Sunday, 24 September 2017

Running Your PTA

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Thirty Third District Financial Calendar

Due Dates for Council Financial Officers

Money is sent to the financial secretary

Budgets are sent to the budget & finance chairman

Council audits are sent to the auditor 

Required financial forms are sent to the treasurer.

All items are to be sent to the Thirty-Third District PTA office at PO Box 1235, Lakewood, California 90714 or turned in at a Presidents/Executive Board Meeting.

2017-2018 Calendar for Council Financial Officers

Be sure to look at the bottom for important tax information. Paperwork and/or money must be received by the Thirty-Third District PTA office on or before the due dates listed below.  Mailing address: PO Box 1235, Lakewood, CA 90714.  Physical address for drop off:  5629 Pearce Ave, Lakewood, CA 90712.  The post office will not deliver to the physical street address.

September 2017

11 – Monday

Workshop for Council Financial Officers (9/14/17) reservations by email due to the district office or district   

treasurer

25 - Monday (Executive Board Meeting)

            District Association Meeting and Fall Officers Training (10/7/17) reservations due in the district office

            District Legislative Conference (10/12/17) reservations due in the district office

October 2017

11 - Wednesday (Council Presidents Meeting)

Copies of council 2017-2018 budgets

Membership Dues ($4.75 per capita for in-council units; $5.00 per capita for out-of-council units) due in the  district office in order to qualify for the State PTA “Ready, Set...Remit” award (minimum 30 members)

23 - Monday (Executive Board Meeting)

            Presidents and Administrators Conference (11/16/17) reservations due in the district office

            Copies of council & unit annual financial reports forJuly 2016 - June 2017 due in the district office

Council & Unit Year End Audits (audit period:  January - June 2017) due in the district office

November 2017

15 – Wednesday

            Council & Unit tax filings/RRF-1 for July 2016 - June 2017 due to IRS/FTB/AG

            Membership Dues ($4.75 per capita for in-council units; $5.00 per capita for out-of-council units) minimum 15 memberships must be turned in to the district office to remain in good standing!

27 - Monday (Executive Board Meeting)

            Copies of council & unit tax filings/RRF-1 for July 2016 - June 2017 due in the district office

December 2017

 13 – Wednesday (Council Presidents Meeting)

            Insurance Premiums due in the district office.  The premium cost will be $159.00 for councils and $228.00 for units.  If premiums are not paid on time, a $25.00 late fee will be assessed by State PTA to be paid by the delinquent unit or council.

January 2018

10 - Wednesday (Council Presidents Meeting)

            Workers Compensation Forms (covering the period from January 5, 2017 to January 4, 2018) due.  One copy for the council and one copy for each unit are due to the district treasurer.  Units/councils paying more than $1,000 to employees must also pay insurance surcharge at same time.

22 - Monday (Executive Board Meeting)

Annual Meeting (2/8/18) reservations due in the district office

“Teen Scene” Middle & High School Conference (2/20/18) reservations due in the district office

            Sacramento Safari (3/21/18-3/22/18) registration forms and money due in the district offic

February 2018

14 - Wednesday (Council Presidents Meeting)    

            Diversity & Inclusion Conference (3/3/18) reservations due in the district office

26 - Monday (Executive Board Meeting)

            Founders Day donations are due in the district office

March 2018

 14 - Wednesday

            Membership Money ($4.75 per capita for in-council units; $5.00 per capita for out-of-council units) must be turned in to the district office to qualify for any recognition at California State PTA 2017 Convention

26 - Monday (Executive Board Meeting)

            Spring Awards and Association Meeting (4/19/18) reservations due in the district office

            Council & Unit Mid-Year Audits (audit period:  July - December 2017) due in the district office

April 2018  - Nothing due  

May 2018

9 - Wednesday (Council Presidents Meeting)

Final Founders Day Donations are due in the district office.  This is the final deadline for the 2017-18 contribution.  One-fourth of the total amount is returned to district by the California State PTA for leadership training.  Money received after this date will be credited towards 2018-19.

Spring Officers Training (6/2/18) reservations due in the district office

June 2018

 11 - Monday

Membership Money ($4.75 per capita for in-council units; $5.00 per capita for out-of-council units) must be turned in to the district office for State PTA year-end awards and in order to be credited as a membership in the year 2017-18

 



IMPORTANT INFORMATION

If any unit or council submits two non-sufficient fund checks in a fiscal year, the district will require future payments to be paid by money order or cashier’s check.  ALL CHECKS RETURNED UNPAID BY THE BANK WILL REQUIRE REPAYMENT PLUS A $15.00 late FEE PAID TO THIRTY-THIRD DISTRICT PTA.

2016 Federal Tax Return (July 1, 2016 - June 30, 2017) 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, 2017), but must be received by the IRS no later than November 15, 2017Apply for a 3-month extension, Form 8868, if you will not be able to make the November 15, 2017 deadline.

2015 State Tax Return (July 1, 2016 - June 30, 2017) California State Franchise Tax Board form 199N must be filed electronically by all units and councils with gross receipts equal to or less than $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, 2016), but must be received by the FTB no later than November 15, 2017. 

RRF-1 Forms (July 1, 2016 - June 30, 2017)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, 2016), but must be received by the Registry of Charitable Trusts no later than November 15, 2017.

California Secretary of State SI-100 (Statement of Information) Forms)  All incorporated councils and units must file a 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.

REMIND YOUR UNITS NOT TO IGNORE ANY TAX FORMS OR NOTICES.  Contact the district treasurer before taking any actions. PLEASE DO NOT CALL CALIFORNIA STATE PTA DIRECTLY.  Refer your questions to the district treasurer.

REMEMBER - Non-profit organizations may not have to pay taxes, but they DO HAVE TO PAY FINES for not following the rules and regulations.  Send a copy of all completed tax returns, RRF-1 forms and SI-100 forms to Thirty-Third District PTA and to the council treasurer. 

Mail all tax returns and government agency required forms via “Certified Mail - Return Receipt Requested.”  This is the only proof you have that filing requirements have been met by specified due dates. 

 

Thirty-Third District Financial Team & Info

Treasurer

Nancy Shafer
Email Here

Please forward the following paperwork to the district treasurer:

  • Worker's Compensation Forms
  • Annual Financial Reports
  • Please send a copy of council treasurer's report monthly

Financial Secretary

Anita Avrick
Email Here

  • The financial secretary receives ALL money from councils unless otherwise noted
  • Please refer to the financial calendar for due dates concerning membership and insurance

Budget & Finance

Open 
Email Here

Please forward the following paperwork to the district office:

  • Council Budget for the year

Auditor

Elena Wraight
Email Here

Please forward the following paperwork to the district office:

  • Year-end council audit
  • Mid-year council audit

If the council does NOT submit audits as due, the Thirty-Third District PTA auditor may call in the books for audit!

Thirty-Third District PTA, 5629 Pearce Avenue, Lakewood, CA 90712
Mailing Address: Thirty-Third District PTA, PO Box 1235, Lakewood, CA 90714
Phone: 562-804-4519