Compliance Checklist

All local units are governed under Florida PTA and National PTA guidelines.  The purpose of the guidelines are to protect you and your board from costly mistakes as a non-profit.  The majority of these compliance items are required by the IRS for all 501(c)3 non-profit organizations.  Hillsborough County Council, Florida PTA, and National PTA are here to support and guide you with the best practices and policies to ensure that all communications and actions align with National PTA's vision, mission, values, and policies and comply with applicable federal and state laws.  Please make sure your contact information is up to date in Givebacks (formerly Memberhub) so you do not miss out on any important updates. 

Monthly/Annual Dues

Florida PTA and National PTA Monthly Membership Dues are paid through your Givebacks (formerly MemberHub) site or via check with a MEMBERSHIP DUES PAYMENT FORM, on a monthly basis every month memberships are sold.  FLPTA dues are $1.25 and NPTA dues are $2.25.  The total of these two is $3.50 and that is what every local unit pays for every member.  These dues must be paid promptly every month. 

Your Annual Hillsborough County Council PTA Dues are due once a year by October 1, paid by credit card at our Givebacks Store or by check through the mail to:  HCCPTA - Membership Dues, PO Box 273324, Tampa, FL 33688.  HCCPTA bases the amount of the dues on the total number of members with which you ended the prior fiscal year.  

Example:  You ended the 2022-2023 fiscal year with 312 members.  Your 2023-2024 dues to HCCPTA will be a tiered flat rate of $100.00.  We also kindly request all local units to consider making a donation to our Title 1 Fund or our Senior Scholarship Fund.  We use the Title 1 Fund to support local PTA units with unexpected expenses or assist them in attending leadership trainings so they may better grow their PTA.  The Senior Scholarship Fund is used to support local area Hillsborough County graduating seniors with funds for college.  

Please remember that to be considered active with Florida PTA - units must pay for at least 10 members.  If you are past due, and are planning on participating in a program such as Reflections, or applying for a grant or award, you must make payment as soon as possible to bring your unit back into compliance or you will be ineligible to participate in these programs. 

Bylaws

Florida PTA has updated the bylaw template for all local units in 2024. If you have not submitted updated bylaws this school year, please do so now. The Florida PTA bylaw template includes changes allowing virtual meetings and also less restriction of VP positions. Bylaws MUST be updated at a minimum of every 3 years to remain in compliance, but should be reviewed annually and updated when the state updates the template, so that your unit is able to function to the best of its ability.

The fillable online form is available HERE. 

To submit your Bylaws, please click HERE.

To learn more about Bylaws and Standing Rules please go please go HERE.

When Florida PTA has accepted your bylaws they will email the president a PDF of the Bylaws back and at the top it will be stamped "Accepted" and signed and dated by Florida PTA. 

If you have NO changes to your bylaws, the Board of Directors may vote to approve them.  You must notify membership via a message through Givebacks, that confirms no changes were made and what date you submitted them to Florida PTA.  Please understand that a post on Facebook is not enough to qualify for proof you notified membership of the update.  Only communication through Givebacks can accomplish this goal.  If you use other membership management software, you must be able to show proof that it was sent out and the softward must retain a record of it.  

If you have any questions on how to complete your bylaws, please contact us at [email protected].  

Current Officer/Chair Information

Remember that you need to update your Officer/Chair information with FLPTA by July 1.

This is a two-step process.

  1. First complete the Florida PTA online form at www.floridapta.org/new-or-returning-officers-form

  2. Then update your Officers AND CHAIRS in Givebacks (formerly Memberhub).

**Please note**: YOUR OFFICER INFORMATION MUST ALWAYS BE CURRENT AS REQUIRED BY THE IRS GUIDELINES. If your Officers change outside of your normal election timeframe, YOU MUST SUBMIT a Change of Officers Form with Florida PTA.

Annual Audit

The PTA Audit Form has been updated and is ready for use. Annual Audits are due to Florida PTA by August 31st. Fax, mail or email to: [email protected].  You can find the new 2023 Audit Form by visiting this link: Florida PTA Audit Form.  New this year Hillsborough County Council of PTA/PTSAs is requiring all local units to also place a copy of the completed audit form in your Givebacks (formerly Memberhub) Compliance / Enter Submissions.    

 

Tax Filing

All local units must submit a copy of your IRS 990 Form (990N, 990EZ, or 990). The filing of an IRS 990 form is a compliance requirement that must be submitted every year.  Please email a copy of your completed 990 to: [email protected] once you have completed it.  WE HIGHLY RECOMMEND YOU COMPLETE YOUR IRS 990 FORM AS SOON AS YOUR AUDIT IS COMPLETED.  New this year Hillsborough County Council of PTA/PTSAs is requiring all local units to also place a copy of the completed 990 filing in your Givebacks (formerly Memberhub) Compliance / Enter Submissions.    

If you are filing any other 990 form then you must submit a copy of the 990 form and all schedules to Florida PTA.  As of 2021, all 990 forms must be submitted electronically so you may also include the email receipt that it was accepted.  

Click here to file a 990N (e-postcard). 

Click here to find an approved IRS Modernized e-File (MeF) Business Providers.

If you are filing a 990N (e-postcard) then here is what must be submitted to FLPTA: