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Forms to Keep
Your Unit
In Good Standing

Colorado PTA is providing MemberHub, a FREE online tool (valued at $1,200 per year), to all local PTA/PTSAs! MemberHub 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. Check your email to find the MemberHub welcome and log in to activate your unit’s account.  Didn’t get one? Please send an email to office@copta.org

We launched MemberHub to all local PTAs/PTSAs in Colorado. MemberHub will be providing several training sessions for all PTA officers/leaders, so please be sure to register ASAP using the links below. After registering, you will receive a confirmation email with instructions for joining the webinar.
Helpful Memberhub Resources to get started:

View the Memberhub Welcome Package

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

Memberhub PTA Board Information Packet

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

Register to Attend:
Intro to MemberHub & Getting Started
Register
Fundraising & Store Setup
Register
Communications & Advanced Hub Use
Register
Paid Member Entry, State Dues Payments & Compliance Tasks
Register

Each session will include time for Q&A, so if you haven’t checked out the MemberHub Welcome Page for PTAs, please do so now at http://info.memberhub.com/pta.

More information, recordings from previous sessions, and the full training schedule can be found here: Online LIVE Training Schedule – MemberHub 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 MemberHub by July 1 each school year. Click HERE for information on how to set up your account in 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 around.
  • Membership Reports and dues are required to be filed by October 1 and February 1 (even if no new members after October 1). Reports may be submitted as often as needed to take advantage of our membership challenge!
  • Import membership list with this template and pay your state dues in Memberhub. Detailed instructions can be found here. Please submit or email the Membership Report Cover Submittal form to the Colorado PTA office after completing this process. Alternatively, mail the dues payment with the Membership Report-Cover Submittal form to the Colorado PTA Office after importing membership list into Memberhub using the template and instructions above.
Insurance
  • Colorado PTA has negotiated comprehensive coverage, including director/officer, liability, and bonding at volume discount rates from AIM as the preferred provider for the Colorado PTA. Your AIM renewal will come in September or early October.
  • A PTA unit may obtain insurance from another insurance provider as long as the coverage requirements are met. 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 from the previous date of approval by the Colorado PTA Bylaws Committee.
  • Bylaws submitted for approval to the Colorado PTA Office office@copta.org or submitted via Memberhub are considered In effect as they go through the review/approval process.
    • 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 or submitted via Memberhub by the end of September each year.
  • 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 or submitted via Memberhub.
    • 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 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 or submitted via Memberhub.
Officer Training Requirement
  • Three Officers must complete 1 training per school year. Training workshops are offered each fall and at the annual convention in the Spring by Colorado PTA. Contact your council or the Colorado PTA office for details. National PTA eLearning program also offers videos/tutorials on a variety of topics to fulfill this requirement. Submit confirmation certificates of training completion to office@copta.org

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.