Form 990-EZ Tax Preparation
Why Form 990-EZ?
Most PTAs and school organizations are 501©(3) nonprofits required to file annual information returns with the IRS:
- Form 990-N (e-Postcard): Gross receipts ≤ $50,000
- Form 990-EZ: Gross receipts $50,000 - $200,000
- Form 990: Gross receipts > $200,000
BeeKeeper generates a Form 990-EZ preparation report to help you gather the numbers needed for filing.
What BeeKeeper Provides
The Form 990-EZ report extracts and organizes data from your BeeKeeper records into the format needed for the tax form:
Part I: Revenue, Expenses, and Changes in Net Assets
Revenue (Lines 1-9)
- Line 1: Contributions, gifts, grants
- Line 2: Program service revenue
- Line 3: Membership dues
- Line 4: Investment income
- Line 5a-c: Gross sales (5a), less cost of goods (5b), gain/loss (5c)
- Line 6a-c: Gaming revenue (6a), less expenses (6b), gain/loss (6c)
- Line 7a-c: Special events gross revenue (7a), less expenses (7b), gain/loss (7c)
- Line 8: Other revenue
- Line 9: Total revenue
Expenses (Lines 10-17)
- Lines 10-16: Expense categories (grants, benefits, compensation, professional fees, occupancy, printing, other)
- Line 17: Total expenses
Net Assets (Lines 18-21)
- Line 18: Excess or deficit for the year
- Line 19: Net assets at beginning of year
- Line 21: Net assets at end of year
Part II: Balance Sheets
- Line 22: Cash, savings, investments
- Line 23: Land and buildings
- Line 24: Other assets
- Line 25: Total assets
- Line 26: Total liabilities
- Line 27: Net assets
Organization Information
- Legal name and address
- EIN (Employer Identification Number)
- Fiscal year dates
- Organization type
Generating the Report
Step 1: Navigate to the Report
- Go to Reports
- Select Form 990-EZ
Step 2: Select the Fiscal Year
Choose the fiscal year you’re preparing the return for. Ensure all transactions for that year are entered before generating.
Step 3: Map Accounts (If Needed)
For accurate categorization, your accounts may need IRS category codes:
| IRS Category | BeeKeeper Accounts |
|---|---|
| Contributions | Donations, Grants |
| Membership Dues | Membership Income |
| Program Revenue | Event Income, Fundraisers |
| Compensation | (if applicable) |
| Occupancy | Rent, Utilities |
| Other Expenses | Various expense accounts |
Set up mappings in account settings using account codes.
Step 4: Generate and Review
- Click Generate
- Review each section
- Verify amounts match your records
- Note any items needing manual adjustment
Step 5: Export
Export the report for your tax preparer or IRS filing:
- PDF: Formatted reference document
- XLSX: Editable for adjustments
- CSV: Raw data
Understanding the Report Sections
Revenue Section
| Line | Description | BeeKeeper Source |
|---|---|---|
| 1 | Contributions & grants | Accounts mapped to Line 1 |
| 2 | Program service revenue | Accounts mapped to Line 2 |
| 3 | Membership dues | Accounts mapped to Line 3 |
| 4 | Investment income | Accounts mapped to Line 4 |
| 5a | Gross sales (not inventory) | Income accounts mapped to Line 5a |
| 5b | Less: cost of goods sold | Expense accounts mapped to Line 5b |
| 5c | Gain or (loss) | Calculated: 5a - 5b |
| 6a | Gaming gross revenue | Income accounts mapped to Line 6a |
| 6b | Less: gaming expenses | Expense accounts mapped to Line 6b |
| 6c | Gain or (loss) | Calculated: 6a - 6b |
| 7a | Special events gross revenue | Income accounts mapped to Line 7a |
| 7b | Less: direct expenses | Expense accounts mapped to Line 7b |
| 7c | Gain or (loss) | Calculated: 7a - 7b |
| 8 | Other revenue | Accounts mapped to Line 8 |
Expense Section
| Line | Description | BeeKeeper Source |
|---|---|---|
| 10 | Grants to individuals | Accounts mapped to Line 10 |
| 11 | Benefits to members | Accounts mapped to Line 11 |
| 12 | Salaries & compensation | Accounts mapped to Line 12 |
| 13 | Professional fees | Accounts mapped to Line 13 |
| 14 | Occupancy | Accounts mapped to Line 14 |
| 15 | Printing & publications | Accounts mapped to Line 15 |
| 16 | Other expenses | Accounts mapped to Line 16 + unmapped expenses |
Balance Sheet Section
| Line | Description | BeeKeeper Source |
|---|---|---|
| 22 | Cash & investments | Asset accounts |
| 25 | Total assets | Sum of all assets |
| 26 | Total liabilities | Sum of all liabilities |
| 27 | Net assets | Assets - Liabilities |
Preparing for Accurate Reports
Before Fiscal Year End
- Categorize all transactions
- Reconcile bank accounts
- Enter any pending transactions
- Review account assignments
Form 990 Line Mapping
For accurate reporting, assign Form 990 lines directly to each account:
- Go to Settings > Chart of Accounts
- Edit each income and expense account
- Select the appropriate Form 990 Line from the dropdown
- Save
Account Code 990-EZ Line
Donations 4100 Line 1
Membership Dues 4200 Line 3
Fundraiser Income 4300 Line 5a
Fundraiser Expenses 5050 Line 5b
Teacher Grants 5100 Line 10
Office Supplies 5200 Line 16
Insurance 5300 Line 16
Unmapped expense accounts automatically roll into Line 16 (Other expenses).
Review Checklist
Before filing, verify:
- [ ] All transactions entered for fiscal year
- [ ] Bank accounts reconciled
- [ ] Account codes assigned for mapping
- [ ] Revenue and expenses reasonably match bank activity
- [ ] Net assets match beginning of year balance sheet
Important Disclaimers
BeeKeeper Is Not Tax Software
- Report is for preparation assistance only
- Numbers may need adjustment
- Does not file directly with IRS
- Does not provide tax advice
Consult a Professional
If you’re unsure:
- Contact a CPA or tax professional
- Reach out to your state PTA for guidance
- Review IRS instructions for Form 990-EZ
Your Responsibility
- Verify all numbers before filing
- Ensure proper authorization for filing
- Meet filing deadlines (usually 15th day of 5th month after year end)
- Keep records for 7 years
Filing the Actual Return
BeeKeeper helps prepare, but you still need to file:
Option 1: Paper Filing
- Download Form 990-EZ from IRS.gov
- Transfer numbers from BeeKeeper report
- Complete remaining sections (governance, etc.)
- Mail to IRS
Option 2: E-File
- Use IRS-authorized e-file provider
- Enter data from BeeKeeper report
- Complete required schedules
- Submit electronically
Option 3: Professional Preparer
- Export BeeKeeper report
- Send to your CPA/accountant
- They prepare and file
- Review before submission
Tips for Successful Filing
Start Early
- Don’t wait until deadline
- Allow time for questions and corrections
- Give professional preparers adequate time
Maintain Documentation
- Keep BeeKeeper reports
- Save bank statements
- Retain receipts
- Document any adjustments
Know Your Deadlines
| Year End | Filing Deadline |
|---|---|
| June 30 | November 15 |
| December 31 | May 15 |
| Other | 15th day of 5th month |
Extensions available (Form 8868) but apply before deadline.
Limitations
- Report is preparation tool, not filing software
- Some 990-EZ sections require manual input
- Schedule A (public charity status) not generated
- Governance questions not included
- Prior year comparisons require manual entry
- Multi-state filing requirements not addressed
Common Questions
Does BeeKeeper file my 990-EZ? No. BeeKeeper provides the financial data. You must file separately.
What if my numbers don’t match my CPA’s? Review account categorizations. Different interpretations of revenue/expense categories are common.
We’re under $50,000 - do we still need this? Organizations under $50,000 can file the simpler Form 990-N. BeeKeeper data still helps verify eligibility.
What about Schedule A? Schedule A (public charity support test) requires additional information not tracked in BeeKeeper. Consult a professional.
My state requires separate filing - does BeeKeeper help? State requirements vary. The 990-EZ report provides your financial data, but state forms may differ.
What if we have unrelated business income? Unrelated business income requires Form 990-T. Consult a tax professional.
How long do we keep these records? IRS recommends 7 years. Keep BeeKeeper data and filed returns permanently.
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