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Forms to Keep
Your Unit
In Good Standing

Colorado PTA is providing Givebacks (formerly MemberHub), a FREE online tool valued at $1,200 per year, to all local PTA/PTSAs! Givebacks makes it easier to run your unit — stay in good standing, engage families, raise funds, and more. You’ll save hours on administrative tasks, so you can focus on connecting with your children and engaging your school community.

We launched Givebacks to all local PTAs/PTSAs in Colorado a few years ago. Givebacks provides useful training sessions for all PTA officers/leaders, so please be sure to take advantage of the opportunity to register for help in using this valuable tool for your PTA.
Helpful Givebacks Resources to get started:

View the Givebacks Welcome Package

Click here for a General information and instruction sheet on setting up your Givebacks account/login, and accomplishing basic tasks.

Givebacks PTA Board Information Packet

Contact Givebacks Customer Support with questions: support@memberhub.com

Register to Attend Training Sessions:
Online LIVE Training Schedule – Givebacks Help Center.

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.

Unit In Good Standing

RequirementsInstructions
Officers List
  • Your unit’s Officer list helps us provide you with valuable information throughout the year.
  • Complete the Officers List in Givebacks (formerly Memberhub) by July 1 each school year. Click HERE for information on how to set up your account in Givebacks (formerly Memberhub) and see instructions on how to add your Officers List. Don’t have all the information? That’s okay, enter what you have and update with additional information later.
Membership
  • Conduct an ongoing membership campaign year round.
  • Your Membership list and dues payments are required to be filed by October 1, February 1, and June 15 each school year. Update your list in Givebacks as often as needed to take advantage of our membership contests!
  • If you sell memberships online through your Givebacks site, your membership list will automatically populate with no need to upload a membership list. Otherwise, import the membership list with this TEMPLATE and pay your state dues in Givebacks: Detailed instructions can be found HERE. Alternatively, you may mail a check for the dues payment to the Colorado PTA Office AFTER importing your membership list into Givebacks using the template and instructions above.
Business Partnerships
  • Colorado PTA has launched a Business Partnership Program to encourage business support of PTA and the children of our community.
  • A Colorado PTA Business Partnership toolkit with resources and instructions can be found HERE, and you can purchase one or multiple business partnerships in the COLORADO PTA GIVEBACKS STORE. Please do not upload Business Partners on your membership list as they are not technically members. To sell partnerships online in your Givebacks store, follow these instructions to list them as DONATIONS.
Insurance
  • Colorado PTA has negotiated comprehensive insurance coverage, including director/officer liability and bonding at volume discount rates from AIM INSURANCE as the preferred provider for the Colorado PTA. Your AIM renewal will be sent in September or early October each year.
  • A PTA unit may obtain insurance from another insurance provider as long as the coverage requirements are met. Proof of insurance must be uploaded to Givebacks. 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 renewed and go through an official review any time you make a change and every three (3) years from the previous date of official approval by the Colorado PTA Bylaws Committee.
  • Bylaws submitted via Givebacks (formerly Memberhub) or emailed to our office that have been approved by membership are considered to be in effect as they go through the review/approval process as long as they do not conflict with Colorado PTA bylaws.
    • 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 as well as at least 2 audit committee members must sign the review, and it needs to be presented to the members for adoption.
  • A copy of theFINANCIAL REVIEW/AUDIT COMMITTEE REPORT must be submitted to Colorado PTA via Givebacks (Formerly MemberHub) by the end of September each year.
  • All units must file the appropriate IRS Form 990 Tax Return depending on total receipts (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 on the IRS WEBSITE (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!
    • For gross receipts over $50,000.00 the appropriate 990 OR 990 EZ form must be filed. Form 990 is for tax-exempt organizations with gross receipts of $200,000 or more (or) total assets of $500,000 or more, whereas Form 990-EZ is for organizations with gross receipts less than $200,000 (and) total assets less than $500,000.
    • A confirmation of the IRS Form 990 N, 990 or 990 EZ filing must be submitted to Colorado PTA via Givebacks.
    • Need to file for an extension? Provide Colorado PTA with documentation of the extension office@copta.org.
  • Units grossing over $25,000 need to register with COLORADO SECRETARY OF STATE(Colorado Charitable Solicitations Act) for a 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 uploaded to Givebacks.
Officer Training Requirement
  • Three Officers must complete 1 training per school year. Training workshops are offered each fall by councils and at the annual convention in the Spring by Colorado PTA. Contact your COUNCIL or the COLORADO PTA office for details. NATIONAL PTA E-LEARNING PROGRAM also offers videos/tutorials on a variety of topics to fulfill this requirement. Upload confirmation certificates of training completion to your Givebacks site.

Forms and Resources to Help Be a Local PTA Unit in Good Standing!

Tax Filing for Nonprofit Organizations

One thing to know is that all PTA units are required to file the 990.  This is a requirement of the Internal Revenue Service as a tax-exempt organization. The 990 is due by the 15th day of the 5th month after the close of your tax year.  For example, if thetax 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. Late filing of the 990 may mean penalties and/or fines. Here is a guide for the 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

Please submit a copy of the 990 to the Colorado PTA office.