Using the volunteer tally sheet
The volunteer tally sheet helps the historian of the PTA/PTSA unit, council or district to collect the
hours its members expend in their PTA-related work and activities. The best practice is to circulate
this form during board meetings so all members present can report their hours. At the end of the PTA
year, the unit historian reports the total volunteer hours in the unit annual report and submits it to the
council and district. The council and district PTAs then include these in their annual report to the
California State PTA.
What hours should be included on the tally sheet?
Volunteer hours should include participation in school or community service or activities benefiting
children, units, council, district, state and National PTA programs, projects, training, and PTA-related
travel, phone, meetings and paperwork time. The hours reported after school ends before June 30
should be projected in the annual report.
Where do you report events and activities?
Events and activities during the year that benefit the children may be included in the narrative portion
of the annual report.
Why do we collect and report volunteer hours?
• The California State PTA requires filing of annual reports in accordance with unit, council
and district bylaws.
• The collection of hours is important in maintaining PTA’s tax-exempt status. An organization
granted nonprofit charitable status must receive one-third of its support from the general
• In addition, information on this report is used for advocacy and program planning purposes.
• Valuation of service hours expended in carrying out the purposes for which it was formed will
positively affect the public support of PTA.
For more information, see the Toolkit
or the California State PTA website at www.capta.org,
or e-mail your questions to firstname.lastname@example.org.
Member Services Commission
California State PTA www.capta.org The Communicator July 2010
Find a copy of the Annual Unit Historian Report Form at http://www.capta.org/sections/resources/downloads/toolkit-2009/toolkit-en-09.pdf