Avoid Getting Scammed by Phishing Emails

PTAs are often the target of scammers. It's important for PTA officers to know the red flags and how to help keep your PTA safe from online fraud.

​As a non-profit association, PTA can be vulnerable to cybercrimes. As a PTA leader, you are a person most likely to receive these types of emails. 

Scam Emails and Spoofing
The senders email may appear to come from another officer in your PTA such as the President or Treasurer, your bank or one of your vendors to help make the request look legitimate, but the email address is spoofed. There are things you can check for:

• Confirm the actual "from" address of the sender - don't rely only on the name that is shown.
• Does this email look and sound like other emails you have received from this person or institution?
• Does this email ask you to do something that is not in alignment with current financial or money handling policies?
• Often these emails will state the sender is unavailable in a meeting, or out of town, and sending money is an urgent matter. 
• Text or call the sender using an already established contact to verify the authenticity of the request. Do not call the number provided in the email. 

​Common Scams

• Asking for gift cards. Remember gift cards are the equivalent of cash and if the email is acted upon, there is likely no recourse to get the money back.
• Requesting a wire transfer usually through peer to peer (P2P) digital money transfer services such as PayPal, Zelle, Venmo, CashApp, ApplePay, etc. Wire transfers and P2P digital services are not recommended for PTAs. Instead you should have a clear funds disbursement procedure that is well documented for your records.​
• The email message may direct you to a spoofed website or otherwise get you to divulge private information such as bank account information or account passwords. The perpetrators then use this private information to commit identity theft or trick you to send money usually through peer to peer digital money transfer services. 
  • Note that the scammers are getting more convincing especially since the introduction of AI bots (Artificial Intelligence). In the past these emails could easily be spotted with the large number of spelling errors and poor grammar. Now scammers are relying on AI to get the wording (and the spelling) spot on! 
    
    

Protecting Your PTA
There are a few things you and your board should be doing in order to protect your PTA:

• If you get an email from a fellow PTA officer asking to transfer funds, do not send money. Verify the authenticity of the request by phoning the officer using a phone number already established in your contacts.
• Establish clear lines of communication between board members.
• Do not let anyone rush you into making a decision because it needs to be done now. Scammers will use the sense of urgency to get you to bypass best practices. 
• Make your entire board including chairs aware of these type of scams and remind the board of money handling best practices. 
• Know your budget well. The best indicator of a potential fraudulent activity is a request that is made for something outside of your PTAs member-approved budget.
• Make sure your board of directors is well trained! View upcoming trainings here.
• Make sure you have well documented procedures and processes for money disbursement. (See below)
• Do not click any links or download any attachments in the suspicious email.
• Inform your board that Washington State PTA and Northshore Council will not ask you to transfer money, provide personal information, or provide banking information over email.
• Verify the identity of anyone who requests your personal information by using reliable, independent means.
• Never provide banking or confidential financial or personal information in response to a suspicious email or an unverified website or form.

Step to Take If Your PTA is Victim of Fraud
​In the unfortunate event that a scammer is successful, here are are some steps your PTA should follow if funds came from your PTA account:

1. Contact your bank and put a hold on the account and stop payment on the scam payment. 
2. Call an emergency board meeting (Wait time can be waived if agreed upon by Board.) 
3. Email [email protected]
4. Call AIM to confirm insurance, etc.
5. Decide as a board if filing a police report. 

​Money Handling Policy

• Does your PTA have a money handling policy?
• Has your PTA updated their policy to include online banking?

Money handling policies are important to have so that it is very clear how your members and board are handling the funds of the PTA. Having these policies written out, communicated, and followed helps safeguard your PTA from scammers, and mishandled money. They should include how you handle your cash, checks, deposits, withdrawals, any online money access, and more.  

Need some help putting your money handling policies together or updating them? Council's money handling policies is available for you to use as a sample. Still have questions? Contact Council Treasurer Brenae Brix.

---

​More Online Safety Tips & How to Report Internet Fraud

• Spoofing and Phishing - FBI 
• How to Recognize and Avoid Phishing Scams - FTC Consumer Advice
• Internet Crime Complaint Center (IC3) - FBI
  

How To Report Phishing
If you got a phishing email or text message, report it. The information you give helps fight scammers.

• If you got a phishing email, forward it to the Anti-Phishing Working Group at [email protected].
• If you got a phishing text message, forward it to SPAM (7726).
• Report the phishing attempt to the FTC at ReportFraud.ftc.gov.

​​Remember: There is nothing more urgent for your PTA than to follow best practices and policies to ensure you don't get caught in a scam!