All the forms you need to remain a Local Unit in Good Standing! 

Download the Colorado PTA Local Unit Handbook! 

Looking for detailed information, materials and templates to use for the budget, vouchers, deposits, minutes, etc. Register for the guides for the officers and committee chairs with the Back to School Kit!

Details on Member Planet!

On April 28, 2017, you should have received an e-mail from MemberPlanet with instructions on how to claim your account. Complete your Officer’s List! Please have one representative from your PTA complete the Local Unit Officer’s List. This is the same information you have provided in the past via our Local Unit Officer’s List form and will be used to keep your Local PTA MemberPlanet information current.

We understand that change can be intimidating… we believe that once you have a chance to explore this user-friendly platform and see first hand the many ways it can ease the workload of your Local Unit officers, you will be as in love with it as we are! As always, please feel free to reach out to the Colorado PTA office, or your Colorado PTA Field Service Representative with any questions or concerns. You can also check out our CO PTA Success Site that has more tips on getting started. If you have any questions, you can reach out to MemberPlanet’s support team directly at support@memberplanet.com or 888-298-8845.

Unit In Good Standing

RequirementsInstructions
Officers List
  • Your officer list helps us provide you with valuable information throughout the year.
  • Turn in your Officers List to the Colorado PTA office by July 1. Visit Member Planet to complete. (If it doesn’t recognize your email address, please send an email to the Colorado PTA office.)
  • Don’t have all the information? That’s okay, send what you have and update with additional/updated information later.
Membership
  • Conduct an ongoing membership campaign.
  • Membership Reports and dues are required to be filed by October 1 and March 1 (even if no new members after October 1). Reports may be submitted as often as needed (you may want to file monthly to take advantage of our great membership drive rewards)!
  • When submitting the membership report please be sure to use the Membership Report Cover Sheet and submit the membership information using the Colorado PTA Membership Listing Report.
Insurance
  • PTA bylaws require local units to carry insurance including director/officer, liability, and bonding to be a Unit In Good Standing.
  • Colorado PTA has negotiated comprehensive coverage at volume discount rates from AIM as the preferred provider for the Colorado PTA. Your AIM renewal offer will come in September or early October and should not be confused with offers from other providers that might appear to be this annual insurance renewal.
  • A PTA unit may obtain insurance from another insurance provider as long as the coverage requirements of the bylaws are met. When considering other providers, it is recommended to compare coverage amounts and rates as well as the actions required by the provider for covering your PTA events and property. If selecting your own carrier, proof of insurance must be sent to the Colorado PTA office. Contact the Colorado PTA office if you have any additional questions.
Bylaws
  • Contact the Colorado PTA office for a copy of the current Bylaws template.
  • Your unit’s bylaws must be approved and reviewed any time you make a change and every three (3) years by the Colorado PTA Bylaws Committee.
  • Submit bylaws for approval by February 1.
    • Once your membership approves your bylaws, they are in effect. If you need help updating your bylaws, contact your Council/Region Representative or the Colorado PTA office.
    • Be sure to read your unit’s bylaws. They provide the structure of the local unit’s board, information on required meeting dates and other information necessary for the unit to function.
Fiduciary records
  • Conduct a financial review/audit within thirty (30) days of the close of the fiscal year. Your incoming President and Treasurer must sign the review and it needs to be presented to the members for adoption.
  • A copy of the Financial Review/Audit Committee Report must be sent to the Colorado PTA Office by the end of September.
  • All units must file the appropriate IRS Form 990 (990N – e-postcard, 990EZ, or 990). Deadline to file is the 15th day of the 5th month after your fiscal year ends (for example file by Nov 15 if your fiscal year ends June 30).
    • File a 990N online (your gross receipts are less than $50,000). If this is your first time, you will need to create an account. Make sure and record your User ID and password!
    • A copy of the IRS Form 990 filing must be sent to the Colorado PTA office.
    • Need to file for an extension? Provide Colorado PTA with documentation of the extension.
  • Units grossing over $25,000 for three or more consecutive years need to register with Secretary of State (Colorado Charitable Solicitations Act) for a small fee. Once you register, you must continue to renew annually.
    • A copy of the email confirmation received from the Secretary of the State must be sent to the Colorado PTA office.

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-N – Total deposits (gross receipts) of $50,000 or less

Remember: You cannot file the e-Postcard until after your fiscal year ends. Need more information on filing from the IRS, or have further questions. Visit the IRS Website. Please submit a copy of the 990 EZ or the electronic acceptance of the 990 N to the Colorado PTA office. 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.

Thank you for all that you do for the children of Colorado!

Please know that your Council/Region Representative or the Colorado PTA office is an email or phone call away for any questions, concerns, or assistance.

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AIM Insurance Rates Please feel free to contact AIM with all your insurance needs, (800)876-4044.  CO Package 1- $195.00 or CO Package 2- $240.00