PTA Employee and Contractor Agreement

What a good one includes

• A clear worker classification clause explicitly stating whether the worker is an independent contractor receiving a 1099 or an employee receiving a W-2 to ensure tax compliance.
• A detailed scope of work outlining the specific programs, hours, student-to-instructor ratios, and curriculum responsibilities expected of the hire.
• Clear compensation terms, including exact payment rates, invoice submission schedules, and the specific budget caps approved by the PTA board.
• A mandatory background check and fingerprinting clause complying with local school district safety standards for individuals working around children.
• An indemnification and liability clause requiring contractors to carry their own general liability insurance or detailing how the PTA's insurance covers them.
• A clear termination clause explaining how either party can end the agreement early with written notice, protecting the PTA's seasonal budget.

Common mistakes to avoid

• Misclassifying regular after-school instructors as independent contractors when federal or state labor laws dictate they should be treated as part-time employees.
• Forgetting to align the contract terms with the local school district’s strict campus access and student safety policies.
• Failing to specify who owns the curriculum, materials, or event photos created during the contract period.
• Assuming the national or state PTA general liability policy automatically covers independent vendors without verifying rider requirements.

Frequently asked questions