Peralta District PTA

All officers take office on July 1

• Outgoing Treasurer prepares Annual Financial Report (for that financial year), and gives books, records and reports  to outgoing Financial Reviewer.  
• Outgoing Financial Reviewer prepares Year End Financial Review (Jan-June), board reviews, and presents for adoption at first Association meeting.
• The outgoing Treasurer can file taxes after the Financial Review and before the adoption
• Update bank and check signer info at the bank and in TOTEM
• President verifies officer contacts are in myPTEZ
  (paid subscription not needed), updates as new officers join

Perata District Association Meeting

• Attend the Peratla District PTA training and association meeting.

At Your First Association Meeting

• Adopt board-reviewed Year End Financial Report & *Year End Financial Review
• Approve board-reviewed Budget, Calendar, Programs/Fundraisers
• Membership campaign kick-off
• Reflections program kick-off
• Ratify any officer appointments
• Release funds for upcoming events

Upload to myPTEZ:

• Approved (by Association) Budget for the current year
• Adopted (by Association) Year End Financial Report
• Adopted (by Association) Year End Financial Review, Checklist, and Recommendations

Membership drive

• Peralta District Association Meeting and Training
• DUE Copies of Council Budgets
• October 15th – Membership dues to qualify for the Ready, Set, Remit membership award
• DUE Council/unit financial reviews for January – June
• DUE Council/unit annual financial reports for July – June

• All PTAs must file Federal and State Tax Forms directly with the IRS, Franchise Tax Board, and Attorney General and upload copies of tax filings to myPTEZ.
• If you receive a letter from any governmental agency, send a copy to your council or district treasurer immediately.
• DUE Federal tax return/state tax return/RRF-1 due to IRS/FTB/AG
• DUE Copies of federal tax return/state tax return/RRF-1 

• DUE Reflections entries for district-level judging
• DUE Insurance premiums for councils and units

Typical Unit Tasks

• Present Mid-Year Financial Review (June-Dec) to exec board
• Review the budget for any amendments
• Celebrate PTA Founders Day by awarding Honorary Service awards and collect freewill offerings
• Remit the freewill offerings
• At Your Association Meeting:
• Adopt board-reviewed Mid-Year Financial Review
• Elect Nominating Committee
• Approve convention delegates and  LegCon attendees
• Mid-year membership push
• (Post Slate of Officers from Nominating committee
• 28 days before the Election Meeting in March or April)
• DUE Workers comp reports and workers comp surcharge due to AIM

• DUE Forward Founders Day offerings received
• CAPTA High School Senior Scholarship Apps Due
  Interview with District President required before submission

• DUE Membership dues to qualify for recognition at State PTA Convention
• DUE Council/unit financial reviews for July – December
• DUE Annual Council Historian’s Report

• Elect officers to attend the California State PTA convention
• Begin Onboarding Incoming Officers:
• Invite incoming board members to board meetings
• Pass on bylaws and materials related to the PTA role
• Presidents-elect meet with officers-elect:
• Meet with board-elect to ratify post-election appointments, discuss goals, proposed calendar, budget & programs
• Prepare all incoming officers & chairs for their new roles and send them to Peralta District PTA Training in early June
• The president-elect meets with the outgoing president and school principal to discuss the tentative calendar, budget, and programs for next year.

• State PTA convention
• DUE Council Officer’s & Unit President’s names & contact information
• DUE Final turn-in to forward Founders Day offerings
• DEADLINE Spring Officers Training Reservations
• Enter next year’s Officer Contacts in MyPTEZ
  Outgoing Presidents must include contact info for board members, so they receive summer mailings and emails.  

• DUE Final membership remittances 

Internal Revenue Service form 990-N (e-Postcard) must be filed electronically by all units and councils with gross receipts normally less than or equal to $50,000; IRS form 990EZ must be filed by units and councils with gross receipts more than $50,000 and less than $200,000; IRS form 990 must be filed by units and councils with gross receipts of $200,000 or more. These forms may be filed any time after the close of the fiscal year (June 30) but must be received by the IRS no later than November 15. Apply for a 3-month extension, Form 8868, if you will not be able to make the November 15 filing deadline.

California State Franchise Tax Board form 199N must be filed electronically by all units and councils with gross receipts normally less than or equal to $50,000 or form 199 with gross receipts greater than $50,000. These forms may be filed any time after the close of the fiscal year (June 30) but must be received by the FTB no later than November 15.

 All councils and units must have a valid charitable trust (CT) number and must file an annual registration renewal form with the California Attorney General/Registry of Charitable Trusts. These forms may be filed any time after the close of the fiscal year (June 30) but must be received by the Registry of Charitable Trusts no later than November 15. Please note: a new CT-TR1 Annual Treasurer’s Report is required in addition to the RRF-1 should your gross annual receipts total $50,000 or LESS.

 All incorporated councils and units must file an SI-100 form and the $20 filing fee with the California Secretary of State every other year, during the applicable filing period, which is in the calendar month during which the initial Articles of Incorporation were filed and the immediately preceding five calendar months. Councils and units incorporated in odd-numbered years must file the SI-100 in odd-numbered years. Councils and units incorporated in even-numbered years must file the SI-100 in even-numbered years. NOTE: This form MUST be filed biennially (every other year) even if a notice to file is not received. The Secretary of State may not send a reminder of the filing due date.