Last updated 2026-07-25
TL;DR
Form 990-EZ is for tax-exempt orgs with gross receipts under $200,000 and total assets under $500,000 for the tax year [1]. It's due the 15th day of the 5th month after your fiscal year ends, filed on paper or through an IRS-approved e-file provider, and missing three years in a row triggers automatic revocation [2].
what is form 990, and where does the 990-EZ fit in?
Form 990 is the annual information return the IRS requires from most tax-exempt organizations. It's not an income tax return in the usual sense (most booster clubs and PTOs owe no tax), it's a disclosure document. The IRS and the public use it to see what your group took in, spent, and owns. There are four versions, and which one you file depends entirely on money, not on how important your group feels. The 990-N postcard is for gross receipts normally $50,000 or less [1]. The 990-EZ is the mid-size form. The full Form 990 is for bigger organizations. Form 990-PF is for private foundations, which almost no booster club or PTO is. If someone asks you "what is the 990" at a board meeting, the honest short answer is: it's the annual report card your nonprofit files with the IRS so the agency (and anyone who looks you up on the IRS's Tax Exempt Organization Search) can see your financial picture for the year [2].
what is a 990 tax form used for, exactly?
A 990 tax form documents your revenue, expenses, program activities, and governance for the fiscal year. Donors, grant-making foundations, and sometimes school districts pull it to check that a group is still exempt and reasonably run. Watchdog sites like Charity Navigator and GuideStar/Candid also republish 990 data, so whatever you file becomes semi-public pretty fast. For a booster club or PTO, the 990-EZ asks about the concession stand income, the raffle or silent auction, coach stipends if any, and whether officers or board members got paid anything. It's four pages plus schedules, not a full audit, but it's more work than the 990-N postcard. One thing that surprises new treasurers: the form asks about related-party transactions and conflicts of interest. If a board member's business supplies your uniforms, that gets disclosed. It's not an accusation, it's just what the form requires.
do we file a 990-EZ or the 990-N postcard?
| 990-N (e-postcard) | normally ≤ $50,000 | no asset test | |
|---|---|---|---|
| 990-EZ | < $200,000 | < $500,000 | |
| Form 990 (full) | ≥ $200,000 | ≥ $500,000 | Source: IRS, "Which Forms Do Exempt Organizations File" [1]. If you're right on the edge, or your revenue swings year to year (a big tournament year versus a quiet year), it's worth confirming with the IRS or a qualified preparer before you assume which form applies. |
This comes down to two numbers: gross receipts and total assets, both measured for your organization's tax year. File Form 990-N if gross receipts are normally $50,000 or less [1]. File Form 990-EZ if gross receipts are less than $200,000 AND total assets are less than $500,000 at year end [1]. If you cross either threshold, you move up to the full Form 990. "Gross receipts" is the sneaky part. It's not net profit after expenses, it's everything that came in before you subtract costs. Run a $30,000-revenue, $28,000-cost concession stand and a $15,000 raffle, and your gross receipts for the year are $45,000, not the $2,000 profit. A lot of small booster clubs think they qualify for the postcard when their actual gross receipts push them into 990-EZ territory. | Filing | Gross receipts | Total assets |
what does a treasurer do, day to day, that leads up to filing?
So what does a treasurer do all year that makes filing season manageable instead of a scramble? Short answer: the treasurer is the person who tracks every dollar in and out, reconciles the bank account, keeps receipts, and reports numbers to the board on a regular schedule. What is a treasurer, functionally, in a volunteer group? Not an accountant by training, usually. It's a parent or volunteer who agreed to keep the books honest and current. What do treasurers do specifically for a booster club or PTO: they collect dues and fundraiser cash, pay vendors and refs, file the state and federal paperwork, and hand over clean records at year end. What does a treasurer do in a club more broadly (more than sports boosters, this applies to PTOs, alumni groups, and hobby clubs too): budgeting for the year, presenting a treasurer's report at meetings, signing checks with a second signer when the bylaws require it, and keeping the group's tax-exempt status current by filing on time. What does a club treasurer do that a president or secretary doesn't: the treasurer owns the money trail specifically. Everyone else can vote on how to spend it, but the treasurer is the one who has to be able to prove where every dollar went if the board, the IRS, or an incoming treasurer asks. That's what makes clean monthly reconciliation worth the tedium, it's what turns into your 990-EZ numbers at year end without a fire drill.
what does a treasurer of a club need before they can even start the 990-EZ?
Before you open the form, gather: your EIN, your fiscal year dates, a reconciled bank statement for year end, a full income and expense list broken into categories (dues, concessions, raffle/gaming income, donations, program expenses), and your balance sheet (cash on hand, any equipment or inventory, any debts). You'll also want last year's 990-EZ if one exists, board meeting minutes for major financial decisions, and a list of officers and their (usually zero) compensation. If your group runs a raffle, keep the state gaming/raffle license and gross receipts from that activity separate and documented, since gaming income has its own reporting angle within the form. Missing paperwork here is the number one reason volunteer treasurers blow the deadline. If you inherited a mess, get the bank statements first. Everything else can often be reconstructed from twelve months of statements even if the prior treasurer's spreadsheet is gone.
how do you actually file the 990-EZ, step by step?
1. Confirm your fiscal year end and count forward. The return is due the 15th day of the 5th month after your fiscal year closes [3]. Calendar-year filers (year ends December 31) are due May 15. 2. Pull your financials into the form's categories: Part I is revenue, expenses, and net assets. Part II is your balance sheet. Part III is program service accomplishments (what your booster club or PTO actually did for the kids/school this year). Part IV lists officers, directors, and key employees, even if unpaid. 3. Check whether you need Schedule A (public charity status), Schedule B (contributor info, often not required for smaller donor lists), or Schedule G if you reported more than $15,000 in gaming or fundraising event income [4]. 4. File electronically. As of tax years beginning after July 2019, the IRS requires exempt organizations to e-file their 990-series returns rather than mail paper forms, per the Taxpayer First Act [5]. You'll use an IRS-authorized e-file provider; the IRS maintains a list of approved software on its site [6]. 5. Keep a signed copy and the confirmation of acceptance in your permanent treasurer files, more than in the software vendor's account (vendors change, your board's institutional memory needs its own copy). A note on cost: e-file providers for 990-EZ typically charge somewhere in the $50 to $200 range depending on the vendor and any add-on schedules, though pricing varies enough by provider that you should check current rates before committing.
when is the 990-EZ due, and what if we need more time?
The 990-EZ is due the 15th day of the 5th month after the close of your organization's fiscal year [3]. Most volunteer groups run on a calendar year, so that's May 15. School-year-aligned groups sometimes use a June 30 or July 31 fiscal year end, which shifts the deadline to November 15 or December 15. If you can't make the deadline, file Form 8868 for an automatic 6-month extension . It's a short form, no explanation required for the automatic extension, and it has to be filed by your original due date, not after it. Don't let "we'll get to it" turn into missing the deadline entirely. There's no dollar penalty tied to 990-EZ lateness the way there is for larger 990 filers, but the real risk is bigger than a fee: three consecutive missed years and you lose your exempt status automatically, no notice required beyond what the IRS already publishes .
what happens if we already missed a year (or three)?
An organization that fails to file a required 990-series return (990, 990-EZ, or 990-N) for three consecutive years automatically loses its tax-exempt status by operation of law, per Internal Revenue Code section 6033(j) . The IRS states plainly: "Automatic revocation occurs on the filing due date of the third annual return or notice" . There's no appeal for the revocation itself, only reinstatement afterward. If that's happened to your booster club or PTO, you're not alone and it's fixable. The path is Streamlined Reinstatement (for organizations eligible to file 990-N or 990-EZ and applying within 15 months of revocation) using Form 1023 or 1023-EZ with a specific reduced-fee, no-retroactive-reasonable-cause-statement process, or standard reinstatement with a full explanation if you're outside that window . Check the IRS's current instructions for Form 1023-EZ eligibility and fee, since the exact retroactive-reinstatement rules and user fees have shifted over the years. For the full mechanics of getting your exemption back, see our [990](/articles/treasurer-basics/990) overview and irs form 990 guide, which walk through reinstatement in more detail.
do state charity or raffle rules add anything on top of the 990-EZ?
Usually yes, and it's easy to forget because the federal 990-EZ feels like the whole job. Many states require a separate annual charitable solicitation registration or renewal, often due around the same window as your 990, sometimes attaching a copy of your federal return as part of the state filing. If your group runs raffles, bingo, or similar gaming to raise money, your state raffle or charitable gaming license usually has its own annual report, separate from both the IRS and your general charity registration. Requirements, fees, and deadlines vary widely by state, so confirm current rules with your state's charity registration office or attorney general's charities division before assuming the federal filing covers you. Don't treat these as optional add-ons. A state can suspend your ability to solicit donations or hold raffles even while your federal exemption is intact, and vice versa. Track both calendars.
what's the difference between 990-N, 990-EZ, and the full 990 in practice?
The 990-N takes maybe 10 minutes online, no financial detail beyond a few yes/no questions and your gross receipts confirmation. The 990-EZ takes real bookkeeping: full revenue and expense categorization, a balance sheet, officer listing, and possibly extra schedules. The full Form 990 adds narrative program descriptions, compensation detail, and far more schedules, and realistically needs a preparer familiar with nonprofit returns once you're there. Most booster clubs live in the 990-N or 990-EZ range for years. The jump usually happens after an unusually big fundraiser, a large equipment donation, or a multi-year capital campaign pushes gross receipts or assets over the line. Watch your numbers each year rather than assuming last year's form still applies. Our 990 tax form explainer breaks down all four versions side by side if you want the fuller comparison, and form 990-n covers the postcard version in depth if you're not sure you've crossed the threshold yet.
what records should we keep after filing?
Keep the signed 990-EZ, e-file acceptance confirmation, and all supporting bank statements, receipts, and reconciliations for at least the current year plus the prior three, since that's the lookback window tied to the three-year revocation rule . Many treasurers keep seven years to match general recordkeeping norms for nonprofits, which lines up with typical state charity audit windows too. A clean handoff binder (physical or shared drive) matters more than any software. New treasurers who inherit a shoebox of receipts lose weeks reconstructing a single fiscal year. If you're setting up your group's system from scratch, a state-specific starter kit that bundles the federal EIN steps, state charity registration, and a raffle license checklist together (something like our $99 one-time Treasurer Kit Builder) can save that reconstruction time for whoever takes over after you. This article, and BoosterLedger generally, isn't a substitute for an accountant or attorney. We're not filing your return for you or promising a particular outcome with the IRS or your state. Confirm anything specific to your organization's numbers and state with the IRS and your state charity office before you file.
Frequently asked questions
What is a 990 tax form?
It's the annual information return most tax-exempt organizations file with the IRS, reporting revenue, expenses, assets, and governance details for the year. It's not usually an income tax bill, it's a disclosure. Versions include the 990-N postcard, 990-EZ, full Form 990, and 990-PF for private foundations, chosen based on gross receipts and total assets [1].
What is the 990 used for by donors and watchdogs?
Donors, foundations, and sites like Charity Navigator or Candid/GuideStar use it to check an organization's finances, exempt status, and governance before giving or partnering. Because it's a public document once filed, it becomes your group's de facto annual report to anyone who looks.
What does a treasurer do that connects to the 990-EZ specifically?
The treasurer reconciles the bank account monthly, categorizes income and expenses correctly all year, tracks gross receipts against the $200,000 and $500,000 thresholds, and pulls that year's numbers straight into Parts I and II of the 990-EZ at filing time. Good habits all year make the form itself fast.
What is a treasurer's legal responsibility if the 990-EZ is late?
There's no set dollar penalty tied specifically to late 990-EZ filing the way larger nonprofits face, but three consecutive missed years triggers automatic revocation of tax-exempt status under IRC 6033(j) [8]. The treasurer isn't personally liable for taxes owed by the group in most structures, but is the one accountable for the miss to the board.
Do we file 990-EZ or 990-N if our gross receipts vary year to year?
You test each tax year separately against that year's actual gross receipts and assets. A group normally under $50,000 that has one big fundraiser year pushing receipts to $60,000 needs the 990-EZ (or full 990 if over $200,000) for that specific year, then can drop back to the 990-N postcard the following year if receipts fall again.
What does a club treasurer do if they inherit no records at all?
Start with bank statements, the fastest source of truth. Pull twelve months of statements, rebuild income and expense categories from deposits and checks/transfers, check the state charity office and IRS Tax Exempt Organization Search for the group's filing history, and confirm the EIN and exempt status before filing anything new.
How much does it cost to file Form 990-EZ?
There's no IRS filing fee for the 990-EZ itself. E-file software providers typically charge in the range of roughly $50 to $200 depending on the vendor and any schedules needed, though exact pricing varies by provider and changes over time, so check current rates before choosing one [6].
What is the deadline to file a 990-EZ?
The 15th day of the 5th month after your organization's fiscal year ends [2]. For a calendar-year filer, that's May 15. Miss it and you can file Form 8868 for an automatic six-month extension, but the extension request itself is due by the original deadline [7].
What does a treasurer do in a club if they suspect prior years were filed wrong?
Pull the group's filing history from the IRS Tax Exempt Organization Search tool, compare it to what was actually filed, and if there's a discrepancy or missing year, address it before it compounds toward the three-year automatic revocation trigger. When in doubt, a conversation with a nonprofit-experienced accountant is worth the fee.
Can a first-time volunteer treasurer file the 990-EZ themselves?
Many do, especially with an e-file provider that walks through each line. It requires accurate books already reconciled for the year, comfort reading a balance sheet, and patience with the schedules if gaming or fundraising event income crosses $15,000 [4]. If the numbers feel unclear, get an accountant's help rather than guessing.
What's the difference between total revenue and gross receipts on the 990-EZ threshold test?
Gross receipts counts everything that came in before subtracting related expenses, which is why a concession stand or raffle can push a small group over the $200,000 threshold even when net profit is modest. Confirm with the IRS which figure applies to your specific situation before assuming your form choice.
Does a booster club need a separate state filing besides the 990-EZ?
Often yes. Many states require an annual charitable solicitation registration renewal, and any raffle or gaming activity usually needs its own state license and annual report separate from both the federal 990 and general charity registration. Confirm requirements with your state charity office or attorney general's charities division.
Sources
- IRS, "Annual Exempt Organization Return: Due Date" and related filing thresholds: 990-N applies when gross receipts are normally $50,000 or less; 990-EZ applies under $200,000 gross receipts and under $500,000 total assets
- IRS, "Annual Exempt Organization Return: Due Date": 990-series returns are due the 15th day of the 5th month after the organization's fiscal year end
- IRS, "Tax Exempt Organization Search": the public can look up an organization's exempt status and filed 990s through this IRS tool
- IRS, "Instructions for Form 990-EZ": Schedule G is required when gaming and fundraising event gross income exceeds $15,000
- IRS, "About Form 8868": Form 8868 grants an automatic 6-month filing extension for exempt organization returns
- IRS, "Automatic Revocation of Exemption": organizations that fail to file required returns for three consecutive years automatically lose tax-exempt status under IRC 6033(j)