What documentation is needed to prove our non-profit status as a PTA Unit?
When PTA Units are asked to prove their 501(c)(3) nonprofit status, they need to supply the following documentation – all of which is provided through Peralta District PTA:
- A letter from the IRS verifying the Employer’s Identification Number (EIN - the federal ID number) of the Unit. All units received one when they were first formed, but that paper is probably long ago buried. The EIN can also be found on your Audit Report Forms. If you’re unsure of your Unit’s EIN, contact the Peralta District PTA President as we maintain a list of all Unit and Council EINs.
- Letters of determination that were issued in the 1940's by the IRS and in the 1970's by the State of California stating that the California State PTA is in fact a nonprofit organization.
- A letter of "affiliation" that California State PTA provides stating your unit is in good standing and falls under the State PTA nonprofit status.
How do I get this documentation?
All PTAs contact the Peralta District President and request this packet.
In your request, remember to include:
- Reason for the request (e.g. need for a matching grant, bank requirements, etc)
- Unit president's name and home address
- Name and email of person requesting the documentation
Email this request to the Peralta District PTA president at: president [at] peraltadistrictpta [dot] org. The president will forward it to the proper person at the State PTA. You will receive by return email the proper documentation to substantiate your non-profit status. During the week, this documentation will probably be emailed to you the same day. On a weekend, the process will not take place until Monday.
As an example, all banks now require PTAs opening a bank account to supply documentation that includes:
- Copy of IRS letters of determination as proof of 501(c)(3) status
- Copy of PTA association minutes recording the election of officers and/or a letter from the unit secretary giving the names of the signers elected.
- Copy of PTA Unit bylaws
Once you get this packet together, keep it in an accessible place, perhaps in a permanent binder that goes to a new Unit President or Treasurer with each new school year.