Setting Up WePay in Memberhub
This link has this information plus images. https://support.memberhub.com/hc/en-us/articles/360005261593-How-to-complete-your-application-to-take-payments-online
You'll need to complete an application to take payments online for PTA memberships and more in your MemberHub store. Your WePay merchant account is not connected to the eCheck/ACH process for State Payments.
Note: An authorized signer on your PTA's bank account will need to complete this step -- preferably the current treasurer. You'll also need your PTA's EIN and bank account information handy.
Important: Each WePay account connected to MemberHub must be created/owned by a unique email address. If an account is created using the same email address that was already used for a different unit's merchant account, the original store will become inactive (token disabled). If you are the responsible party for more than one unit's WePay account, you may avoid issues by using a PTA-specific treasurer email address (e.g. YourPTATreasurer@gmail.com) or an alternate personal email address.
View the WePay Fact Sheet for information about WePay, merchant accounts, and taking payments online through MemberHub. The total processing fees for MemberHub and WePay are 3.5% + $0.50 per order, which may be passed on to the purchased or covered by your PTA.
How to complete your merchant processing agreement to take payments online
1. From the Admin Console click on Store Admin > Merchant Processing Agreement.
2. Click on Register for WePay Account.
3. Complete the sign-up form in the WePay pop-up window.
You may use a generic PTA Treasurer email address if you wish, but the first and last name that you input in the form should be that of the individual who will be managing/owning the WePay account.
The login credentials for your WePay account are separate from your MemberHub login, and as such, they do not need to match the auto-populated info.
If your organization already has a WePay account, click Log In.
Read the Terms of Service and bookmark the link for future reference.
4. Confirm your email* (sent to the email address provided), and then click Next.
5. Enter the details of your nonprofit.
Entity Type: Nonprofit; Incorporated.
Industry Type: Education; Elementary and Secondary Schools (or Schools and Educational Services - Not Elsewhere Classified)
"Legal Organization Name" must match your organization name on your EIN to ensure application processing without delays for additional information requests.
Please be sure to use your PTA/school's address and phone number, as well as your PTA website. If you do not have a PTA website, use your state PTA website.
6. Verify your identity as an authorized agent*. You don't have to be the "Controller."
The last 4 digits of your Social Security number are needed to verify your identity and confirm that you are authorized to act on behalf of your organization. To learn more, view this WePay help article.
7. Enter your banking information and disbursement frequencies*.
8. Click Finish
9. Watch for emails from WePay.
WePay may need additional documentation, etc. and may send you an email to ask for them.
HOW MANY MEETINGS A YEAR DOES A PTA NEED TO HOLD?
A unit’s bylaws will tell state how many Membership meetings you need to hold annually. Keep in mind that a “General Membership Meeting” is not a “Board Meeting.” A PTA Board should meet separately from the “Membership Meeting,” and more often. This allows the Board to conduct the day to day business of the local PTA unit as well as any other duties that have been delegated to it in the Bylaws.
WHAT ARE BYLAWS?
Bylaws are the document that contains the basic rules for governing the association. They describe the rights and duties of the members and are the backbone of your PTA. Units are required to have their bylaws approved by the Alaska PTA. Bylaws are required to reviewed and updated at least every 5 years.
DO PTA UNITS NEED TWO SIGNATURES ON EVERY CHECK?
YES, no matter the amount on the check there must be two signatures by authorized account signers. Blank checks should never be signed and there should be a corresponding receipt for every check written.
WHAT IS A BUDGET?
A unit’s budget is an outline of estimated income and expenses for the year, based on the unit’s goals and activities for that year. A good rule of thumb for budget planning is to keep in mind the 3 to 1 rule: For every fundraising activity, there should be at least 3 non-fundraising activities aimed at helping parents, students, and/or advocating for school improvements that meet the goals of the PTA unit.
The budget committee presents the budget to the Board, then it is presented to a General Membership meeting where a quorum is present and votes to approve the unit’s budget. Only then should the local unit spend the PTA funds for the year. Financial reports should be presented at every meeting and should compare actual income and expenses to the budgeted amounts to ensure fiscal responsibility.
Remember to budget for Alaska PTA Convention usually held in April and Legislative Issues Conference held in the Fall. Both are justified unit expenses.
Sample Budget
WHY DO PTA UNITS DO AN FINANCIAL REVIEW EVERY YEAR & WHO CAN DO IT?
It is the responsibility of the local unit’s board to see that the funds of the PTA are administered properly and in the best interest of the membership. To assure that the board has acted responsibly and that good financial practices have been followed, an audit of the books and records must be conducted.
An financial review must be conducted:
Immediately following the end of the fiscal year. June 30th for most units.
Anytime a new person assumes the position of Treasurer. New Treasurers should not take over finances until an audit has been completed.
Anytime there is a question about the financial well-being or performance of the PTA.
An financial review can be performed by:
A certified accountant (not necessarily a CPA)
An financial review committee (3 non related persons who are unrelated to any account signers.
The financial review Packet consists of step by step procedures and forms to perform the financial review.
WHEN DOES THE NEW TREASURER TAKE OVER THE BOOKS?
It is recommended that an outgoing treasurer complete the books upon the close of the fiscal year, secure the signature of the president, file the appropriate Form 990, and then turn the books over to the Audit Committee for review.
Treasurers should receive books directly from the Audit Committee upon completion of the audit.
Upon turning the books over to the audit committee, incoming and outgoing officers should go to the bank and change the signature card.
Once the books are in the Audit Committee’s possession, the outgoing officers should no longer sign checks or conduct any transactions.
HOW MUCH MONEY CAN A UNIT CARRY OVER TO NEXT YEAR?
There is no established minimum or maximum amount. It will vary from PTA to PTA based upon when each holds its fundraisers.
If there are no fundraisers until spring, more funds will need to be carried over than if there are major fundraisers in the early fall.
Local PTA/PTSA units should not raise more funds than is necessary to carry out its tax-exempt function.
CAN A PTA PURCHASE GIFT CARDS?
According to the IRS, non-profit organizations CANNOT purchase gift cards. The risk is that an individual or member benefits, which is cause for the IRS to revoke the unit’s non-profit status. Members (including teachers) or individuals should not benefit personally. When using gift cards, it is truly the same as giving cash. There are no itemized receipts for what was actually purchased with PTA funds. It is recommended to find other ways to show appreciation.
CAN PTA FUNDRAISE MONEY FOR A STUDENT WHO NEEDS AN OPERATION?
No. Funds cannot be raised through a PTA for an individual, no matter how worthy the cause. The PTA can share crowdfunding sites from the family. But CANNOT create one.
HOW TO FIND ANSWERS:
Contact a Region VP! Alaska is divided into 8 regions and each unit is in one of those regions. Most regions have Region VP which is the unit’s liaison with Alaska PTA. Region VPs can answer most questions. If they can't they will know where to go for answers! Need help from a Region VP? Contact us
Attend Leadership Training! Most Regions have at least one Leadership Training for their units in the Fall. Region VP's schedule these and can also schedule mini trainings for individual units. Region VP’s are available to help in any way they can.
Check out the National PTA website There are e-Learning (webinars), Quick Reference Guides, and all kinds of great information
CAN A PTA GIVE DOOR PRIZES?
Yes, as long as the item is nominal in value and money is not collected in order to be eligible.
A LOCAL BUSINESS WANTS TO CONTRIBUTE, BUT NEEDS
PROOF OF TAX-EXEMPT STATUS. WHAT DOES A PTA GIVE THEM?
Provide the local business a copy of the IRS determination letter. Need a copy? Contact us email
IS MY PTA/PTSA A H.U.G.S. UNIT?
Better yet... What is a HUGS Unit? A HUGS unit is a Healthy Unit in Good Standing. Local PTA/PTSA units that are in compliance with all the requirements listed in the Alaska PTA Bylaws, are requirements of the IRS, and are requirements for the State of Alaska for 501(c)(3) nonprofit organizations.
Officer's List is submitted annually to Alaska PTA and is kept up to date.
AIM Insurance Premium is paid annually prior to the expiration of coverage. This mandatory package consists of liability, bonding, and officer coverage. Each unit should receive an invoice in the fall. The unit’s payment should be sent directly to AIM Insurance.
Membership Remittance & Membership List is turned in by October 25th and then monthly from then on.
An Annual Audit / Financial Review is conducted of the unit’s financial books at the end of each school year AND if the unit had a change in Treasurer sometime during the year. A new Treasurer should not take over books until the previous Treasurer’s books have been audited. Turn a copy of the audit packet into Alaska PTA.
Unit Bylaws must be reviewed and updated at least every 5 years and submitted to Alaska PTA for approval.
Annual 990 Tax Filing or some version of Form 990 (990-N ePostcard, 990-EZ, 990 Long Form) MUST be filed by every unit with the IRS within 4 ½ months after the end of the unit’s fiscal year. A copy of the 990 must be sent to Alaska PTA.
The IRS will automatically revoke a unit's tax exempt status if the unit does not file a Form 990.
If the unit's gross receipts for the year are less than or equal to $50,000 the unit can usually file the Form 990-N (ePostcard)
If the unit's gross receipts for the fiscal year are more than $50,000 the unit will need to file the Form 990-EZ /990 Long Form.
Alaska Dept. of Law Registration or Gaming Permit is required to be purchased and filed with the State of Alaska each year per the Alaska Charitable Solicitations Act. Registration must be completed annually before September 1st.
Units that operate without a registration or gaming permit should beware.
Failure to register with the Alaska Department of Law prior to soliciting charitable contributions for compensation is a class A misdemeanor, and subjects the person to civil penalties under the Alaska Consumer Protect Act (AS 45.50.471 - AS 45.50.561) of up to $25,000 per violation.
Both a copy of the Registration/Gaming Permit confirmation of filing and the mailed notice from the Alaska Dept. of Law approving the registration are required to be submitted to Alaska PTA annually.
Alaska Business License is required to be purchased by every unit annually.
Alaska Business Licenses expire each year on Dec. 31st and need to be renewed before then. A copy of the business license needs to be turned into Alaska PTA every year.
Unit's are required to purchase local business licenses if their boroughs or cities require them. A copy of local business licenses also need to be turned into Alaska PTA every year.