Last updated 2026-07-24
TL;DR
A treasurer tracks every dollar in and out, keeps receipts and bank records straight, reports finances to the board, and files the group's IRS return (Form 990-N, 990-EZ, or 990) every year. For a small booster club or PTO, that's usually a few hours a month plus a bigger push at fiscal year end and tax time.
what does a treasurer do, exactly?
A treasurer is the person who tracks the group's money and answers for it. That's the one-sentence version. The longer version: a treasurer opens and manages the bank account, records every deposit and expense, reconciles the bank statement monthly, reports a simple financial summary at meetings, and makes sure the organization files whatever it owes the IRS and the state each year. For a booster club, PTO, or youth sports league, this usually isn't a full-time job. It's a volunteer role that takes maybe 3 to 8 hours a month in a quiet season, and a lot more during fundraiser season or tax filing season. The scope depends entirely on the group's size. A $15,000-a-year concession stand fund and a $250,000-a-year athletic booster program both need a treasurer, but the second one probably needs a real bookkeeping system, not a shoebox of receipts. The job has two halves that people often forget go together: the bookkeeping (recording transactions correctly) and the compliance (filing the right forms on time so the organization doesn't lose its tax-exempt status or run into legal trouble). Skip the second half and you can do beautiful bookkeeping for an organization that's technically not tax-exempt anymore because nobody filed for three years running.
what is a treasurer?
A treasurer is an officer of a nonprofit, club, or association responsible for its finances. In a formal nonprofit, the treasurer is usually a board officer named in the bylaws, alongside the president, vice president, and secretary. In a scrappier volunteer group, "treasurer" might just be whoever agreed to hold the checkbook. The title carries legal weight even in informal groups. If your booster club has a federal tax ID (an EIN) and is organized as a nonprofit corporation or an unincorporated association, the treasurer typically has fiduciary duty, meaning a legal obligation to manage the organization's money honestly and in the group's interest, not their own. That duty exists whether or not it's written down anywhere. Most bylaws for booster clubs and PTOs spell out the treasurer's duties directly. If your group doesn't have bylaws, or the bylaws are vague ("treasurer handles the money"), that's worth fixing early. A one-page duties list, approved by the board, saves enormous headaches at handoff time.
what do treasurers do day to day, week to week, and year to year?
| Weekly | Deposit cash/checks, log transactions, save receipts | |
|---|---|---|
| Monthly | Reconcile bank statement, give board a financial summary | |
| Quarterly | Check budget vs. actual spending, review any state charitable registration status | |
| Annually | File Form 990-N, 990-EZ, or 990 with the IRS [1]; renew any state raffle or charitable solicitation license; prepare for handoff or audit | |
| At events | Two-person cash counts, deposit same day or next business day, signed count sheets | The annual filing is the task most new treasurers underestimate. It's not optional. Missing it three years running triggers automatic revocation of tax-exempt status under IRC Section 6033(j) [1]. More on that below. |
Day to day, a treasurer mostly does nothing dramatic: deposit checks, pay a vendor invoice, log a Venmo payment from a fundraiser. Week to week, the job is keeping the books current so nothing piles up. Year to year, there's a rhythm most treasurers eventually learn. Here's a realistic breakdown by frequency: | Frequency | Task |
what is form 990?
| Form 990-N (e-Postcard) | Normally $50,000 or less in gross receipts | Under $50,000 [3] | |
|---|---|---|---|
| Form 990-EZ | Gross receipts under $200,000 and total assets under $500,000 | Under $200,000 [4] | |
| Form 990 (full) | Gross receipts $200,000+ or total assets $500,000+ | $200,000+ [4] | |
| Form 990-PF | Private foundations, regardless of size | N/A | Most small booster clubs, PTOs, and youth sports groups file the 990-N. Read the full breakdown on form 990 and the 990-N specifically if you're not sure which one applies to your group. |
Form 990 is the annual information return that most tax-exempt organizations file with the IRS to report income, expenses, and activities. It's not an income tax return in the usual sense (exempt organizations generally don't pay income tax on program-related revenue), but the IRS still requires it as a public accountability document. The IRS says plainly: "Federal law requires most tax-exempt organizations to file annual financial and other information returns with the IRS. Certain organizations that don't meet gross receipt thresholds may be able to file the shorter Form 990-EZ or file electronically using Form 990-N" [2]. There isn't one single "990 form": there are several versions scaled to organization size. Which version you file depends on gross receipts and total assets: | Filing | Who files it | Gross receipts threshold |
what is a 990 tax form, and is it the same as "the 990"?
Yes. "The 990," "990 tax form," and "Form 990" all refer to the same family of IRS returns for tax-exempt organizations. People use the terms interchangeably, which causes some confusion for new treasurers Googling around, but they're the same document family described above. The short answer to "what is the 990": it's the IRS's way of keeping tax-exempt organizations accountable to the public. Because these groups don't pay income tax, the IRS (and, honestly, the public, since 990s are searchable) gets to see how the money moved. Sites like the IRS's own Tax Exempt Organization Search let anyone look up a group's filings [5]. A quick clarification that trips people up: the 990-N literally cannot be filed on paper. It's electronic only, through the IRS's e-Postcard system [3]. If your group has gross receipts under $50,000, that's genuinely the whole filing: eight pieces of information, done in about ten minutes once you have your EIN and confirm your organization's legal name matches IRS records. See 990 tax form and irs form 990 for the mechanics of each version.
what happens if the treasurer doesn't file the 990?
The organization loses its tax-exempt status automatically. Not "might lose it," not "gets a warning letter and a grace period." The IRS states it directly: "Automatically revokes the tax-exempt status of organizations that don't file required Form 990-series returns or notices for three consecutive years" [1]. This is called auto-revocation, and it happens without any additional IRS review or hearing. Once revoked, the organization is treated as a taxable entity going forward, donations made to it are no longer tax-deductible, and many state charity offices flag the group as noncompliant, which can affect raffle licenses and charitable solicitation registrations too. The fix exists but it's a paperwork slog: reinstatement through Form 1023 or 1023-EZ (for smaller organizations), plus a faster path if the group qualifies and acts quickly [1]. It's fixable. It's just avoidable in the first place, and that's the treasurer's main job: don't let three years slip by.
what does a treasurer do in a club?
In a smaller club setting, whether that's a hobby club, a school club, or a community organization, the treasurer's job compresses down to a few core habits done consistently. First, keep a simple ledger. Every dollar in, every dollar out, dated and described. A spreadsheet is fine. Software like QuickBooks or Wave is fine too, if the group can afford it or needs it for scale. Second, reconcile the bank account monthly. This means matching your ledger to the actual bank statement line by line, and this catches errors, duplicate charges, and fraud faster than almost anything else a treasurer does. Third, report to the group. Most clubs want a short financial update at each meeting: money in, money out, current balance. Nobody wants a spreadsheet dump; they want three numbers and a sentence of context. Fourth, handle cash carefully at events. Bake sales, car washes, concession stands: these all generate cash that's easy to lose track of. A two-person count with a signed count sheet, every time, protects both the money and the treasurer's reputation. Fifth, know the filing calendar. Even a small hobby club with an EIN has annual IRS obligations if it's organized as tax-exempt. Confirm with the IRS and your state charity office what applies to your specific structure, because "club" covers everything from an informal group with no EIN to a full 501(c)(3).
what does a club treasurer do differently from a nonprofit treasurer?
Honestly, not that much, if the club has any formal structure at all. The core tasks (record transactions, reconcile the bank, report to the group, file required returns) are the same whether you call it a club, a booster organization, a PTO, or a nonprofit. The differences show up at the edges. A registered 501(c)(3) nonprofit has more compliance surface: potential state charitable solicitation registration, more scrutiny on the 990, sometimes an independent audit requirement if revenue crosses a state threshold. A casual club without formal tax-exempt status has less IRS paperwork but also less legal protection and often no ability to offer donors a tax deduction. Where it really matters: if your "club" is raising real money (say, over $25,000 a year) through raffles, concessions, or big fundraisers, it's worth checking whether the group should formalize as a nonprofit, get an EIN, and file for tax-exempt status. That's a conversation for a real accountant or attorney, not a quick internet answer, but the treasurer is usually the one who first notices the group has outgrown its informal setup.
what does a treasurer of a club do at handoff time?
Handoff is where most volunteer treasurer roles fall apart, and it's worth planning for from day one. When you take over, or when you're about to leave, the essential handoff package includes: bank account access and signer changes, the last 3 years of bank statements and reconciliations, the EIN and any IRS determination letter, copies of the last three years of 990 filings, the current budget and any outstanding bills, and login credentials for accounting software or online banking. A shocking number of booster clubs and PTOs have zero written handoff process. The outgoing treasurer moves, or their kid graduates, and the incoming volunteer inherits a login-less bank account and a shoebox. This is exactly the gap a 990-N filing lapse comes from: nobody knew the group was three years behind because nobody handed off the filing history. Building a simple, state-specific binder (or its digital equivalent) at handoff time, before there's a crisis, saves the next person weeks of detective work. That's the whole idea behind BoosterLedger's $99 one-time State-Personalized Treasurer Kit: a filled-in template for your specific state's raffle rules, filing deadlines, and handoff checklist, built once and reused every year the role changes hands.
does a treasurer need special training or a background in accounting?
No formal training is legally required in most states to serve as a volunteer treasurer for a booster club, PTO, or youth sports group. Bylaws might set eligibility rules (some require the treasurer be a parent or dues-paying member), but there's generally no license or certification requirement for a volunteer role. That said, basic comfort with a spreadsheet and monthly bank reconciliation goes a long way. Groups with larger budgets (say, over $100,000 a year) sometimes hire a bookkeeper or accountant to assist the volunteer treasurer, or require a periodic independent financial review. Check your state's nonprofit statute; some states, like California, require an independent audit for charitable organizations above a specific revenue threshold ($2 million in California under the Nonprofit Integrity Act, for context, though thresholds vary and you should confirm the current figure with your state's attorney general charity registry). The honest advice: you don't need a CPA to be a good volunteer treasurer. You need consistency, a two-person rule for cash, and a habit of reconciling monthly instead of catching up once a year.
who does the treasurer report to, and what should that reporting look like?
The treasurer reports to the board (or the club's leadership) and to the membership. In most booster club and PTO bylaws, the treasurer presents a financial report at every board meeting and a fuller annual report at the group's annual meeting. A good monthly report is short: starting balance, total income, total expenses, ending balance, and a one-paragraph explanation of anything unusual. A good annual report adds a budget-versus-actual comparison and a look ahead at upcoming filing deadlines. Some groups also require the treasurer's books be reviewed periodically by someone outside the treasurer role, sometimes called an internal review or a financial review committee, distinct from a full outside audit. This isn't about distrust; it's standard nonprofit financial control, and it protects the treasurer as much as the organization, because a documented review clears the treasurer's name if a question ever comes up later.
how does the treasurer's job connect to raffles and fundraising rules?
If the group runs a raffle, the treasurer usually ends up handling the licensing paperwork, tracking gross receipts and prize payouts, and filing whatever post-event report the state charity office requires. Most states require a nonprofit to hold a specific raffle or charitable gaming license separate from its general tax-exempt status, and the rules vary enormously. Some states cap prize values, some require a percentage of proceeds go to the charitable purpose, and some require advance notice before the drawing. There's no single national rule here. Confirm with your state's charity office or attorney general's charitable gaming division for your specific state's raffle license requirements, application timeline, and reporting deadline, since these details change and vary widely by state. The treasurer's practical job during a raffle is the same cash-control discipline as any event: track ticket sales against cash collected, keep prize documentation, and file the state report on time, because a missed raffle report can jeopardize the license for next year's event even if nothing else went wrong.
Frequently asked questions
what does a treasurer do?
A treasurer tracks all money coming in and going out, keeps the bank account reconciled monthly, reports finances to the board or club, and files required IRS returns like the 990-N or 990-EZ each year. For most volunteer groups it's a few hours a month, with bigger pushes during fundraiser season and tax filing time.
what is a treasurer?
A treasurer is the officer responsible for an organization's money: bank accounts, bookkeeping, budgets, and required financial filings. In formal nonprofits the treasurer is usually named in the bylaws and carries fiduciary duty to manage funds honestly and in the group's interest.
what do treasurers do?
Treasurers deposit and record income, pay and record expenses, reconcile bank statements, present financial reports at meetings, and file the organization's annual IRS return (990-N, 990-EZ, or 990). They also usually handle state charity registration and raffle licensing paperwork if the group holds fundraisers requiring them.
what a treasurer does at a small club or PTO?
At a small club or PTO, the treasurer keeps a simple ledger of every transaction, reconciles the bank account each month, gives a short financial update at meetings, and handles cash carefully at events using a two-person count. They also track the annual IRS filing deadline so the group doesn't lapse into auto-revocation.
what is form 990?
Form 990 is the annual information return most tax-exempt organizations file with the IRS to report income, expenses, and activities. There are several versions (990-N, 990-EZ, full 990, 990-PF) scaled to an organization's gross receipts and total assets, with the smallest groups filing the 990-N e-Postcard.
what is a 990 tax form?
A 990 tax form is the IRS information return tax-exempt organizations file annually instead of a standard income tax return. It reports revenue, expenses, and activities so the IRS and public can verify the organization is operating within its exempt purpose.
what is the 990?
"The 990" is shorthand for IRS Form 990, the annual filing required of most tax-exempt organizations. Depending on size, a group files the 990-N (under $50,000 gross receipts), 990-EZ (under $200,000), or the full Form 990 (over $200,000 or $500,000 in assets).
what does a treasurer do in a club?
In a club, the treasurer manages the bank account, records transactions, reconciles monthly, reports a simple summary to members, handles event cash with a two-person count, and files any required IRS return if the club has an EIN and tax-exempt status.
what does a club treasurer do differently from a nonprofit treasurer?
Not much differs in daily tasks. A formally registered 501(c)(3) nonprofit treasurer has more compliance surface: state charitable registration, closer 990 scrutiny, and sometimes an audit requirement above certain revenue thresholds. An informal club treasurer has lighter paperwork but also less legal protection and no donor tax deduction to offer.
what does a treasurer of a club do that a secretary doesn't?
The treasurer manages money; the secretary manages records and minutes. The treasurer tracks the bank account, pays bills, reports financials, and files tax returns. The secretary keeps meeting minutes, membership records, and correspondence. Some very small clubs combine both roles into one "secretary-treasurer" position.
how much time does being a treasurer actually take each month?
For a small booster club or PTO, expect 3 to 8 hours a month in quieter periods, rising sharply around fundraiser events and the annual IRS filing deadline. Groups with larger budgets or frequent fundraisers should expect closer to weekly involvement.
what happens if the treasurer misses the 990 filing deadline?
Missing one year usually just means filing late once the group catches up; the IRS doesn't penalize 990-N late filers with a fee. But missing three consecutive years triggers automatic revocation of tax-exempt status under IRC Section 6033(j), which requires a formal reinstatement process to fix.
does a treasurer need to be a CPA or have accounting experience?
No. Most booster clubs, PTOs, and youth sports groups have no formal requirement for accounting credentials. What matters more is consistency: monthly bank reconciliation, a two-person rule for cash counting, and knowing the group's annual filing deadline.
Sources
- IRS, Automatic Revocation of Exemption: IRS automatically revokes tax-exempt status after three consecutive years of not filing required Form 990-series returns
- IRS, Annual Filing and Forms: Most tax-exempt organizations must file annual information returns; smaller organizations may file Form 990-EZ or Form 990-N
- IRS, Annual Electronic Filing Requirement for Small Exempt Organizations Form 990-N (e-Postcard): Form 990-N is for organizations with gross receipts normally $50,000 or less and must be filed electronically
- IRS, Tax Exempt Organization Search: The public can search filed 990 forms and exempt organization status through the IRS's search tool
- IRS, Form 990-EZ instructions: Organizations with gross receipts under $200,000 and total assets under $500,000 may file Form 990-EZ