PARENT ORGANIZATIONS PTO’S & BOOSTER CLUBS

PROPER OPERATIONS ELECT OFFICERS ADOPT/REVIEW/AMEND BYLAWS CREATE/ADOPT A BUDGET EXERCISE GOOD REPORTING TO MEMBERS FILE REQUIRED GOVERNMENT REPORTS (990)

OFFICERS AT A MINIMUM, THE BOOSTER CLUB SHALL ELECT: PRESIDENT VICE PRESIDENT SECRETARY TREASURER OFFICERS ARE IN CHARGE OF CONDUCTING THE BUSINESS AND ACTIVITIES OF THE ORGANIZATION

BYLAWS BYLAWS SHOULD INCLUDE: BYLAWS SHOULD BE REVIEWED ANNUALLY DUTIES OF THE OFFICERS ELECTION PROCESSES BUDGET GUIDELINES FINANCIAL CONTROLS BYLAWS SHOULD BE REVIEWED ANNUALLY SEE PBUSA’S WEBSITE FOR SAMPLE BYLAWS

MEETINGS NOTICE OF MEETINGS SHOULD BE PUBLISHED AT THE CAMPUS 72 HOURS PRIOR TO THE MEETING DATED ALL ACTIONS SHOULD BE RECORDED IN MEETING MINUTES CAMPUS PRINCIPAL OR SCHOOL SPONSOR SHOULD BE INVITED TO THE MEETING

FINANCIAL CONTROLS CONTROLS OVER BANK ACCOUNTS CONTROLS OVER CASH & RECEIPTS CONTROLS OVER DISBURSEMENTS BUDGETARY AND OVERSIGHT CONTROLS https://parentbooster.org/

CONTROLS OVER BANK ACCOUNTS ESTABLISH A BANK ACCOUNT AND REQUIRE 2 SIGNATURES EIN IS REQUIRED – CANNOT BE A PERSON’S SSN OR DISTRICT’S EIN REVIEW BANK STATEMENTS AND IT’S CONTENTS BY INDEPENDENT INDIVIDUAL (NOT THE TREASURER) RECONCILE THE BANK STATEMENT WITHIN 30 DAYS HAVE AN INDEPENDED INDIVIDUAL REVIEW AND SIGN OFF ON BANK RECONCILIATION

CONTROLS OVER CASH DEPOSITS SHOULD BE MADE DAILY FOR $250 OR MORE MONEY SHOULD BE DEPOSITED PRIOR TO THE HOLIDAYS OR WEEKENDS CASH SHOULD BE VERIFIED UNDER DUAL CONTROL CASH SHOULD BE SAFEGUARDED AT ALL TIMES A RECEIPT SHOULD BE PROVIDED WHENEVER CASH IS TURNED OVER OR COLLECTED RECEIPTS SHOULD BE PRENUMBERED ONE COPY SHOULD BE GIVEN TO THE PERSON TURNING IN CASH AND THE OTHER KEPT FOR RECORDS RECEIPTS SHOULD HAVE TWO SIGNATURES

CONTROLS OVER DISBURSEMENTS ALL CHECKS SHOULD BE NUMBERED AND HELD IN CUSTODY OF AN OFFICER ALL PAYMENTS SHOULD CORRELATE TO AN INVOICE, RECEIPT OR OTHER SUPPORTING DOCUMENTATION PRE-SIGNING BLANK CHECKS IS PROHIBITED TWO SIGNATURES SHOULD BE REQUIRED FOR CHECKS OVER $250 ALL EXPENSES SHOULD BE PRE-AUTHORIZED BANK STATEMENTS SHOULD BE REVIEWED MONTHLY

BUDGETARY AND OVERSIGHT CONTROLS MEMBERS SHOULD ESTABLISH AND APPROVE A BUDGET AT THE BEGINNING OF THE YEAR TREASURERS SHOULD PROVIDE A MONTLY WRITTEN FINANCIAL REPORT THAT INCLUDES: BANK ACCOUNT BALANCE RECEIPT & DISBURSEMENT ACTIVITY SINCE LAST MEETING COMPARISON OF BUDGET VS. ACTUAL RECEIPTS AND EXPENDITURES A FINANCIAL RECAP SHOULD BE COMPLETED AT THE END OF EACH FUNDRAISER AN AUDIT SHOULD BE PERFORMED PBUSA PROVIDES A GUIDE TO CONDUCTING AN INTERNAL FINANCIAL REVIEW

FUNDRAISING BOOSTER CLUBS SHOULD COMPLETE A REQUEST FOR FUNDRAISER APPROVAL FORM AND RECEIVE APPROVAL FROM THE SPONSOR OR CAMPUS PRINCIPAL IF APPROVED, THE SPONSOR OR PRINCIPAL SHOULD SEND A COPY TO ALISON.JONES@JISD.ORG SO THAT THE FUNDRAISER CAN BE LISTED ON THE SCHOOL’S WEBSITE IF THE FUNDRAISER TAKES PLACE ON SCHOOL GROUNDS, MAKE SURE TO RESERVE THE SPACE BY FILING OUT A FACILITIES RENTAL AGREEMENT BOOSTER CLUBS ARE PERMITTED TO HOLD RAFFLES IF: TICKET INDICATES NAME & ADDRESS OF ORGANIZATION, OFFICER NAME, PRICE OF TICKET AND DESCRIPTION OF PRIZE NO MORE THAN TWO RAFFLES CAN BE HELP PER YEAR CASH CANNOT BE THE PRIZE AN IRS FORM 1099 SHOULD BE PROVIDED IF THE VALUE OF THE PRIZE EXCEEDS $600 IF STUDENTS ARE INVLOVED, THEY MAY NOT EARN CREDIT BASED ON MONEY RAISED ALL ACTIVITIES OF THE ORGANIZATION SHOULD BENEFIT THE GROUP AS A WHOLE

DONATIONS DONATIONS TO THE DISTRICT SHOULD: HAVE A PURPOSE CONSISTENT WITH DISTRICT STANDARDS NOT PLACE RESTRICTIONS ON THE SCHOOL PROGRAM NOT REQUIRE THE ENDORSEMENT OF A PARTICULAR BUSNESS PRODUCT NOT CONFLICT WITH POLICIES OR ACTIONS FO THE BOARD OR PUBLIC LAW NOT REQUIRE EXTENSIVE DISTRICT MAINTENANCE MEET ESTABLISHED CURRICULUM GUIDELINES

SCHOLARSHIPS SHOLARSHIPS SHOULD MEET THE FOLLOWING CRITERIA: ALL QUALIFYING SENIORS SHOULD HAVE THE OPPORTUNITY TO APPLY STUDENTS MUST COMPLETE AN APPLICATION TO BE ABLE TO APPLY THE APPLICATION PROCESS SHOULD BE CLEARLY COMMUNICATED ALL QUALIFYING APPLICANTS SHOULD BE CONSIDERED A SCHOLARSHIP REVIEW COMMITTED SHOULD BE APPOINTED APPLICATNTS SHALL BE A FULL-TIME JISD STUDENT FOR AT LEAST ONE FULL SEMESTER BEFORE APPLICATION DEADLINE SCHOLARSHIPS SHOULD BE TURNED INTO THE JISD SENIOR COUNSELOR SCHOLORSHIPS SHOULD NOT BE “NEED” BASED – BUT APPLICANTS WHO HAVE RECEIVED FULL SHOLARHSIPS FROM OTHER SOURCES MAY NOT BE ELIGIBLE THE APPLICANT’S ENTROLLMENT IN AN ACCREDITED INSTITUTION (COLLEGE, UNIVERSITY, TRADE SCHOOL, MILITARY ACADEMY, ECT.) IS A REQUIREMENT

SALES TAX TAXABLE STATUS OF PURCHASES BOOSTER ORGANIZATION MUST PROVIDE THE VENDOR WITH A VALID SIGNED EXEMPTION CERTIFICATE – THE DISTRICT’S CANNOT BE USED COLLECTION AND REMITTANCE OF SALES TAX THE BOOSTER CLUB SHALL COLLECT SALES TAX ON ALL TAXABLE SALES WHEN IMPOSING SALES TAX, THE ORGANIZATION HAS THE OPTION TO: ADD THE SALES TAX TO THE SELLING PRICE – SELLING PRICE*1.0825 ABSORB THE TAX IN THE ITEM’S SELLING PRICE – SELLING PRICE/1.0825

NONTAXABLE SALES ADMISSION TICKETS CLUB MEMBERSHIPS SALE OF FOOD AND SOFT DRINKS VENDING MACHINE SALES TWO TAX-FREE SALES OF OTHERWISE TAXABLE MERCHANDIZE PER CALENDAR YEAR A RECORD OF THE SALE SHOULD BE MAINTAINED IN THE MINUTES OF THE ORGANIZATION

WHAT DOES 501(C)(3) MEAN? THE ORGANIZATIN FILES THE 990-SERIES RETURN THE ORGANIZAITION IS EXEMPT FROM PAYING TAX ON INCOME THE ORGANIZATION MAY RECEIVE TAX-DEDUCTIBLE DONATIONS THE ORGANIZATION CAN QUALIFY FOR SALES TAX EXEMPTION VERIFY YOUR 501(C)(3) STATUS AT: https://parentbooster.org/Verify-501(c)(3)-Status

IRS 990 MUST BE FILED BY THE 15TH DAY OF THE 5TH MONTH AFTER THE CLOSE OF THE FISCAL YEAR IF FISCAL YEAR ENDS ON AUGUST 31ST THEN DUE ON JANUARY 15TH THE 990-SERIES RETURN YOUR ORGANIZATION IS REQUIRED TO FILE IS BASED ON ANNUAL GROSS INCOME AS FOLLOWS: IRS 990N – GROSS RECEIPTS OF $50,000 OR LESS IRS 990ES – GROSS RECEIPTS OF $50,000 BUT LESS THAN $200,000 IRS FULL 990 – GROSS RECEIPTS OVER $200,000 FAILURE TO TIMELY FILE FOR 3 CONSECUTIVE YEARS MAY RESULT IN YOUR ORGANIZATIONS 501(C)(3) STATUS BEING REVOKED

INFO NEEDED FOR 990N ORGANIZATION’S NAME ORGANIZATION’S MAILING ADDRESS ORGANIZATION’S WEBSITE ADDRESS (IF APPLICABLE) ORGANIZATION’S EMPLOYER IDENTIFICATION NUMBER (EIN) NAME AND ADDRESS OF PRINCIPAL OFFICER ORGANIZATIONS START AND END DATE (EX. 9/1/16-8/31/17) ANSWERS TO THE FOLLOWING: ARE GROSS RECEIPTS STILL NORMALLY $50,000 OR LESS? HAS ORGANIZATION TERMINATED OR GONE OUT OF BUSINESS?

WHAT IF MY 501(C)(3) STATUS IS REVOKED? CONTACT PBUSA FOR HELP THE ORGANIZATION WILL DISSOLVE THE OLD CORPORATION AND INCORPORATE AND OBTAIN A NEW EIN

TIPS FOR TRANSITIONING FROM YEAR TO YEAR 1. CONDUCT AN ANNUAL FINANCIAL REVIEW 2. GATHER FINANCIAL DOCUMENTS, RECORDS AND PASSWORDS 3. HAVE A MEETING WITH OUTGOING AND INCOMING OFFICERS 4. SHARE NEW OFFICER CONTACT INFORMATION WITH JISD (ALISON.JONES@JISD.ORG) AND PBUSA 5. COMPLETE AND SUBMIT THE ANNUAL FINANCIAL FORM AND SEND TO JISD (ALISON.JONES@JISD.ORG) 6. PASS ON ANY HELPFUL INFORMATION SUCH AS CALENDARS, PUBLICITY, AND VENDORS

PARENT BOOSTER (PBUSA) MEMBERSHIP LEVELS: BASIC – $139.50 STAY LEGAL - $220.50