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PTA/PTSA grant guidance

PTA Grant Guidance for Schools and PTAs

Please review this document and refer to it throughout the school year as it provides guidance and protocols for PTA (PTA/PTO/PTSA) organizations and schools.

Step 1: School works with the PTA to initiate a grant

Principals fill out the Advance Commitment to Expend Grant Funds form online (staff login required). This form requires certification from the Principal that the commitment has been authorized by the PTA. The Grants department will route the completed form via Docusign for signature from an authorized PTA representative.

The Advance Commitment form should be filled out:

  • During the February/March budgeting period for the following school year
  • Any time the school receives additional PTA grant funds

If the PTA sends a check up-front, it should be sent to:

Attn: Alison Wong, Grants Coordinator
John Stanford Center for Excellence in Education
Mail Stop 33-182
PO Box 34165
Seattle, WA  98124-1165

Step 2: The Grants department will confirm receipt of the letter

The Grants department will confirm DocuSign of the grant commitment by sending the school principal a Fund Code document, which outlines the amount received, the period the grant covers, the purpose(s) it should be used for, and the points of contact associated with the grant. It will also outline any terms or conditions specified by the PTA for receipt and use of the funds. If a check was received, a copy of the check will be attached. If the billing option is chosen, that will be indicated on the document.

  • If a check is sent up-front, the Grants department will get the PTA check to the Accounting department for deposit. Otherwise, the Accounting department will invoice the PTA as indicated on the Advance Commitment form, e.g., quarterly billing.
    • 4th quarter invoices will outline any underspend or overage in expenditures for the school year. We encourage you to monitor spending throughout the year.
    • The Accounting department will notify schools mid-fall of the following school year if any rollover balance is available. If so, Fund Code Modification document will be sent. The process of authorization must be completed again at this time if the original letter does not indicate funds can be rolled over to the following year.

Step 3: Budget Loaded in SAP

Once the Grants department receives the DocuSigned Advance Commitment form, the budget will be loaded in SAP, SPS’ finance system.

  • Schools will not see PTA funding in their budget until this step is complete and will not be able to draw down on funding until the budget is loaded, so please be sure to send official authorization.
  • Any expenses used for PTA grant purposes should be charged to the appropriate grant cost center(s).
  • If a school receives funding for staffing, the next step after receiving the Fund Code document is to contact your HR Business Partner to ensure the position is staffed at the correct FTE.
  • Sick leave: If a PTA grant covers staffing, costs for sick leave substitutes will be charged to the grant. Schools are responsible for sick leave substitute costs when they occur related to the staff on the grant. The Central Office budget does not cover these costs.

Note

Please note that if school needs change and your school wants to use PTA funding for anything other than what is specified in the original Advance Commitment form or PTA letter, the school must get authorization from the PTA first to make these changes. For compliance reasons, the Grants department needs official written documentation from the PTA for any revisions made to the original purpose or amount of the grant. Unless the letter specifically says funding is for general and unrestricted use, PTA funds are considered restricted funding, which means funds may not be used for any other purpose than what is specified in the agreement. This policy also applies to any rollover funds received the following school year.

Helpful Tips

  • We encourage PTAs and schools to work together and stay in communication throughout the year in order to monitor grant funds and expenditures. The Grants Office does not monitor PTA grants but will load budgets, and transfer and reconcile funds, as requested. Additionally, we are available throughout the year to provide guidance on PTA grant related questions.
  • Historically, PTA funds have not exceeded $250,000, which is the threshold for needing official Board approval to authorize a grant. If your PTA is planning to max out their contribution close to this cap and is funding staffing, please plan for the additional cost of benefits, if applicable, to avoid exceeding this threshold.

Contacts

  • For assistance with budget transfers and general grant related questions:
    Ali Wong, Grants Coordinator
    ahwong@seattleschools.org
  • If you have budget questions regarding a PTA grant, please reach out to the Grants department directly and not the Budget department.
  • For PTA invoice or billing questions:
    Kelly Knight, Accounting Analyst
    krknight@seattleschools.org
  • For staffing questions, please contact your school’s HR Business Partner.