PTA treasurer calendar

Which dates go on a treasurer calendar?

Most treasurer trouble starts with a missed date. You’ll need your fiscal year end first. Then look for:

• IRS annual return. Most small groups (gross receipts normally $50,000 or less) file the 990-N online. It’s due on the 15th day of the fifth month after your year ends, and it can’t be extended.
• Forms 1099-NEC, if you paid a person or small business that isn’t a corporation $2,000 or more for services during 2026. Payments made in 2025 used the old $600 limit. They’re due to the person and the IRS by January 31. Ask for a W-9 form before you pay anyone.
• State and national PTA dues (PTA units only). Your state PTA sets when the state and national share of member dues is sent in, often monthly. Work it out with your membership chair.
• State filings. Ask your state PTA or your state’s charity office what your group files. Last year’s records will often show it too.
• Insurance renewal. It’s on the policy’s first page. See does a PTA or PTO need insurance?
• Board dates: the budget vote, a midyear budget check in January, the year-end financial review and elections.
• End-of-year money dates: a cut-off for reimbursement requests (announce it in spring), and what you may pay over the summer before the new budget is approved. Some groups vote a small summer budget for this.

PTO treasurer month-by-month checklist

Every month is the same short routine. When the statement arrives:

• Save the statement to its month’s folder.
• Give it to someone who can’t sign checks for a five-minute look.
• File that month’s receipts, reimbursement forms and cash count sheets.
• Do the bank match.
• Fill in the treasurer report.

Around that routine, a July–June year has a shape. Shift the months if your fiscal year is different:

• Summer: the new year begins, last year’s books get their financial review, bank signers are updated and the budget is adopted.
• Fall: membership dues and the fall fundraiser come in. The IRS return is due in November for a June 30 year-end.
• Winter: 1099s and donor thank-you letters in January, then a mid-year budget review with the board.
• Spring: the spring fundraiser and elections, then next year’s budget and the handoff to the new treasurer.

A few dates stay put whatever your fiscal year: 1099s and donor thank-you letters are due in January.

990-N filing due date

Your IRS return is due on the 15th day of the fifth month after your fiscal year ends. If that’s a Saturday, Sunday or legal holiday, it moves to the next business day. You can’t file before your year ends, and the 990-N can’t be extended. Some common year-ends:

Groups over the 990-N limit file Form 990-EZ or Form 990 on the same date, and those can be extended. Not sure which you file? Use the 990-N deadline checker.

How to set up your treasurer calendar

1. 1 Find your fiscal year end. It’s in your bylaws or on last year’s 990-N.
2. 2 Put in the IRS dates first. They follow from your year-end. The tool above does this for you.
3. 3 Start from where you are. If you took over in spring, begin with this month instead of waiting for July.
4. 4 Pick two fixed days: one day a month to file and close the month, and one day a week to update the register.
5. 5 Next to each date, note who set it: the IRS, your state, your state PTA or council, or your school district. If two disagree, go by the earlier one.
6. 6 Give every date a reminder two weeks before.
7. 7 Share the calendar with the president and secretary. When everyone can see the dates, nobody is surprised.

PTA, PTO and booster club differences

• PTA units: your state PTA’s dates can be earlier than the IRS’s. Virginia PTA, for example, asks units to file their IRS return by August 1, and Texas PTA within 60 days of year-end. Your state PTA also sets when dues are sent in. Check its calendar.
• PTOs and booster clubs (any parent-teacher organization outside the PTA) follow the same IRS dates, if the IRS treats the group as tax-exempt. Check that first: see tax-exempt status.
• Booster clubs sometimes run their year with the sports season rather than July to June. The return date moves with your year-end, so enter your own.

Common mistakes

• Keeping the dates in your personal calendar, where the president, the secretary and the next treasurer can’t see them
• Forgetting that an IRS date on a weekend or holiday moves to the next business day
• Waiting for July to start, when you took over in spring
• Not noting who set a date, so nobody knows which one wins when two disagree
• Paying a contractor before you have their W-9

Questions people ask

What goes on a PTO treasurer’s month-by-month checklist?

Every month: save the statement, file receipts, do the bank match and fill in the treasurer report. Around that, the year has a shape: budget and review in summer, fundraisers in fall and spring, the IRS return about five months after your year ends, 1099s in January and the handoff in June. Sheet M in the free guide lays it out month by month.

When is the 990-N due?

The 15th day of the fifth month after your year ends, or the next business day if that’s a weekend or holiday. For a June 30, 2026 year-end, that’s Monday, November 16, 2026. The 990-N can’t be extended. The 990-N page has a deadline checker and the filing steps.

Does the calendar include state deadlines?

Not yet. We haven’t checked state dates, so none are added. Ask your state PTA or your state’s charity office which filings apply to you, and add them by hand.

Do 1099s follow our fiscal year?

No. Forms 1099-NEC cover the calendar year and are due January 31, whatever your fiscal year. Donor thank-you letters for the last calendar year go out in January too.

Will the calendar file work with Google Calendar or Outlook?

Yes. The .ics file has all-day events, so it works in Google Calendar, Apple Calendar and Outlook, and nothing shifts across time zones. It’s made in your browser; nothing is sent to us.