Below you will find answers to some of the frequently asked questions we receive from PTA Leaders.

 

How do I get my PTA’s IRS determination letter?

Send an email to office@copta.org.  Colorado PTA requires the PTA unit to be in good standing (See HUGS) before the letter will be released to your PTA.

 

Do I have to pay sales taxes on our PTA’s purchases?

Your unit shouldn’t pay Colorado sales tax on most purchases made by your PTA as Colorado PTA has the Sales/Use Tax Exempt certificate for use by local PTAs. Send an email to office@copta.org to receive an electronic copy. There are a few local government entities that do require that PTA pay a city sales tax on fundraising items, such as Wheat Ridge.

 

Where do I find the forms for the Financial Review, Membership Reports?

They are all available for you HERE. If you have questions or need assistance, contact aavp@jeffcopta.org and we will help you!

 

What happens if we’re late with the membership dues?

Your PTA unit will not be considered in good standing until the office receives the dues.

 

Why are you asking for our membership contact information?

Every member that joins your PTA automatically is a member of Jeffco PTA, Colorado PTA and National PTA.  Having contact information ensures that your members receive PTA communication, benefits, and resources.

 

Our PTA is suspended by the Secretary of the State of Colorado-Charitable Solicitations, what do we do?

Typically a PTA is suspended because they weren’t aware of the need to renew the registration annually.  We recommend setting up an email account that will be handed down to future officers to ensure the delivery of reminders.  Upon set up this email account, send an email to charitable@sos.state.co.us requesting help to reset the log in and password.  Be sure to include your PTA’s EIN# in this email. If you are unsure of your EIN#, contact your AAVP or aavp@jeffcopta.org for assistance.

 

Can we pay for child care providers during our meetings?

Yes, your unit can pay for childcare providers, HOWEVER, they are not covered by AIM Insurance as they are considered to be independent contractors. If your membership approves this expense, be sure that the providers have liability insurance. If your PTA pays a contractor $600 or more in a calendar year, you will need to provide IRS Form 1099 to the contractor and file IRS Form 1096.

AIM Insurance recommends using at least two volunteers, 18 years or older.  Please check out their great Resource Guide.

 

Do we have to do a financial review/audit?  How do we do a financial review/audit?

Yes, this is required by the IRS and AIM Insurance.  Plus, this provides transparency and accountability to your members.  First, check your PTA unit’s bylaws for information on how to set up the Audit/Financial Review Committee.  Then visit www.ptakit.org for guidance about conducting the Financial Review or Audit or contact us at aavp@jeffcopta.org and we’ll be happy to help you.

 

Who approves the budget?

The board prepares and presents a budget for the membership to approve, usually at the first general meeting of the year.  When there are additional expenses or a change in an allocated item, the budget may be amended, with advance notice, by a vote of the membership at any regular meeting or at a special meeting called for that purpose.  Be sure to check out www.ptakit.org for more in depth information.

 

How do I get a copy of my unit’s bylaws? How do I get the template? Why do I have to conduct the three year review of the bylaws?

If you need a copy of your unit’s bylaws or the local unit bylaws template, send a request to office@copta.org.  Your Region Director or Council can help with the process.

National PTA and/or Colorado PTA may make changes to the bylaws; thus conducting the three year review with the current version of the local unit bylaws template ensures that your PTA’s bylaws are up to date.  Typically the changes that National PTA and/or Colorado PTA make are in direct response to legislation affecting not-for-profit organizations and associations.

 

Our PTA received a letter from the IRS, what do we do and can you help?

Please scan, fax, or take a picture of the letter and send/email to aavp@jeffcopta.org.  Please do not respond to their letter until after we have provided advice. We can help your PTA respond appropriately and in most situations issues are resolved quickly.

 

How do I get started, I don’t know where to begin?

We know that it can be hard when you’re not sure what to ask.  Read our newsletters (check your Junk Mail/All Mail folder or let us know if you aren’t receiving them) and PLEASE forward on to your members! Visit our website www.jcpta.org and of course your Articulation Area Vice Presidents are always an e-mail away.

 

Register for the Official PTA Back to School Kit at www.ptakit.org and turn possibilities into realities.