Running a PTA can be a very rewarding challenge. Below you will find helpful documents, forms and samples to help you and your unit be successful.
- 2017-2018 Officers List – This will take you to Member Planet. If it doesn’t recognize your email address, please send an email to firstname.lastname@example.org
- Membership Report-Cover Submittal form 2016
- Local Unit Membership Listing Report (Excel) – Please use this spreadsheet when submitting the membership information to the Colorado PTA Office
- Membership Card Template 2016-2017
- Business for PTA
- Finance Review/Audit Committee Report with instructions
- Sample Meeting Minutes
- Sample Meeting Agenda
Bylaws Template – Please email the Colorado PTA Office to request the most up to date copy.
- PTA President’s Quick Reference Guide*
- Sample Needs Assessment Survey
- How to Use Needs Assessment
- Basic Responsibilities of the Secretary*
- Basic Responsibilities of the Vice President *
- Basic Responsibilities of the Treasurer*
- Board Basic Responsibilities Checklist*
- Working with a Board – President’s Tip Sheet
- Meeting Tips
- Sample Meeting Minutes
- Sample Meeting Agenda
- Suggested Bylaws Checklist
- Sample Goal Planning Guide
- Sample Plan of Work
- Dos and Don’ts of Partnering with Administrators
- Dos and Don’ts of Partnering with Teachers
- Sample PTA Candidate Interview Questions
- Sample Board Candidate Checklist
- Sample Candidate Application Form
- E-Learning – Get valuable training in your PJs! Train your entire board in between board meetings without ever leaving your homes.
- National Standards for Family-School Partnerships – Work smarter, not harder! Target your PTA’s efforts and have a profound impact on student success.
- Local Leader Resources – You were elected to lead. Let National PTA help you with tools and resources.
Tax Filing for Nonprofit Organizations
This is the time of year most of our units hate, tax filing time. It doesn’t need to be that hard. One thing to know is that all PTA units, chartered under Colorado PTA, are required to file their 990. This is the requirement of the Internal Revenue Service as a tax exempt organization. The 990 EZ or N is due by the 15th day of the 5th month after the close of your tax year. For example, if your tax year ended on June 30, the 990 is due November 15th. 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 as to which 990 to file:
- 990 – Total deposits (gross receipts) greater than or equal to $200,000
- 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 the e-Postcard until after your tax year ends. Need more information on filing from the IRS, or have further questions. Visit the IRS Website. Once the treasurer of your unit has filed, submit a copy of the 990 EZ or the electronic acceptance of the 990 N to the Colorado PTA office in one of the following ways: Mail: 7859 W 38th Avenue, Wheat Ridge CO 80033 Email: email@example.com Fax: (303) 420-7703 If a unit is unable to file by the due date, there can be penalties and fines. Here is the 8868 form to file a 3 month extension 8868 Form. For more information about the fines and penalties Fines and Penalties
Check Out the PTA Fundraising Marketplace
The Fundraising Marketplace can help PTAs demonstrate unique school fundraising ideas and strategies to run effective fundraisers. Find vendors and services to help make your PTA fundraiser a success! Learn more about these resources and tools.
National PTA Resources
- Treasurer/Financial Resources
- Local Leader Resources
- Additional Resources
- Bylaws, Parliamentary Procedures and Amendments
- Nominating Candidates
- State Conventions and Leadership Training’s
- Travel Information
- Money Matters in an Electronic Environment (PDF)
- Fraud in Your PTA Pamphlet (PDF)
- Federal Requirements
- Tax-Exempt Revocation
- Form 990 Requirements
- Financial Statement Template (Excel Spreadsheet)
How do I get my PTA’s IRS determination letter? Send an email to firstname.lastname@example.org. Colorado PTA issues a letter verifying and confirming your PTA’s EIN and the subordinate relationship between your local PTA and the state PTA upon requests. It will include a copy of Colorado PTA’s determination letter from the IRS. 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 email@example.com to receive an electronic copy.
Where do I find the forms for the Financial Review, Membership Reports? Most of our forms can be found on our website, under the tab Resources, then Officers (forms, etc).
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 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 firstname.lastname@example.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, click here for a listing.