Insurance
PTA Insurance
ALL insurance payments must be made directly to our insurance broker AIM (Association Insurance Management, Inc). DO NOT SEND INSURANCE PREMIUMS THROUGH COUNCIL/DISTRICT CHANNELS!
Every PTA must purchase insurance directly from AIM. Do NOT send payments through channels.
Starting approximately October 1st, the PTA President will receive an email from AIM with a link to the Insurance Renewal Portal, where either the President or Treasurer must complete the questionnaire and submit payment.
View this short video tutorial* on how to use the portal and make your payment.
* 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.
Workers' Comp
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, 2025 through January 31, 2026.
Resources to help you file your Workers' Comp report:
- Grab N’ Go Instructional Video for Completing and Submitting the Online WC Report Form
- NOTE: This video was produced last year and refers to the 2023-2024 insurance year. You are reporting payees for the insurance period from January 5, 2025, through January 4, 2026.
- Detailed information regarding the Workers’ Compensation Annual Payroll Report (English | Spanish) from the 2025 Financial Mailer
- Complete the 2025-2026 Workers’ Compensation Annual Payroll Report 3 Easy Steps (English | Spanish)
- Annotated Workers’ Compensation Annual Payroll Report Form (English | Spanish)
- Workers’ Compensation Annual Payroll Report (English | Spanish)
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.
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.
- 2025 Insurance Guide — English and Spanish
- Waiver Forms Packet (Fillable PDF in both English and Spanish)
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.
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.
Incident Reports
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):
- Email a copy to: PTAclaims@aim-companies.com or FAX to (214) 360-0802
- Email copy to all three (3) of the above.
Important Dates!
- January 4
Insurance due*; late fee is $50 - January 31
Workers' Comp report
*Please allow time for it to arrive by the deadline if you are paying by check. It is “received by”, not “postmarked by” the 4th.
Questions?
- capta@aim-companies.com
- (800) 876-4044 or (214) 360-0801