Financial Officers

The treasurer (required), financial secretary (optional), and financial reviewer are generally considered the financial officers of the PTA but all board members have fiduciary responsibilities to the PTA.  All unit, council and district PTAs are required to have a financial reviewer who may be elected, appointed, or hired in accordance with bylaws.  Job duties for the financial officer roles are detailed in the PTA bylaws, standing rules and job descriptions – consult these for further information.

On this page you will find forms, information and resources that can be used to assist the financial officers and unit presidents.

Financial Calendar, Task Lists & Helpful Links

Financial Forms & Sample Reports

Taxes (Federal & State) and Government Requirements & Forms

The October 15th deadline for filing federal returns with the IRS, state returns with the FTB, and Charitable Trust Renewals with the OAG is quickly approaching.  PTAs are income tax exempt (not sales tax exempt) but must adhere to state filing requirements therefore each Unit must file the following annually:

 

  • A Federal IRS Form (only one of the listed forms)
    • 990N – electronic form
    • 990EZ – will require a tax preparer
    • 990 – will require a tax preparer
  • A California State Franchise Tax Board (FTB) Form (only one of the listed forms)
    • 199N – electronic form
    • 199 – will require a tax preparer
    • Additionally, PTAs that have unrelated business income of $1,000 or more are required to file Form 109with the Franchise Tax Board
  • The California State Office of the Attorney General (OAG) Annual Registration Form (RRF-1)
    • If your unit has noncash contributions/in-kind donations, they must be tracked and the fair market value must be added to the gross revenue/receipts amount.  Noncash contributions are any donation that is not cash. Examples include donated supplies, materials, licensing agreements, services and items that were not reimbursed.  Additionally, noncash contributions items are utilized internally by the PTA and are not intended to generate a profit (ex. are not sold, auctioned or raffled off).  Donated items that become PTA Assets, should be included in the Other Asset section and not as noncash contributions.  While not a required report, noncash donations should be tracked in a separate spreadsheet – they don’t need to be entered into MyPTEZ.
    • If your average gross revenue/receipts is LESS than $50,000 AND a 990N was filed, file a CT-TR-1 with the RRF-1. Include:
      • renewal fee determined using the fee schedule
      • lists of Other Assets, Other Liabilities, Other Revenue and Other Expenses
    • If your average gross revenue is $50,000 or MORE, include a copy of the 990EZ or 990 with the RRF-1
    • Average gross revenue is computed by taking the last three most recent years gross revenue and dividing by three

 

Example:

Gross revenue for 2020-2021 = $15,000

Gross revenue for 2021-2022 = $52,000

Gross revenue for 2022-2023 = $45,000

Total Gross revenue               = $112,000

Average Gross revenue           = $37,733

 

Gross revenue for 2020-2021 = $45,000

Gross revenue for 2021-2022 = $52,000

Gross revenue for 2022-2023 = $61,000

Total Gross revenue               = $158,000

Average Gross revenue           = $52,667

 

Forms to file: 990N, 199N, RRF-1,

CT-TR-1

 

Forms to file: 990EZ, 199, RRF-1 attaching a copy of the 990EZ

 

If you filed for an extension (Form 8868) with the IRS, you are also granted an extension for the RRF-1

Units that are incorporated must also file a Statement of Information – Nonprofit (Form SI-100) with the California Secretary of State (due biennially in the month of incorporation).  A filing fee is required.

You can file the forms in whatever order you would like but since you need the gross revenue number from the CT-TR-1 for the IRS, FTB and RRF-1, complete ALL forms and before you file any of them. 

Once everything has been filed, please upload the returns/forms AND proof of filing to the BCPTA Google rive.

For units filing the 990N and 199N, it’s important to print out a confirmation page showing acceptance of filing by the IRS and by the FTB.   This is your only proof of filing.

For units filing the 990EZ/990 and 199, your accountant should send you proof of acceptance of the e-filed returns.

You have an option to file the RRF-1 either online or by mail.  If you are mailing your RRF-1 filing, you should send it certified mail, return receipt requested, to prove timely filing and receipt by the OAG.  Do not forget to include either your CT-TR-1 or a copy of your 990EZ, and a check for the renewal fee.

We received a letter from the IRS / FTB / OAG. What do we do??

If at any time you receive a letter, postcard, invoice, or other communication from a government agency such as the Internal Revenue Service (IRS), California Franchise Tax Board (FTB), California Attorney General (AG), California Department of Justice (DOJ), or California Secretary of State (SOS), it is imperative that you notify the BCPTA Treasurer immediately.  We will ask you to email us a copy of the letter you received and will assist you in resolving the issue.  DO NOT call these agencies directly!

 

Budgeting

The budget is a financial representation of the goals, activities and operations a PTA expects to conduct during a specified time period. The budget estimates income and expenses for the year and must be presented to the association for approval and recorded in the association minutes. The budget must coincide with the term of office, which is usually also the association’s fiscal year.

Developing the Budget
Recommended Budget Line Items
Funds Not Belonging to the Unit
Approving the Budget
Amending the Budget
Protecting PTA Tax Exemption

Sample Budget & Category Classification

10 Tips for Creating a PTA Budget

 

Financial Review

A financial review is a formal examination of the financial books and records of the financial officers of the PTA. It serves to certify that receipts and expenditures, as authorized in the minutes, are in conformity with bylaws, standing rules, and budget limitations. The PTA financial review serves as an official examination of the financial records conducted by the financial reviewer, appointed financial review committee, or paid professional auditor at the times specified in the bylaws and when there is a change in financial officers.

Important Forms and Links

Burbank Council PTA 2023 – 2024 Financial Calendar

CLICK HERE to access the CAPTA.org Tax Filing Support Center

CLICK HERE to access the FINANCE section of the California State PTA online Toolkit

STATE AND FEDERAL TAX REQUIREMENTS

Tax Filing Requirements

All About Raffles

PTA FINANCE FORMS & SAMPLE REPORTS

Unit Payment Authorization / Request for Reimbursement Form

Authorization to Transfer Funds Between Accounts

Authorization to Purchase Over the Internet

Request for Advance Form

Donation Receipt

Unit Warrant Form

Council PTA Unit Remittance Form

Cash Verification Form

Annual Financial Report Sample

Annual Financial Report Sample

PTA FINANCE HOW-TOS

Financial Secretary Duties & Sample Report

Paying Bills Between Association Meetings

How to Sign Contracts

THE PTA BUDGET

PTA Budgeting

Sample PTA Budget

THE PTA AUDIT

PTA Audit

Still have questions?

Treasurers email the BCPTA treasurer at Treasurer@BurbankCouncilPTA.org

Financial Reviewers email the BCPTA financial at  FinancialReviewer@BurbankCouncilPTA.org

Financial Secretaries email BCPTA financial secretary at FinancialSecretary@BurbankCouncilPTA.org