Forms to Keep Your Unit In Good Standing

Officers List

• Your unit’s Officer list helps us provide you with valuable information throughout the year.
• Complete the Officers List in Givebacks by July 1 each school year. See how to set up your account in Givebacks and add your Officers List (opens in a new tab). 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 if new members added) each school year. Verify your member list in Givebacks as needed to keep your dues invoice accurate and 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 membership list template (opens in a new tab) and pay your state dues in Givebacks: detailed instructions (opens in a new tab). 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 (opens in a new tab) with resources and instructions is available, and you can purchase one or multiple business partnerships in the Colorado PTA Givebacks store (opens in a new tab). 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 rather than memberships (opens in a new tab).

Insurance

• Colorado PTA has negotiated comprehensive insurance coverage, including director/officer liability and bonding at volume discount rates from AIM Insurance (opens in a new tab) 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 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 the Financial Review/Audit Committee Report (opens in a new tab) must be submitted to Colorado PTA via Givebacks (opens in a new tab) 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 (opens in a new tab) (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 (opens in a new tab) 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 (opens in a new tab).
  • 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 the Colorado Secretary of State (opens in a new tab) (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 Colorado PTA regions, councils and at the COPTA annual convention in the Spring. Sign-in to receive credit for attending. Contact your council or the Colorado PTA office (opens in a new tab) for details. National PTA Thrive e-Learning Community (opens in a new tab) also offers videos/tutorials on a variety of topics to fulfill this requirement. Upload confirmation certificates of training completion to your Givebacks (opens in a new tab) site.