We will update this FAQ list with the most asked questions and pieces of information that we think may be of interest. Using the Search Bar will assist in finding specific questions.
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Are Officers required to take the Leadership Training annually?
Yes, mandatory training is an annual requirement for all officers regardless of if they hold the same position or not. The training is updated as not to be too repetitive.
In addition to the training, where can an Officer find information?
Additional information can be found on our resources hub website at: www.njpta.org/resourceshub. There is also a search bar on the resources hub.
Where can I find upcoming training opportunities and Virtual Training Opportunities?
They are all posted on the NJPTA website - https://www.njpta.org/events-programs/leadership-training-videos/
Does the NJPTA open bank accounts for the local PTA’s?
The NJPTA does not open bank accounts for the local PTA’s. The NJPTA also does not have the authority to waive bank fees. However, the State Office will assist in producing any forms or paperwork you need to create the bank accounts.
Can an accountant or auditor sign the Financial Review?
We recommend you don't use an auditor to conduct the annual Financial Review. This committee should be made up of members of the PTA that are familiar with the happenings in order to determine recommendations for the future.
Does NJPTA have a policy on Local PTA's using debit cards?
The New Jersey PTA does not have an official policy, but we do not recommend debit cards. Credit Cards with proper procedures are recommended. There are many responsibilities of a PTA and things to consider when dealing with Money Matters in an Electronic Environment. The National PTA Staff and Finance Committee have developed a guide on handling Money Matters in an Electronic Environment.
What does a local PTA need to open a bank account?
You will need a Letter of Good Standing, NJPTA Articles of Incorporation, NJPTA 501c(3) Letter of Determination, Local PTA Uniform Bylaws. Depending on the bank’s requirements you may also need any government document with your EIN number. You will also need the minutes from the meeting at which the officers that will serve as check signers were elected.
How do I complete my 990-EZ or 990-N?
New Jersey PTA has contracted with File 990 to provide a free, fast, easy, and safe way to e-file your 990-N form or 990 EZ form. New Jersey PTA is covering the cost of this new software for all New Jersey PTA units. Log in, and access information has been sent to all New Jersey PTA Presidents and Treasurers. Please contact firstname.lastname@example.org if you need your unit’s login information. Do not pay for an accountant to complete a 990-N or 990-EZ!
Does the NJPTA recommend financial software packages that the local PTA’s should use?
No, that is up to the local PTA’s. However, we do encourage you to check out techsoup.org which will give you a VERY BIG discount on Quickbooks!
Does the NJPTA have a policy regarding local PTA’s setting up PayPal accounts to accept donations?
The NJPTA does not have a policy regarding the use of PayPal. It is fine to use PayPal but we suggest setting up a MemberHub Store (if you don’t already have one) and use MemberHub for donations. If a PTA chooses to use an online account despite these risks, NJPTA recommends several protections be instituted. First, the account should be set up so that funds are transferred out of the account into a regular bank or credit union account on a frequent and consistent basis so that the online account does not contain a large amount of PTA funds at any one time. Second, several officers of the PTA should have at least “read-only” if not full access to the online account and should review the account’s activities frequently (at least monthly, but NJPTA recommends more often). This would mean that any inappropriate access would be recognized promptly. Also, the passwords for the account should be changed yearly so that only current officers have access. Third, payments for supplies or reimbursements should NOT be paid from such an account. Checks signed by two officers should make all payments. Some banks or other firms offer online payment systems that require action by two separate individuals before each payment is made: this is the electronic equivalent of the two-signature requirement. PTAs should weigh the costs of such plans and build a business judgment about whether the convenience offered justifies the additional expense.
How much money are we allowed to carry over in our bank account into the new fiscal year?
IRS rules indicate that nonprofit entities shall not solely serve as fundraising bodies. The IRS does not give a specific amount that is allowed to be carried over from year to year, but PTAs must use a good judgment. It is recommended to carry over as much money as may be needed to run the PTA over the summer and into September, prior to the start of the membership drive. This could include folders or assignment books for the children, school store supplies, kindergarten orientation supplies, back-to-school night, etc. PTAs should have a specific use for each fundraising activity and not fundraise just to fundraise. A good rule of thumb is 3 to 1. Have three activities or events or programs for the students and or parents for every one fundraiser that is had. If a lot of money is in the account at the end of the year due to under-spending, it is a good idea to maybe cancel a final fundraiser, or have an extra activity for the students. Maybe t-shirts at the Field Day or an end-of-the-year ice cream social.
How do I change the signers on the PTA Bank account if they are no longer part of the PTA?
Ask the New Jersey PTA for a letter of good standing to present to the bank.
Should you share information about the budget with the principal?
You should share information about the budget with all board members. However, all members can give suggestions on what the budget should be spent on in meetings.
Can you pay dues online?
Yes! The President or the Treasurer can go to REMIT STATE DUES on their Membership Tab to complete this.
How do I pay my dues on MemberHub?
To check your balance due and to make a payment Log into MemberHub click on “MEMBERSHIPS". Then click on REMIT STATE DUES.
I’m the PTA President, why can’t I add my members in MemberHub?
There can be several reasons but one of the most common is that you are did not update your Officers in MemberHub. Once the President and/or Treasurer is updated then they will have “Admin Rights” and be able to add/delete members.
Who has the authority to grant “Admin Rights” in MemberHub?
The President or Treasurer and give another Officer “Admin Rights”.
Does MemberHub send a notification whenever a person joins their PTA online?
No, you need to log-in to view your member list. It is automatically updated as people join through your E-Store.
Who can view a PTA’s information in MemberHub?
An Officer with admin rights can view, make changes, payments, add or delete members or officers. If a Member joins the Hub, then they can view news and events. They can not see other members' information or make changes.
Why am I not able to make a dues payment in MemberHub?
The most common reason is that you did not update the name of the President or Treasurer for the current year.
What are Bylaws?
Local PTA Uniform Bylaws are the documents containing the basic rules of your PTA. Bylaws are required for every organization according to the IRS and the State of New Jersey. Every PTA in New Jersey has the same bylaws! They can be found on the NJPTA Resources Hub.
What are Standing Rules?
Local PTA Standing Rules are required to be created for every PTA. They are the documents containing the detailed rules of your PTA. There is a template to create your standing rules on the NJPTA Resources Hub.
How often are Standing Rules updated?
Local PTA Standing Rules must be reviewed by your PTA and adopted by your PTA General Membership every year.
Who can view or have a copy of the Local bylaws?
Only paid members of your PTA.
Can someone run for two positions?
According to Roberts Rules of Order, Newly Revised can be on the ballot for more than one office. If the person receives a majority vote for more than one office and if the person is present, the person chooses which office they would like to take. Then the office they do not take is open for election. If the person is not present in person to choose then the votes of the membership on which one to give them.
Do elections or meetings have to be held at the school?
No, they can be held virtually or at a location convenient to the membership as long as the membership is informed of it.
If an officer is resigning, what do they have to do?
The Board of Directors (your officers and chairs of your standing committees) meet to fill the vacancy. The minutes of that meeting can be used to update the bank account. Officers should be updated in MemberHub as soon as possible.
Are non-PTA members allowed to volunteer at PTA events?
In order for a non-PTA member to volunteer at a PTA event, the local PTA would need to check their individual insurance coverage or ask the school if the parent would be covered if anything were to happen. The usual policy is that the individual must be a member to be safe.
Are non-PTA members or community leaders allowed to attend PTA meetings/events?
If the meeting/event is being held in a school; for example, a PTA meeting, you can’t tell someone they cannot attend however; they can’t speak or vote. You can have a member and non-member section seating area. Seat all members in the member section and advise the group at the beginning of the meeting that non-members are attending this informational session as a courtesy as it is being held in a public building but they are not allowed to speak or vote. If it is an event you are charging a fee to attend, you can have non-members attend however you need to check with the insurance company to confirm that non-members are covered. Outside the school, you can require that only PTA members attend. This is an unwritten rule however; locals can put a policy in their standing rules.
What should a PTA do if they are afraid of violence at PTA meeting?
If the meeting is being held at a school the PTA can speak to the principal and ask that he/she contact the local police department to send an officer or have the police be on alert in case of trouble.
If a member is a part of multiple PTA’s, do they have to pay for each membership?
Yes, each member is responsible to pay membership dues for each PTA they are a part of each year.
How do I search for questions?
Go to www.njpta.org/resourceshub and use the Search feature.
When does a local need a Letter of Good Standing?
A Letter of Good Standing is issued when a local applies for a gaming license, bank account, soliciting donations, files an ST-5 and when a new PTA is formed.
What information does a local PTA need when applying for a Gaming License?
A local PTA will send to submit the following documents with the Initial Affidavit and Application for Biennial Registration: Letter of Good Standing, NJPTA IRS Letter of Determination, Articles of Incorporation, and Local PTA Uniform Bylaws.
Why does a PTA need to have insurance?
You need insurance in the event of an accident at a PTA Event. Insurance also protects the officers of your PTA against being sued.
Can I be an Officer of the PTA if I hold a position on the Board of Education?
Yes! This is not a conflict of interest!
Are local PTA’s required to have their own IRS 501(c)(3) Determination Letter or Articles of Incorporation?
No, local PTA’s are considered a subordinate member unit that falls under the IRS group exemption of the New Jersey Congress of Parents and Teachers, also known as New Jersey Parent Teacher Association (NJPTA). As such, they are not legally required to have their own Articles of Incorporation, IRS 501(c)(3) Determination Letter as long as they are in good standing with the NJPTA.
Can I still run or participate in my local PTA if I no longer have a child in school?
Yes - just make sure you pay your dues!
Where can I find information on the annual Leadership Convention?
Information can be found on the NJPTA website: https://www.njpta.org/convention/
Does the NJPTA represent PTO’s?
No, the NJPTA is a state and national organization that only represents PTA’s. PTO's do not have a state or national association to go to for help, assistance, and guidance.
What does the $4.00 we paid to the State and National cover? What are the benefits?
The $4.00 fee allocation is: $1.75 – State Dues and $2.25 – National Dues. The dues cover administrative office support, Leadership Training, Convention, Community Advocacy, and Grants to local PTA’s. For more information on the benefits of joining the NJPTA and National PTA visit - https://www.pta.org/home/About-National-Parent-Teacher-Association/Benefits-of-PTA-Membership
Does the NJPTA have a policy regarding parents that bring their children to PTA Meetings and/or events?
The NJPTA does not have a formal policy. Local PTA’s are allowed to put policies in their Standing Rules. All policies will apply as long as they have been approved by their Board.
Does a PTA have to be in Good Standing to participate in the Reflection program?
Where can I find information about the Reflections Program?
Information can be found on the NJPTA website: https://www.njpta.org/reflections/
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