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Dear Treasurers, Presidents, and other officers too,
The IRS DOES NOT allow for any extensions if gross receipts are $50,000 or less, so you MUST file by November 15.
Although
the IRS and State of California have a November 15 deadline, we would like all units to file no later than
Tues
day, Nov 7
.
The good news is, if your unit made
$50,000
or less, it will take you less than
one hour to complete all three forms.
All PTA units have to file three returns each year by November 15
.
You must file with each of the following agencies, even if your PTA made $0 last year:
- IRS - Form 990n
- California Franchise Tax Board (FTB) - Form 199n
- California Attorney General - Form RRF-1
- IRS rule: a PTA/PTSA will automatically lose its tax exempt status for not filing for three consecutive years, so file now!
- FTB rule: every unit must file or have filed for 2010, 2011, 2012, 2013, 2014, 2015, and 2016 by November 15 or they will lose their California tax exempt status.
Whenever you receive correspondence from a governmental agency
,
be sure to check with your district PTA and provide them with a copy of what you
received.
Do not call the government agency directly
because California State PTA
has a relationship with these agencies and can more effectively and correctly address
any issues that arise.
What you will need before starting the forms:
Your unit bylaws will have:
- The official name of your PTA is on the cover. See note below concerning 990n/990EZ/990.
- Your school Address as listed on your bylaws.
- EIN, FTB, and CT number - your bylaws have them listed in Article XIV - Identification Numbers and Fiscal Year or contact your council (in council) or Sixth District for help.
- Fiscal Year is also found in Article XIV.
Name of a principal officer (usually the president, but it can be any elected officer). Address of officer can be the school address.
Login ID and password - The IRS is now hosting the 990n site. If your PTA registered last year, then you do not need to register again this year if you know your username. If you do not or have not registered, then you will need to set up a PTA account before filing the Form 990-N. Leave plenty of time to do this - do not wait until the last minute.
You need to know your gross receipts before you start the forms online.
You need to know your total assets -
-
Ending balance that is on your
Annual Financial Report
for the year.
- This is the amount of money that your unit has on June 30, 2016 from all sources. This includes bank accounts checking, savings, CDs, cash, and if you have paper scrip or gift cards, then its value.
If gross receipts are $50,000 or less:
Electronically file the 990N
to the IRS - Form 990n
- Do not use a smart phone to register or file your Form 990-N.
- The Form 990-N electronic-filing system was moved from Urban Institute's website to IRS.gov on Feb. 29, 2016. This is the second year using the IRS site to file the 990n.
- If your PTA registered last year, then you do not need to register again this year if you know the username.
- If you do not have the user name or have not registered, then you will need to set up a PTA account before filing the Form 990-N. Leave plenty of time to do this - do not wait until the last minute.
- Remember to write down your password and answers to the four security questions.
- Your official PTA name for the IRS is:
PTA California Congress of Parents, Teachers, and Students, Inc
(all PTA's in California have this official name with the IRS)
DBA (doing business as) - use your PTA unit's name
(the name on the cover of your bylaws)
- The IRS only asks a yes or no question - did you make less than $50,000?
- The IRS no longer sends an email confirming your submission. Click on the word PRINT at the bottom of the page to print a copy for your records. Once you leave the page, you will not be able to print this filing.
- After making a copy, click on "Manage Form 990-N Submissions" button.
- After 7 minutes, refresh the page (F5 key for Windows; Command-R for Mac) and the GET UPDATED STATUS button will be visible. Select GET UPDATED STATUS to see if your submission was accepted or rejected.
Electronically file the 199n
for the FTB - Form 199n
- The 199n requires you to fill-in what were the gross receipts for the year.
- Gross receipts - your PTA's income excluding funds not belonging to the unit.
- Your official PTA name for the FTB is: your PTA unit's name (the name on the cover of your bylaws)
- Important: You must PRINT your 199n at the time you file. Please do this before you leave the FTB confirmation screen.
- The FTB does NOT send an email or have a public copy available.
Mail a paper copy of the RRF-1
to the CA Attorney General -
Form RRF-1
- It must be postmarked by November 15.
- For a sample filled-in RRF-1 (annotated RRF-1)
- CT Number: Enter Charitable Trust Number
- Your official PTA name for the CA Attorney General is: your PTA unit's name (the name on the cover of your bylaws)
- Address: Use school address
- CA Corp Number: Use the Entity or FTB number
- Federal Employer ID Number: Enter your EIN
RRF-1, Part A:
On the RRF-1, you will need to fill-in a number for:
- Total assets (what's in all of your checking/saving/CDs/paper scrip/gift cards accounts on June 30).
- Gross receipts (CA Attorney General uses a different guideline for what is gross receipts)
Gross Annual Revenue ONLY for CA Atty General:
990N - Use Annual Financial Report - Income minus fundraising expense
990EZ - Part 1 Line 9 (check using Annual Financial Report)
990 - Part 1, Line 12 (check using Annual Financial Report)
Example: AFR Gross Receipts =$31,500 Fundraising Expense= $ 9,500
The Gross receipts for RRF-1=22,0000
- If your PTA unit made less than $25,000 there is no fee.
- If your unit made between $25,001 and $50,000, you will need to include a check for $25 made out to Attorney General's Registry of Charitable Trust.
RRF-1, Part B:
If you answer "YES" to any questions in Part B, you must attach an additional page with an explanation. The RRF-1 will not be accepted by the Attorney General without the attachment.
- RRF-1 - Question 9 - Did your organization have prepared an audited financial statement in accordance with generally accepted accounting principles for this reporting period? The answer is no, unless your unit paid several thousand dollars to an accounting firm to do the audit.
Tips for filing your forms:
* Use your official PTA name
IRS -
Official name is PTA California Congress of Parents, Teachers, Students, Inc
(all PTA's in California have this official name with the IRS)
DBA (doing business as) - use your PTA unit's name
(the name on the cover of your bylaws)
FTB and CA Attorney General -
Official name is your PTA unit's name (the name on the cover of your bylaws)
* Make sure you are also using the correct identification numbers
(EIN, Entity/FTB Number, and CT Number)
These numbers can be found in your bylaws, ARTICLE XIII - FISCAL YEAR AND
IDENTIFICATION NUMBER or contact your council PTA or district PTA.
* If your unit raises less than $50,000 you probably do not need to use a
tax consultant. But if you do use one, please know that not all tax
professionals understand non-profit filing.
and not the government agency.
****************************************
Whenever you receive correspondence from a governmental agency
,
be sure to check with your district PTA and provide them with a copy of what you
received.
Do not call the government agency directly
because California State PTA
has a relationship with these agencies and can more effectively and correctly address
any issues that arise.
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Questions: Contact Sixth District Treasurer, Sandee Ruiz
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