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SEVENTEENA - the Monthly Newsletter
for PTAs & PTSAs in San Mateo County

Correction from December Newsletter: 
High School Senior Scholarship Applications, including letters of recommendation, must be received in the California State PTA office by Feb. 1.

January Topics:
File Workers Compensation Report Online – Due Jan 31
Set up your 2021 PTA/PTSA Calendar
CAPTA Virtual Legislation Conference Feb 8 - 9
Founders Day Event & Election via Zoom - Feb 23 at 7 pm
Insurance Certificates Emailed to PTA/PTSA Presidents
Auditors: Conduct Mid-Year Audit Now
Membership: Invite Your Community to Join PTA/PTSA
How to Order Honorary Service Awards
Organize Finance Records Now to Make Filing Tax Returns Easier 
If you have PTA/PTSA questions, please ask us
Happy New Year!  Get inspired!

File Workers Compensation Report Online by Jan 31

By Jan 31, all PTAs/PTSAs are required to complete the Workers Compensation Annual Payroll Report, even if no one was paid for services.  It is used to indicate if you paid anyone (including employees and independent contractors) for services, and the amounts you paid, if any from January 5 2020 to January 4 2021.  Read about it here:
1. New this year, it is online:
You can access the new online submission form at
2. Invoice - If your PTA/PTSA owes a surcharge, the confirmation email from the online form will include a calculated invoice to pay the surcharge to AIM directly.
3. Save the WC report from the confirmation email - Upload it into MyPTEZ document management.
For more details on what information the Workers Compensation Report collects, see:

Set Up Your 2021 PTA/PTSA Calendar

February 1 – Deadline for State PTA High School Senior Scholarship applications with references – 
February 4Deadline to register for National PTA Legislative Conference to be included in Legislator meetings -
February 8-9 - CA State PTA Legislation Conference – Virtual -
February 23 at 7 pm – 17th District PTA’s Founders Day Event – Virtual – Association Meeting, Election, Speaker, Honorary Service Awardees, and Reflections Art Display –
March 9-11National PTA Virtual Legislative Conference  – Register by Feb 4 to participate in Virtual Hill Day

Legislation Conference Feb 8 & 9 - Sign up now

The California State PTA Legislation Conference will be held online on Feb 8 & 9, 2021 and will cost $50.  If you are interested in convincing our legislators to support public schools and the health and safety of all children, this conference will give you the tools.  Sign up at:
The 17th District PTA is offering scholarships to reimburse this conference fee. 
Apply here by Feb 1:


PTA Founders Day Event & Election Meeting via Zoom - Feb 23 at 7 pm

At our 17th District PTA Founders Day Event, we will display our Reflections Art Program entries, present our Honorary Service Awards to outstanding volunteers and education community members, and hold the election for our PTA officers for our 2021-2023 term.  Sign up to get the Zoom link:
17th District PTA still has openings in our Slate of Officer Nominees.  If you have skills to help us support the PTAs and PTSAs across San Mateo County, please email .  We are especially looking for treasurer, webmaster, newsletter editor, membership, and advocacy.

Insurance Certificate Emailed to Your PTA/PTSA President

Insurance certificates will be emailed out starting January 15 to PTA/PTSA presidents. Please watch for them.  If you need a hard copy sent to your school district, please contact AIM, the PTA’s insurance company.  AIM is available to support your local PTA 24/7 (including weekends) in both English and Spanish at email  or telephone (800) 876-4044.

Auditors: Conduct Mid-Year Audit Now

Does your Auditor know the procedure? 
Find out how here:
The required Audit Checklist and Audit Report forms are here:
When the Audit is complete and reviewed by your PTA/PTSA board, send a copy of the forms through PTA channels to your Council PTA or 17th District PTA.
Remember to do the 5-minute Audit each month:

Invite Your Whole Community to Join Your PTA/PTSA

Have you invited all parents, teachers, and community members to join your PTA/PTSA this year? 
With virtual meetings, some PTAs are finding that many more members can attend and share their ideas and talents.
When people join online using the Totem electronic membership system, their dues are automatically split between the PTA levels, so your PTA/PTSA should not forward dues for online Totem members.

How to Order Honorary Service Awards for Your Volunteers, Teachers, Principal

Did you know that Honorary Service Awards provide two benefits in one program?  When your PTA/PTSA orders Honorary Service Awards for your best volunteers, outstanding teachers, and/or administrators, they get the certificate showing how you feel about them, and your payment goes to State PTA scholarships and grants that your PTA/PTSA and volunteers can apply for.  Read about the different types of HSAs here:
Order Honorary Service Awards (and search for previous awardees) at the online PTA shop:

Organize Finance Records Now to Make Filing Tax Returns Easier

Treasurers should use the sample Annual Financial Report as a template to keep track of categories of income and expenses that will be needed to file tax returns.  That report should accumulate exactly what your PTA/PTSA spent funds on, as well as where income came from (add line items for Program Revenue, like fees collected at an event that is not intended as a fundraising event). 
Look at the tax return forms now, to see what information you need to collect.  The revised RRF-1 form now asks about Non-cash Contributions (like donated water for events, or auction gift baskets, etc) and Program Expenses (the programs that your PTA/PTSA supported, the grants paid to the school district, etc).  The CT-TR-1 form asks for specific amounts spent on Supplies/Postage and Insurance, as well as Program Revenue and Fundraising Expenses. 
Whether your PTA/PTSA uses an accountant to prepare tax returns or the treasurer does it, the Annual Financial Report provides crucial information.

If you have PTA/PTSA questions, please ask us

The volunteers on the 17th District PTA board are happy to answer your PTA/PTSA questions to make your job easier.  Email us at

Happy New Year!  Get inspired!

We hope you will find inspiration from the PTA resources mentioned in this newsletter.
Daniela Relaford, President, and the entire board of the 17th District PTA
Copyright © 2021 17th District PTA, All rights reserved.

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