Instructions for Local PTA/PTSA Registration with the Alaska Dept. of Law

Transcription

1 Instructions for Local PTA/PTSA Registration with the Alaska Dept. of Law All units are required to be registered with the Dept. of Law or have a gaming permit before Sept. 1, 2016 These instructions will assist most units in filling out the required state registration. Units that have previously had their 501c3 status revoked may need additional assistance.

2 All units are required to be registered with the Dept. of Law or have a gaming permit before Sept. 1, 2016 Local units will need to renew annually before Sept. 1. Confirmation that your unit has completed the registration process (either online or via mail) and the Dept. of Law has accepted your unit s registration, must be submitted to Alaska PTA. According to the Alaska Charitable Solicitations Act: Failure to register with the Alaska Department of Law prior to soliciting charitable contributions for compensation is a class A misdemeanor, and subjects the person to civil penalties under the Alaska Consumer Protect Act (AS AS ) of up to $25,000 per violation. DO NOT fundraise, take memberships, or accept donations until your unit is registered. To do so is fraudulent. The Alaska Charitable Solicitations Act Information PTAs/PTSAs are not exempt from this state requirement. This registration is NOT optional. It is a new requirement for all units to Healthy Units in Good Standing (HUGS) with Alaska PTA and National PTA. Alaska PTA Region VPs and the AKPTA Office are available to provide assistance. Contact us today for questions, help, or clarification. Local units that have and maintain an Alaska Gaming Permit DO NOT have to register with the Dept. of Law.

3 Step 1 NOTE: You will need the following information to complete the registration filing process. The filing system does not save your entries and it will time out after 20 minutes of inactivity. It is good to be prepared before you start with all the information you will need to avoid having to start over. Plan on at least minutes to enter all the required information. If you need help contact your AKPTA Region VP or the AKPTA Office. ONLY UNIT OFFICERS are authorized to complete this registration with the Alaska Dept. of Law. INFORMATION NEEDED: Your unit s Employer Identification Number (AKA: EIN or FEIN) (available in your bylaws) Fiscal Year (available in your bylaws) Date of Establishment. (Date your unit became active with the IRS.) Contact your Region VP or the AKPTA Office if you don t know. Unit Legal Name (available in your bylaws) PTA/PTSA Mailing and Physical Address, Phone Number, & Address Mailing and Physical Address for ALL Officers (President, Vice President, Treasurer, Secretary) Financial Info from the Fiscal Year Gross Receipts (Total Revenue from ALL Sources) Total Expenses Did your unit conduct an audit by a certified public accountant? Has your unit filed it s 990 informational tax filing with the IRS for ? (990-N, 990-EZ, 990 Long Form) (you need to know which 990 version your unit filed)

4 Step 2 Go to the State of Alaska Dept. of Law Scroll down toward the middle of the page. Look for NEW! PAY AND FILE ONLINE just before EXEMPT ORGANIZATIONS. Scroll Down to Mid-Page

5 Step 3 Look for NEW! PAY AND FILE ONLINE just before EXEMPT ORGANIZATIONS. Click the link that says PAY AND FILE YOUR REGISTRATION ONLINE. Click this link.

6 Step 4 Fill in the name of YOUR local PTA/PTSA. Fill in YOUR local PTA/PTSA s Employer Identification Number (EIN). DO NOT USE Alaska PTA s EIN. You can find EIN on your AKPTA HUGS reports or in your unit Bylaws under Article XI. Select 2017 as the Registration Period and enter an address for your unit. Enter your unit s name. Enter your unit s EIN. Enter your unit s address. Select 2017 in the drop down. Click Continue

7 Step 5 Enter your payment information. You will need a debit or credit card. Make sure you are using the BILLING ADDRESS associated with the debit/credit card. Use an address that you have access to. A link will be sent to this address to continue the registration filing. Make sure the registration year says 2017 and that the EIN is correct for your unit. Enter the debit/credit card number followed by the expiration and the 3 digit code on the back of the card. Enter the billing address associated with the debit/credit card. IMPORTANT Use an address you have access to. Click PROCESS to complete the payment.

8 Step 6 Below is similar to what your payment receipt will look like. Print a copy for your unit s financial records. You will receive an at the address you provided. This will contain a link to continue with the registration. All you have done so far is complete the payment process. The link will be sent to the you provided. Print a copy of your receipt.

9 Step 7 Check the account you provided. SAVE THIS ! If you run into trouble, can t finish, have missing information you need to collect, or have questions this will allow you to come back to the registration process later. Scroll down to the bottom of the . SAVE THIS . It contains the link you need to register. Scroll down the page to continue.

10 Step 8 There are two links provided. You will use the link that says CHARITY REGISTRATION to complete the registrations process. SAVE THIS ! If you run into trouble, can t finish, have missing information you need to collect, or have questions this will allow you to come back to the registration process later. Use the CHARITY REGISTRATION link. SAVE THIS !

11 Step 9 The link will open the following page on the Alaska Dept. of Law website. IMPORTANT TO KNOW: The registration will time out with 20 minutes of inactivity for security purposes AND the system does NOT save your entries for completing later. Click NEXT to continue or CANCEL if you need to come back later. Click NEXT to continue.

12 Step 10 Enter in all the information for your PTA/PTSA unit. Provide the name and title of the officer that can answer questions the Dept. of Law may have if they need to contact you. Provide the mailing address and contact information for your unit. Enter an officer s name and all the contact information for your PTA/PTSA unit. Click NEXT.

13 Step 11 Select to REGISTER THROUGH AUGUST 31, Provide your unit s EIN and LEGAL name as it is listed with the IRS. DO NOT USE THE ALASKA PTA EIN. Your unit s EIN is on your AKPTA HUGS reports or in your unit s bylaws under Article XI. The unit s LEGAL name is also available in your bylaws. Complete the mailing and physical addresses, phone, address, and website info (if applicable). Select Register through August 31, Enter your unit s EIN. & Enter your unit s LEGAL name. Provide your unit s address(es), phone #, address and website if applicable. Click NEXT to continue.

14 Step 12 99% of PTA/PTSA units in Alaska are NOT incorporated. There is only one unit that is and they know who they are. You will select NO for this answer. A box will open up that requires more information. Select NO. A box will open up.

15 Step 13 In the drop down you will select ASSOCIATION. Enter ALASKA in the STATE OF ORGANIZATION. Enter the year your PTA/PTSA unit became established or active with the IRS. Contact your Region VP or the AKPTA Office if you need this information. Select ASSOCIATION. Enter ALASKA. Enter the year that your unit was established and became active with the IRS. Click NEXT to continue.

16 Step 14 The answers to both questions below will likely be NO, However if your unit has had it s charter revoked by Alaska PTA or if the IRS has revoked your 501c3 nonprofit status then you will need to answer YES to question B. Contact your Region VP or the AKPTA Office if you have questions, aren t sure, or need help. The answers to these questions will likely be NO. If your unit has had it s 501c3 nonprofit status revoked by the IRS or by Alaska PTA you will need to answer this question YES. Click NEXT to continue.

17 Step 15 Most PTA/PTSA units in Alaska use the Alaska PTA 501c3 nonprofit umbrella and share the AKPTA IRS determination letter. This letter is dated October 25, If your unit has had it s 501c3 nonprofit status revoked by the IRS or has had it s charter revoked by Alaska PTA, then you will need to answer the questions below differently. Contact your Region VP or the AKPTA Office if you have questions, aren t sure, or need help. Enter into the drop down calendar Oct. 25, Enter YES... Unless your unit has had it s 501c3 nonprofit status revoked by the IRS or your charter revoked by Alaska PTA you will then need to answer this question NO. Leave blank. Select 501(c)(3) Enter NO... Unless your unit has had it s 501c3 nonprofit status revoked by the IRS or your charter revoked by Alaska PTA. You will then need to answer this question YES. Click NEXT to continue.

18 Step 16 Here you will select all the ways that your unit solicits or asks for donations. Think donation drives, fundraisers, memberships, or other ways your unit might raise money. Select ALL the methods that apply or that you plan to use during this school year. Select ALL that apply to your unit. Click NEXT to continue.

19 Step 17 Here you will need to provide information about your unit s PURPOSE. Why do you exist? Select ALL the check boxes that apply. Provide a short description of your unit s purpose. You might consider adding the National PTA purpose as a place to start. The overall purpose of PTA is to make every child s potential a reality by engaging and empowering families and communities to advocate for all children. Provide a description of the PURPOSE of your unit. You might consider adding the National PTA purpose entered here and then a little more about your unit. Select ALL that apply to your unit. Click NEXT to continue.

20 Step 18 You now need to begin providing information about your unit s officers. You will provide contact information for ALL officer s: President, Vice President, Treasurer, & Secretary. If your unit has a vacancy you can skip that officer. Click ADD A RECORD to open a box for each officer s contact information. Click ADD A RECORD.

21 Step 19 Below is the box that needs to be filled out for each PTA/PTSA officer for your unit. Information includes: Name, Title, and Address. Click ADD after each officer entry. When all officers have been entered and added, then click NEXT to continue. Enter Name and Title for each of your unit s officers. UNIT TYPE and UNIT can be left blank. Enter the address(es) for each of your unit s officers. Click ADD to record each officer s entries. Click NEXT ONLY when ALL officers records have been entered.

22 Step 20 Answer the question below as YES or NO. Most units will likely answer NO as it is PTA/PTSA members and supporters that solicit donations and not paid solicitors. If you are unsure, have questions, or need more information contact your Region VP or the AKPTA Office for help. Most units will likely select NO. Click NEXT to continue.

23 Step 21 On this page you will enter financial information about your unit and it s last fiscal year. ( ) For many units your fiscal year is July 1 through June 30. Unsure? Your fiscal year is on your AKPTA HUGS report or in your unit s bylaws. IMPORTANT: Many units conduct a PTA Audit/ Financial Review with an Audit Committee of at least 3 members. For the purposes in the Dept. of Law registration this is NOT an audit. Units that conduct their audits this way will need to answer NO. Enter your unit s FISCAL YEAR. Answer if your unit has filed it s IRS 990 for and select which version. Answer if your unit has completed a CPA audit for IMPORTANT: Read this statement. Enter your unit s total income and total expenses for or your last fiscal year. Click NEXT to continue.

24 Step 22 This is the Signature Page. Only members or employees of the PTA/PTSA are authorized to file this registration. Provide your legal name and your PTA/PTSA position title. If you need to review anything that you previously entered you can go to PREVIOUS pages prior to submission. Your entries wi ll not be disturbed, however your filing will NOT be saved for submission later and will time out UNSAVED after 20 minutes of inactivity. When finished, click SUBMIT. Leave this check box blank unless you have been employed by a PTA/PTSA to file this registration. Provide your legal name and PTA/ PTSA position title. When all information is complete click SUBMIT.

25 Step 23 A small window will open and request an address for the confirmation of filing to go to. Enter this twice. Make sure to use an address you have access to. Enter an address you have access to. Click OK.

26 Step 24 This is your confirmation that your Registration has been submitted. It is a good idea to print a copy of our registration for your unit s records. Make sure your pop-up blocker is disabled or allows you to receive pop-ups from this website. A confirmation will be sent to the address you provided. This is the confirmation number of your unit registration. Keep this number for your records. You will need it when you renew in Click here to PRINT a copy of your registration. The Dept. of Law will notify you by mail when the registration is complete. It is possible they may require additional information and/or documentation.

27 Step 25 Open your account and find the confirmation from the Dept. of Law. Keep this and/or a copy of this . You will need this confirmation number when you complete the renewal for your unit next year before Sept. 1, The Dept. of Law will contact you via mail when your registration is complete. Additional information or documentation may be required. This is the confirmation number of your unit registration. Keep this number for your records. You will need it when you renew. SAVE THIS You will need info on it for next year.

28 CONGRATULATIONS! You have completed the process of the Dept. of Law registration for your PTA/PTSA unit!!! RECOMMENDATION: Have a party! DON T FORGET: Send a copy of your registration confirmation and also the mailed notice you receive from the Dept. of Law that completes your unit s registration. PROBLEMS: Please contact your Region VP for help, questions, or anything you are unsure of. Visit our Regions and Unit page for access to our list of Region VPs and their contact info. You can also contact the Alaska PTA Office for help.