How to file a 990 form: a treasurer's plain-English guide

Last updated 2026-07-25

what is form 990?

Form 990 is the annual information return the IRS requires from most tax-exempt organizations. It isn't an income tax return in the way you'd file a 1040. It's a public disclosure document. The IRS uses it to check that a nonprofit is still operating within its exempt purpose, and the public (donors, watchdog sites, journalists) uses it to see where the money actually went. The IRS says it plainly: "Tax-exempt organizations, nonexempt charitable trusts, and section 527 political organizations file Form 990 to provide the IRS with the information required by section 6033."^[1] That's the legal hook. Section 6033 of the Internal Revenue Code is what makes annual filing mandatory, not optional, for almost every exempt group. There isn't just one 990. There are four versions, and which one applies to your booster club or PTO depends entirely on how much money moved through your bank account that year. Get the wrong one and you've either wasted hours on paperwork you didn't need, or worse, filed nothing because you assumed a smaller group was exempt from filing at all. It almost never is.

what is the 990 tax form used for, exactly?

It reports revenue, expenses, net assets, board members, and (for the bigger versions) executive compensation and program accomplishments. Think of it as the financial and governance snapshot the IRS and the public get once a year. For a small booster club, the version you'll almost certainly deal with is the 990-N, also called the e-Postcard. It's for organizations with gross receipts normally $50,000 or less.^[2] It's eight questions. No financial detail, no attachments, nothing to mail. You do it entirely online through the IRS's filing system. Once your gross receipts cross that $50,000 line (even in one unusually good year with a big raffle or gala), you're bumped up to Form 990-EZ or the full Form 990, depending on size. We'll break down the exact thresholds below.

which 990 version does my club actually need to file?

Gross receipts normally ≤ $50,000	Form 990-N (e-Postcard)
Gross receipts < $200,000 AND total assets < $500,000	Form 990-EZ (or full 990 if you prefer)
Gross receipts ≥ $200,000 OR total assets ≥ $500,000	Full Form 990
Private foundations (any size)	Form 990-PF	These thresholds come directly from the IRS's own instructions for Form 990 and the 990-N eligibility page.[2][3] "Normally" matters here: the IRS averages your gross receipts over the current year and the two prior years if you're a newer or fluctuating organization, so one big fundraising year doesn't automatically force you into the full 990 forever.[3] Most booster clubs, PTOs, and youth sports leagues stay under $50,000 in gross receipts most years and file the 990-N. If your group runs a big annual gala, a large raffle, or gets a major sponsorship, check your three-year average before assuming you're still eligible for the postcard.

This is the question that trips up almost every new volunteer treasurer, so here's the breakdown straight from IRS guidance. | Your situation | Form to file |

what does a treasurer do for filing the 990?

Filing the 990 is one piece of a bigger job, so it helps to step back and answer the broader question first: what is a treasurer, and what do treasurers do day to day? A treasurer is the volunteer (or occasionally paid) officer responsible for an organization's money: tracking income and expenses, keeping the books reconciled against bank statements, presenting financial reports to the board, and making sure the group meets its legal filing obligations. That last part is where the 990 lives. What does a treasurer do in a club, specifically? In a typical booster club or PTO, the treasurer: - Keeps a running ledger of dues, concession sales, sponsorship checks, and fundraiser proceeds

• Pays approved bills and reimburses volunteers with receipts
• Reconciles the bank account monthly
• Reports a budget-vs-actual summary at board meetings
• Confirms the group's gross receipts each year to determine which 990 version applies
• Files (or hands off to whoever files) the 990 by the deadline
• Keeps copies of the last three years of filings for handoff to the next treasurer What does a club treasurer do that a regular member doesn't? Signing authority on the bank account, usually. Access to the EIN and prior tax filings. And the accountability that comes with being the name the IRS and your state charity office have on file as the contact for money matters. If you're stepping into this role mid-year with no notes from the last person, the 990 filing history is often the fastest way to reconstruct what your group's finances actually look like, since it summarizes a full year of activity in one document.

when is the 990 deadline?

The 990, in any version, is due the 15th day of the 5th month after your organization's fiscal year ends.^[2] For a group on a calendar fiscal year (January through December), that's May 15. For a school-year fiscal year (July through June), that's November 15. A 6-month extension is available using Form 8868, which pushes the deadline to November 15 or May 15 respectively.^[4] The extension is automatic if you file the form correctly and on time; you don't need IRS approval first. Mark this date in whatever calendar your board actually uses, more than a filing cabinet nobody opens. Missing it once is a paperwork headache. Missing it three years running is a legal disaster, covered next.

what happens if I miss the 990 deadline or don't file at all?

Miss three consecutive years and the IRS automatically revokes your tax-exempt status. This isn't a warning letter situation, it's automatic under federal law. The Pension Protection Act of 2006 added this rule, and the IRS states it directly: "the law requires the IRS to revoke the tax-exempt status of any organization that fails to meet its annual filing requirement for three consecutive years."^[5] Once revoked, your organization is no longer exempt from federal income tax, donations to your group are no longer tax-deductible, and you'll show up on the IRS's public Auto-Revocation List.^[5] Getting reinstated means filing IRS Form 1023 (or 1023-EZ if you qualify) again, along with the delinquent returns, and possibly paying income tax on the years you operated without exempt status. It's a real setback, not a formality. Late filing penalties also apply before you hit the three-year revocation point. For organizations required to file Form 990 or 990-EZ, the penalty is generally $20 per day the return is late, up to the smaller of $12,000 or 5% of the organization's gross receipts for the year, per the IRS penalty structure for delinquent exempt organization returns.^[6] Larger organizations (gross receipts over $1,208,500) face a steeper daily penalty. Check the current figures on irs.gov since these amounts adjust periodically. The good news: the 990-N itself has no late filing penalty attached to it directly, since it has no financial data to assess a penalty against. But missing three years of even the 990-N still triggers automatic revocation. There's no such thing as a 990 filing that's "too small to matter" for this purpose.

how do I actually file the 990-N (e-Postcard)?

You file it online, through the IRS's electronic filing system, not by mail and not through a paper form. As of the most recent IRS guidance, 990-N filers use the IRS's e-Postcard system, which requires you to register with an IRS-issued username and password or sign in through Login.gov. You'll need: your organization's EIN, tax year, legal name and mailing address, any other names the organization uses, the name and address of a principal officer, your website if you have one, and confirmation that your gross receipts are normally $50,000 or less.^[2] That's the whole form. Takes most people under ten minutes once they have the EIN and basic info in hand. There's no fee to file the 990-N. If you land on a third-party site asking for payment to file your e-Postcard, you've wandered off the actual IRS system. The IRS confirms 990-N filing is free and done directly through their portal.

how do I file the full 990 or 990-EZ?

Both the full Form 990 and Form 990-EZ must be filed electronically for tax years beginning after July 2, 2019, per the Taxpayer First Act. Paper filing for these forms is no longer accepted in almost all cases. You'll go through an IRS-authorized e-file provider; the IRS keeps a list of approved software providers on its site. This is a much bigger lift than the postcard. You're reporting full revenue and expense detail, a balance sheet, program service accomplishments, compensation for officers and key employees, and (depending on your activities) supplemental schedules like Schedule A for public charity status or Schedule G for fundraising events and gaming. If your booster club crossed into 990-EZ or full 990 territory because of one big fundraiser, get help. This is the point where a volunteer treasurer with a spreadsheet and good intentions genuinely benefits from a CPA who works with nonprofits, at least for the first filing. It is not the same task as the 990-N, and getting the schedules wrong can trigger IRS follow-up questions that eat months of your time.

does my organization have to file a 990 at all?

Almost certainly yes, if you're a 501(c)(3) or other recognized tax-exempt organization. There are narrow exceptions: churches and certain church-affiliated organizations are generally excused from filing, and some very small government-affiliated groups have separate rules.^[1] But a booster club, PTO, or youth sports league that's obtained 501(c)(3) status doesn't fall into either exception. Worth noting: even organizations that never formally applied for exempt status, or that are still waiting on their determination letter, may still owe a 990 depending on their situation. If you're not sure whether your group has actual IRS recognition or just assumes it's exempt because it's a nonprofit in the colloquial sense, that's worth sorting out before assuming no filing is owed. "Nonprofit" and "tax-exempt" aren't the same legal status, and confirming which one your group actually has is worth a call to the IRS Exempt Organizations customer account line or a look at the IRS's Tax Exempt Organization Search tool.

what records do I need before I start filing?

Pull these together before you sit down at the computer, and the whole process goes faster: - Your organization's EIN (not your personal Social Security number)

• The prior year's 990 filing, if one exists, for comparison
• A full-year income and expense summary reconciled to your bank statements
• Total assets at year-end (cash plus any other assets, minus liabilities)
• Names and addresses of current board members and officers
• Records of any single donor or grant over $5,000, since that can affect public support test calculations on Schedule A If you inherited a treasurer role with no folder of prior filings, that's common and fixable, but it means your first 990 season involves some archaeology. Check the IRS's Tax Exempt Organization Search tool first; prior 990 filings for your organization, if any were filed, are often publicly viewable there, which can save you from rebuilding history from scratch.

does my state also require a separate annual filing?

Very likely yes, and this is the piece new treasurers most often miss. The federal 990 goes to the IRS. Most states with charitable solicitation laws also require an annual registration or renewal filing with the state attorney general's office or secretary of state, separate from the 990, especially if your group solicits donations from the public or runs raffles. Requirements vary enormously by state: some accept a copy of your 990 as part of the state filing, some want a separate state-specific form, and some have their own fee schedule. Confirm with your state charity office / attorney general directly, since these requirements change and the details genuinely differ by state. There is no federal shortcut here.

what if my club is small and this feels like overkill?

It's tempting to assume a group that raises $8,000 a year for uniforms and away-game buses is too small for the IRS to care about. That assumption is exactly how organizations end up on the auto-revocation list. The 990-N exists precisely for organizations your size: it's free, it's eight questions, and it takes less time than a single board meeting. The actual failure point isn't the filing difficulty, it's forgetting. Booster club and PTO treasurer turnover happens every year or two, often with an incomplete handoff. The new treasurer doesn't know the EIN, doesn't know the fiscal year, and doesn't know a filing was ever due. That's the gap that leads to missed filings and eventual revocation, not the complexity of the form itself. This is genuinely the reason a documented handoff matters more than almost anything else in this role. If you're setting up systems for your specific state and organization type from scratch, a State-Personalized Treasurer Kit ($99, one-time) builds out your filing calendar, EIN and fiscal-year documentation, and handoff checklist so the next treasurer isn't starting from zero. It's not a substitute for a CPA or the IRS's own instructions, but it's built for exactly this handoff gap.

what's the fastest way to check if my status has already been revoked?

Search your organization's name or EIN in the IRS's Tax Exempt Organization Search tool, which includes the Auto-Revocation List. If your group appears there, your 501(c)(3) status is gone as of the revocation date listed, regardless of whether anyone told you. Reinstatement isn't automatic. You'll need to file Form 1023 or 1023-EZ again (with the application fee, currently $275 for 1023-EZ eligible organizations per the IRS fee schedule), along with any delinquent 990s, and in some cases request retroactive reinstatement to avoid a gap in exempt status. The IRS has streamlined procedures for small organizations reinstating within 15 months of revocation, so don't assume the whole process from scratch is your only option if you catch it reasonably quickly.^[5]

Frequently asked questions

What is a treasurer?

A treasurer is the officer or volunteer responsible for an organization's money: tracking income and expenses, reconciling bank accounts, reporting financials to the board, and handling required filings like the IRS Form 990. In a booster club or PTO, it's usually an elected volunteer position, not a paid role.

What do treasurers do on a monthly basis?

Most active treasurers reconcile the bank account against the ledger, record all income and expenses, approve or process reimbursements, and give a short financial update at the board meeting. Annually, they also confirm gross receipts to determine which version of Form 990 the organization owes.

What does a treasurer of a club do that's different from other officers?

The treasurer typically has bank account signing authority, holds the organization's EIN and financial records, and is the named contact for tax filings like the 990. Other officers (president, secretary) handle governance and meeting minutes, not day-to-day money management.

What is Form 990 used for?

Form 990 is the annual information return tax-exempt organizations file with the IRS under Internal Revenue Code section 6033. It reports revenue, expenses, assets, and governance details, and it's publicly available, letting donors and the IRS both check on an organization's activities.

What is the 990-N e-Postcard?

The 990-N is the simplest version of Form 990, for organizations with gross receipts normally $50,000 or less. It's eight questions, filed free online through the IRS system, with no financial detail required. Most small booster clubs and PTOs file this version.

Do all nonprofits have to file a 990?

Almost all tax-exempt organizations must file some version annually. Exceptions are narrow: churches and certain church-affiliated groups are generally excused, per IRS guidance. A typical 501(c)(3) booster club, PTO, or youth sports league does not qualify for an exception.

What happens if a nonprofit misses three years of 990 filings?

The IRS automatically revokes tax-exempt status after three consecutive years of missed filings, per the Pension Protection Act of 2006. There's no warning letter required; it's built into the law. Reinstatement requires reapplying with Form 1023 or 1023-EZ.

How much does it cost to file the 990-N?

Nothing. The 990-N is filed free through the IRS's online e-Postcard system. If a website charges you a fee to submit it, you've likely used a third-party service rather than the IRS's own filing portal.

When is the 990 due each year?

The 15th day of the 5th month after your organization's fiscal year ends. For a calendar-year organization, that's May 15. For a July-to-June school-year organization, that's November 15. A 6-month extension is available via Form 8868.

Can I file a paper 990 instead of electronically?

No, in almost all cases. Under the Taxpayer First Act, Form 990 and 990-EZ must be filed electronically for tax years beginning after July 2, 2019. The 990-N has always been electronic-only, filed through the IRS's own system.

How do I know which version of the 990 my organization needs?

It depends on gross receipts and total assets. Under $50,000 in gross receipts normally means 990-N. Under $200,000 in receipts and under $500,000 in assets means 990-EZ or full 990. Above either threshold means the full Form 990 is required.

Does filing a state charity registration replace the federal 990?

No. They're separate requirements. The 990 goes to the IRS federally. Most states with charitable solicitation laws also require their own annual registration or renewal, often through the attorney general's office, in addition to the federal filing. Confirm requirements with your specific state charity office.

Sources

1. IRS, Annual Exempt Organization Return: Due Date: 990 deadline is the 15th day of the 5th month after fiscal year end
2. IRS, About Form 990: purpose and legal basis of Form 990 under section 6033
3. IRS, Annual Electronic Filing Requirement for Small Exempt Organizations (Form 990-N): 990-N eligibility threshold of $50,000 or less in gross receipts and required information fields
4. IRS, Instructions for Form 990 Return of Organization Exempt From Income Tax: gross receipts thresholds distinguishing 990-N, 990-EZ, and full 990, and the three-year averaging rule
5. IRS, About Form 8868, Application for Extension of Time To File an Exempt Organization Return: automatic 6-month extension available via Form 8868
6. IRS, Automatic Revocation of Exemption: automatic revocation after three consecutive years of missed 990 filings and reinstatement options
7. IRS, Tax Exempt Organization Search: tool to check prior 990 filings and auto-revocation status by organization name or EIN