This is the time of year most of our units hate, tax filing time.  It doesn’t need to be that hard!  As a tax exempt organization, Tax Filing is an Internal Revenue Service (IRS) requirement.  Your unit’s 990 is due by the 15^th day of the 5^th month after the close of your tax year.  This is usually either October 15^th for tax year end of May 31 OR November 15^th for tax year end of June 30. If the due date falls on a Saturday, Sunday or legal holiday, the due date is the next business day.  Here is a simple guide for which 990 to file:

• 990 – Total deposits (gross receipts) greater than or equal to $200,000.
  • Form
  • Instructions
• 990-EZ – Total deposits (gross receipts) less than $200,000 and greater than $50,000  990 EZ Form; 990 EZ instructions
• 990-N – Total deposits (gross receipts) of $50,000 or less 990 N Filing This is an Electronic Notice (e-Postcard) not an actual form.

Remember: You cannot file your 990 until after your tax year ends.  If you need more info or have further questions: Visit the IRS website.  After filing, submit a copy of your 990 or 990EZ, or your electronic acceptance of the 990N to the Colorado PTA office, via Mail: 7859 W. 38^th Ave., Wheat Ridge, CO 80033; Email: office@copta.org ; OR Fax: 303-420-7703.

• 8868 6 Month Automatic Extension

Colorado Charitable Solicitations Act (CCSA)

At Tax Filing time, your unit is also required to register for the CCSA, ONLY if your unit’s Total deposits (gross receipts) is over $25,000 for 3 consecutive years.  As a tax exempt organization in Colorado, CCSA Filing is a requirement of the Colorado Secretary of State.  Here is the link where you register and report annually.

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

Membership reports and remittance of dues are not considered late as long as they are postmarked by the due date.  If your PTA is participating in Reflections, the Membership Challenge, or other programs/awards, it is necessary to remit on time. Otherwise, your PTA unit will not be considered to be 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 becomes a member of Colorado PTA and National PTA.  We only share the database with support volunteers such as PTA Region Directors and Councils.

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, it will need to provide IRS Form 1099 and file IRS Form 1096. AIM Insurance recommends using at least two volunteers, 18 years or older.  Please check out their great Resource Guide.  See the Additional Resources section to download a copy.

Do we have to do a(n) financial review/audit?  How do we do a(n) 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.  The Financial Review/Audit Committee Report form is available at www.copta.org, under the tab, “Resources, “then “Officers – (Forms, etc.)

 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 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.

 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.  Contact your AAVP to help guide you on your next steps. Don’t know who your AAVP is or how to contact them? – No problem, email aavp@jeffcopta.org.