone.

The form is available in English and Spanish and may be completed and submitted online (use the link below). Alternatively, a paper version may be printed and mailed to AIM.  The reporting window is December 15, 2024 through January 31, 2025.

Complete the Workers’ Compensation Form Here

Resources to help you file your WC report:

If you have any questions about the Workers’ Compensation Annual Payroll Report process, the report forms, or Workers’ Compensation coverage in general, please contact AIM using one of the methods listed in the next section.

Contact AIM Today

AIM has a rich and deep understanding of PTA and has partnered with 47 state PTAs for more than 30 years. AIM has an experienced team that is available to support your local PTA 24/7 including weekends. AIM can also answer questions and provide information in Spanish if needed.

Insurance Guide

Your PTA insurance policy protects all members of the PTA in case they are held legally liable for bodily injury or property damage to another person that resulted from a covered PTA event. This is not a medical policy, but a policy that pays because you are legally liable.

If someone is injured, but the injury is not the result of PTA negligence, the individual should utilize his/her medical insurance for coverage. The policy is designed to cover allowable PTA events. Our PTA insurance does not provide any coverage for booster clubs, parent clubs, or any non-PTA event. It is critical to review the RED, YELLOW, and GREEN list included in the insurance guide BEFORE planning any PTA activities. 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. If the PTA sponsors a RED event and someone is injured because of PTA negligence, the individual PTA officers could be held personally liable. Please contact AIM for coverage information on any activities not listed.

Vendors

Our policy also is only meant to cover PTA members while volunteering for the PTA. It is critical that outside vendors/concessionaires/service providers have their own insurance to reduce the possibility the PTA unit will be held liable for the activity.

Evidence of Insurance

PTAs are required to obtain Evidence of Insurance from each vendor, concessionaire or service provider that is used. See the Insurance Guide for the most recent form.

NEVER sign a Hold Harmless Agreement or Indemnity Clause on behalf of the unit, council, or district PTA until AIM has been contacted. If facilities other than school premises are used, you may be asked to provide Evidence of Insurance. A certificate is available by reaching out to AIM. If an Additional Insured is requested to be named on the PTA policy, please call AIM with the details. Any contract with another organization must be read carefully and must be signed by two elected officers of the PTA after a vote of approval by the membership.

Coverage For 2025-2026

Every year, California State PTA negotiates insurance policies with carriers to ensure you have the best possible coverage and services. The new policy period covers January 5, 2025, through January 4, 2026. Insurance premium payments must be received no later than December 20, annually.  Find more information in the Financial Mailing (Available end of September).

DESCRIPTION COST
Unit Premium

Includes mandatory coverage of General Liability and Umbrella, Directors and Officers Liability, Fidelity Bond and Workers’ Compensation Insurance.

  $288
Council Premium

Includes mandatory coverage of Directors and Officers Liability, Fidelity Bond and Workers’ Compensation Insurance.

  $199
District Premium

Includes mandatory coverage of Directors and Officers Liability, Fidelity Bond and Workers’ Compensation Insurance.

 $199
Late Fee

After December 20 each year, a late fee of $25 will be assessed by California State PTA if your insurance has not been received. There is no grace period.

  $25
The above premiums do not include the 3% surcharge that PTAs with gross payments in excess of $1,000 must pay for Workers’ Compensation Insurance.

PROCEDURES FOR REPORTING INCIDENTS AT PTA EVENTS

The Incident Report Form must be completed for every incident and accident that occurs. Please refer to the Insurance Guide for detailed procedures. It is important you have full/complete information, but you must not give the impression that because you have completed an Incident Report Form that the PTA is responsible and will “take care” of the injured party. Make three copies of the completed Incident Report Form and distribute them as follows:

  • Email a copy to: California State PTA at insurance@capta.org.
  • Email a copy to your district PTA president
  • Retain one (1) copy for your files

TO REPORT A CLAIM (not just an incident):