Volunteer treasurers
Just became the PTA or booster club treasurer?
Most volunteer treasurers inherit a checkbook, a spreadsheet and no instructions. Here's what you actually have to file, the habits that protect you, and how to leave clean books for whoever's next.
Keeping your own books? Tallyfinch does invoices, bank import and reports on your computer. See Tallyfinch
What you file
- IRS Form 990-N: a tax-exempt group with gross receipts normally $50,000 or less files this short online notice every year. Miss three years in a row and the group automatically loses tax-exempt status. (IRS) Larger groups file a longer 990.
- New Jersey charity registration: a group run by unpaid volunteers with no more than $10,000 in contributions a year is exempt. Once contributions pass $10,000, it has 30 days to register with the State. (N.J.A.C. 13:48-3.3)
- Your parent organization: chapters of a state or national PTA have their own reports and deadlines.
Habits that protect you
- Two people count all cash and both sign the count sheet.
- A second officer approves every payment.
- Keep a receipt for every dollar out.
- Check the books against the bank statement every month.
- Never mix group money with your own, even for a day.
Handing off at year end
Reconcile the last statement, print budget vs actual for the board, file the 990-N, change the bank signers, and hand over the checkbook, cards, logins and a year of receipts. Start next year's file with this year's ending balance.
Group grown past volunteer bookkeeping? We keep books for small nonprofits · Church treasurers
Printable kit
Booster Club and PTA Treasurer Workbook
An Excel workbook with transactions, budget vs actual, fundraiser results, a monthly bank check and a year-end handoff checklist.
General information, checked November 2026. Not legal advice. MCC Solutions is not a law firm.
Questions
Does our booster club have to file anything with the IRS?
If it's tax-exempt, yes: usually the Form 990-N e-Postcard each year when gross receipts are normally $50,000 or less.
Do we have to register as a charity in New Jersey?
Not if you're run by unpaid volunteers and contributions stay at $10,000 or less a year. Over that, register within 30 days.
What happens if we never file the 990-N?
After three years in a row of not filing, the IRS automatically revokes tax-exempt status.
Tallyfinch
Books you keep on your own computer
Tallyfinch does invoices, bills, bank import, reconciliation and the main reports, in a file you own. $99 once, then $5 a month for updates; the app keeps working if you stop the plan. It does not do payroll or sales tax filing. The free download records up to 60 entries.
See Tallyfinch Download it free Compare the three apps