Keep Your PTA Safe from Scam Emails

PTAs are often the target of scammers. It's important for PTA officers to know the red flags to look out for to help keep your PTA safe.

Scam Emails
Some scams may spoof the email of another officer to help make the request look legitimate. But there are things to check for before you reply:

• Confirm the actual "from" address of the sender - don't just rely on the name that is shown.
• Does this email look and sound like other emails you have received from this person?
• Does this email ask you to do something that is not in alignment with current financial or money handling policies?
• If there is any question about an email, pick up the phone and talk to the person to double check on the message.

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. Wire transfers are not recommended for PTAs. Instead you should have a clear funds disbursement procedure that is well documented for your records.

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

• Establish clear lines of communication between board members.
• 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)

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 recently updated their own money handling policies, and it is available for you to use as a sample. Still have questions? Contact Council Treasurer, Serena Xu.

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!

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