How to file form 990-ez: a treasurer's step-by-step guide

Last updated 2026-07-25

what is form 990 and why does your club need to file one

Form 990 is the annual information return the IRS requires from most tax-exempt organizations, including 501(c)(3) booster clubs, PTOs, and youth sports leagues ^[1]. It's not a tax bill in the way your personal 1040 is. You're not usually paying tax on this form. You're reporting income, spending, and governance so the IRS (and the public) can see the group is still operating within its exempt purpose. There are four versions depending on size: Form 990-N (the postcard, for gross receipts normally $50,000 or less), Form 990-EZ (gross receipts under $200,000 and total assets under $500,000), the full Form 990 (bigger orgs), and Form 990-PF (private foundations) ^[1]. If your booster club sits in that middle band, financially bigger than a bake-sale operation but nowhere near a large nonprofit, 990-EZ is usually your form. Skipping this isn't a quiet mistake. The IRS automatically revokes tax-exempt status for any organization that fails to file the required return or notice for three consecutive years ^[2]. That's the scenario a lot of volunteer treasurers walk into cold: the last treasurer didn't file, nobody caught it, and now the group has to reapply for exemption from scratch. For background on the whole family of forms, see form 990 and irs form 990.

who qualifies to file the 990-ez instead of the full 990

You can generally use Form 990-EZ if your organization's gross receipts were less than $200,000 and total assets at year end were less than $500,000 ^[1]. Both conditions have to be true. If either number is over the threshold, you're supposed to file the full Form 990 instead. Gross receipts, for this purpose, means the total amount your organization received from all sources during the year, before subtracting any costs or expenses. That trips people up. A booster club that grossed $210,000 from concessions and a golf tournament, even if net income after expenses was much smaller, is over the 990-EZ line and needs the full 990. Some organizations aren't eligible for 990-EZ at all regardless of size, including certain sponsoring organizations of donor advised funds and controlling organizations under section 512(b)(13) ^[3]. That's rare for a typical booster or PTO, but if your group has an unusual structure (fiscal sponsorship arrangements, for instance), confirm with the IRS or a qualified preparer before assuming 990-EZ applies. If your receipts are consistently under $50,000, you don't need 990-EZ at all. You can file the simpler 990-N, often called the form 990-n e-postcard, which just confirms a handful of basic facts online with no financial detail required ^[3].

what does a treasurer do (and why filing the 990 falls on them)

So what does a treasurer do, day to day? A treasurer is the person responsible for tracking money in and out, keeping the books reconciled, and making sure the organization meets its financial reporting obligations, including filing whatever version of Form 990 applies. That's the short answer to what a treasurer of a club does, whether it's a booster club, a PTO, or a youth sports league board. What do treasurers do beyond bookkeeping? In practice: manage the bank account and any online payment tools, track budgets against actual spending, prepare financial reports for board meetings, handle deposits from fundraisers and concessions, and keep receipts organized enough that somebody could reconstruct the year if asked. What a treasurer does in a club also includes a governance piece: presenting numbers the board and members can trust, flagging when spending is off pace, and making sure two people aren't fighting over the same $40 reimbursement receipt. What does a club treasurer do around tax time specifically? Pull together gross receipts, program expenses, officer compensation if any, and a balance sheet snapshot, then either file the 990-EZ themselves or hand a clean packet to whoever does. A treasurer who inherits a shoebox of receipts in August and discovers the group hasn't filed in two years has a much bigger job: reconstructing records, possibly requesting penalty relief, and re-establishing exempt status if revocation already happened. That's the situation this whole hub exists to help you avoid.

what information do you need to gather before you start the 990-ez

Before you open the form (or your software), assemble a specific set of numbers. Trying to fill in 990-EZ line by line without this ready is how errors creep in. - Total revenue by category: contributions and gifts, program service revenue (concessions, tournament fees), investment income, and gains from fundraising events, reported separately per the form's Part I structure ^[1].

• Total expenses, again broken into categories like program services, management and general, and fundraising.
• Net assets or fund balances at the start and end of the year, which should tie to your bank statements and any reserve accounts.
• A list of officers, directors, and key employees, along with any compensation paid, even if it's $0 for an all-volunteer board.
• Program service accomplishments, meaning a short narrative of what the organization actually did (how many student athletes supported, scholarships awarded, equipment purchased).
• Any grants made, if your club distributes funds to individuals or other organizations. If gross receipts are $100,000 or more, or total assets are $250,000 or more, the IRS return instructions note you must complete additional parts, so double check the current year's form instructions for the exact triggers ^[4]. This is also where clean recordkeeping habits pay off. A treasurer who reconciles the bank account monthly and codes every deposit correctly spends an afternoon on this form. One who doesn't spends a week.

what schedules might you need to attach to form 990-ez

Form 990-EZ isn't always a standalone two-page form. Depending on your activities, you may need to attach schedules, and missing a required schedule is a common reason returns get flagged or kicked back. Schedule A is required for most 501(c)(3) organizations to demonstrate public charity status and public support. Schedule B may be required if you received contributions meeting certain thresholds. Schedule G covers fundraising or gaming activities if you reported more than $15,000 in professional fundraising fees or gross income from gaming, and this is the schedule that most often applies to a group running a raffle, bingo night, or big auction ^[4]. Schedule L covers transactions with interested persons (think: a board member's business supplying uniforms). Schedule O is the catch-all for supplemental narrative information the form's boxes don't have room for. Most booster clubs and PTOs will need Schedule A at minimum. If you run a raffle as a fundraiser, check whether your state also requires a separate charitable gaming report; that's a state filing, not an IRS one, and the rules vary widely by state so confirm with your state charity registration office ^[5].

when is the 990-ez due and can you get an extension

Form 990-EZ is due on the 15th day of the 5th month after your organization's accounting period ends ^[3]. For an organization on a calendar year (ending December 31), that's May 15. For a fiscal year ending June 30, common for school-affiliated groups, the deadline is November 15. If you need more time, you can file Form 8868 to request an automatic 6-month extension ^[6]. That's genuinely automatic, no explanation required, as long as you file it by the original due date. There's no shortened extension anymore; the old two-tier extension system was simplified so it's one 6-month request. Missing the deadline doesn't trigger an instant penalty notice for most small filers using 990-EZ, but repeated failures are what cause automatic revocation, which is a much bigger problem than a late fee. Mark the date on the board calendar the day the previous treasurer hands off the books. It's the single most preventable disaster in this whole job.

how do you actually submit the 990-ez (e-filing requirements)

You must file Form 990-EZ electronically. The IRS mandated electronic filing for Form 990-series returns for tax years beginning after July 1, 2019, under the Taxpayer First Act ^[7]. Paper 990-EZ filings are no longer accepted for most organizations. In practice this means using an IRS-authorized e-file provider. The IRS maintains a list of approved software providers for exempt organization returns, and several offer free or low-cost options for small nonprofits . You'll create an account, enter the same data described above, and submit through that platform rather than mailing anything. One wrinkle: 990-N (the postcard) is filed through a different, simpler IRS portal than 990-EZ. If your organization is right on the edge of the receipts threshold, confirm which form and which portal apply before you start data entry, since switching mid-way is annoying.

what happens if you don't file, or find out you're already revoked

If your organization fails to file the required 990-series return for three consecutive years, the IRS automatically revokes its tax-exempt status, effective on the filing due date of the third year ^[2]. The IRS states plainly: "Automatic revocation occurs when an organization does not file required Form 990-series returns for three consecutive years" ^[2]. There's no warning letter that says 'last chance.' The revocation shows up when someone checks the IRS Tax Exempt Organization Search tool and the group simply isn't there anymore, or a bank or grantor asks for a determination letter that no longer reflects reality. If this has already happened to your club, don't panic, but do move. The path back is filing Form 1023 or 1023-EZ to apply for reinstatement, and the IRS has procedures for retroactive reinstatement (streamlined for organizations that have never had their exemption revoked before and file within 15 months, and other paths for later filers) described in Revenue Procedure 2014-11 . This is a real project: gathering financial records for the missed years, paying a new application fee, and possibly explaining the gap to your state charity office as well, since state registration often depends on federal exempt status. This is exactly the mess a $99 one-time State-Personalized Treasurer Kit is built to help you avoid: a state-specific checklist and calendar so the next treasurer never discovers a silent three-year gap. It's a reference tool, not a substitute for a CPA or attorney if you're already deep in reinstatement paperwork.

how does 990-ez compare to 990-n and the full form 990

Form	Who files it	Gross receipts threshold	What it requires
990-N	Smallest orgs	Normally $50,000 or less [1]	8 basic facts, filed online, no financials
990-EZ	Mid-size orgs	Under $200,000, assets under $500,000 [1]	Two-page form plus schedules (A, G, etc.)
Form 990	Larger orgs	$200,000 or more, or assets $500,000+ [1]	Full financial statements, governance detail
990-PF	Private foundations	Any size	Separate rules entirely	A lot of new treasurers assume smaller is always simpler and safer, but there's a real tradeoff. 990-N takes ten minutes online. 990-EZ takes real preparation but gives the public (and your own board) a much clearer financial picture, which matters if you're applying for grants or a bank wants to see your finances. Some organizations that qualify for 990-N choose to file 990-EZ anyway for that transparency. Nothing in the IRS rules stops you from filing a more detailed return than the minimum required. For a plain overview of the whole family, see 990 tax form and [990](/articles/treasurer-basics/990).

what does a treasurer do all year, more than at tax time

It's worth zooming out from the 990-EZ itself to the whole job, because filing is really the last step of a year's worth of habits. What is a treasurer, functionally? The officer who owns the money side of the organization: bank access, budget tracking, and financial reporting to the board. Month to month, what does a treasurer do in a club setting? Reconcile the bank statement against the check register or accounting software, log every fundraiser's income and expenses separately so you can tell the board which events actually made money, keep W-9s on file for anyone paid $600 or more (coaches, referees, DJs) in case a 1099 is required, and keep receipts for every reimbursement request before writing a check. At handoff time (and every booster club, PTO, and league has a handoff eventually), what does a club treasurer do to set up the next person? Leave a folder, physical or digital, with the prior three years of filed 990s or 990-N confirmations, the current year budget versus actual, bank statements, and the state charity registration renewal date if your state requires one. Most of the pain in this job comes from gaps in that folder, not from the form itself being hard. A raffle, casino night, or major auction adds its own layer on top of the federal reporting. That income and expense goes on the 990-EZ (often via Schedule G) ^[4], and separately your state may require its own charitable gaming license and report. Confirm with your state charity office or attorney general's office before running any raffle.

Frequently asked questions

what is form 990

Form 990 is the IRS annual information return that most tax-exempt organizations file to report income, expenses, and governance details ^[1]. It comes in several versions (990-N, 990-EZ, full 990, 990-PF) based on the organization's size. It's not usually a tax bill; it's public reporting that keeps your exempt status current.

what is a 990 tax form used for

It lets the IRS and the public confirm a tax-exempt organization is still operating within its stated purpose and reporting its finances honestly ^[1]. Grantors, donors, and watchdog sites like GuideStar/Candid pull data straight from these filings, so an accurate 990 also supports your organization's credibility.

what is the 990 in simple terms

It's the annual 'report card' the IRS requires from tax-exempt nonprofits: how much money came in, how much went out, who runs the organization, and whether officers were paid. Which version you file (990-N, 990-EZ, or full 990) depends on your gross receipts and total assets ^[1].

who qualifies to file form 990-ez instead of the full form 990

Organizations with gross receipts under $200,000 and total assets under $500,000 at year end generally qualify for 990-EZ ^[1]. Both thresholds must be met. Certain organizations, like sponsors of donor advised funds, can't use 990-EZ regardless of size ^[4]; confirm with the IRS or a preparer if your structure is unusual.

when is form 990-ez due

It's due the 15th day of the 5th month after your fiscal year ends: May 15 for a calendar-year organization ^[2]. You can request an automatic 6-month extension by filing Form 8868 before the original deadline ^[8].

can you paper file form 990-ez

No, generally not. The Taxpayer First Act requires electronic filing of Form 990-series returns for tax years beginning after July 1, 2019 ^[9]. You'll need to use an IRS-authorized e-file provider rather than mail a paper form.

what happens if a booster club never files a 990

Failing to file for three consecutive years triggers automatic revocation of tax-exempt status, effective on the third year's filing deadline ^[3]. Reinstatement requires reapplying with Form 1023 or 1023-EZ and, in many cases, following the retroactive reinstatement procedures in Revenue Procedure 2014-11 ^[11].

what does a treasurer do in a booster club or PTO

A treasurer tracks all money coming in and going out, reconciles the bank account, prepares financial reports for the board, and files the required IRS return (990-N, 990-EZ, or full 990) each year. They also keep records organized for handoff to the next treasurer and often manage raffle or fundraiser accounting.

is form 990-ez the same as form 990-n

No. Form 990-N is a simple 8-question online notice for organizations with gross receipts normally $50,000 or less, with no financial detail ^[1][5]. Form 990-EZ is a fuller two-page form (plus schedules) for organizations with gross receipts under $200,000 and assets under $500,000.

do you need a schedule for a raffle or gaming fundraiser on the 990-ez

Often yes. Schedule G is required if the organization reported more than $15,000 in gross income from gaming activities on the 990-EZ ^[6]. Separately, most states require their own charitable gaming or raffle license; confirm with your state charity office before running the event.

can a volunteer treasurer file the 990-ez without a CPA

Many volunteer treasurers do file it themselves using IRS-authorized e-file software, especially once records are organized. That said, this isn't tax or legal advice, and if your organization has unusual income (UBIT, large grants, related-party transactions), a CPA familiar with nonprofits is worth the cost.

what is the difference between gross receipts and net income for 990-ez eligibility

Gross receipts means total money received from all sources before subtracting expenses, not profit after costs ^[1]. A club that brought in $210,000 from events but only netted $40,000 after expenses is still over the $200,000 990-EZ threshold and must file the full Form 990.

what records should a treasurer keep before filing form 990-ez

Bank statements, a reconciled ledger of income and expenses by category, a list of officers and any compensation, records of each fundraiser's revenue and cost separately, and W-9s for anyone paid $600 or more. Keep at least three prior years of filed returns for handoff and for grant or bank requests.

Sources

1. IRS, Annual Exempt Organization Return: Who Must File: Gross receipts and total asset thresholds for 990-N, 990-EZ, and full Form 990
2. IRS, Form 990-EZ Instructions: 990-EZ due date is the 15th day of the 5th month after the tax year ends
3. IRS, Automatic Revocation of Exemption: Three consecutive years of non-filing triggers automatic revocation, quoted language
4. IRS, State Links for Exempt Organizations: Directory of state charity regulator links for confirming state-level filing requirements
5. IRS, Form 8868: Form 8868 provides an automatic 6-month extension for exempt organization returns
6. IRS, Exempt Organizations e-File: IRS lists authorized e-file providers for exempt organization returns
7. IRS, Revenue Procedure 2014-11: Procedures for streamlined and other retroactive reinstatement of tax-exempt status after automatic revocation