Frequently Asked Questions
for School Support Organizations

• MNPS schools cannot purchase alcohol.
• SSOs should consider liability risks and public perception. PTAs should review TN PTA policies.
• Alternatives: Individuals may buy their own beverages, or a third-party sponsor can cover the cost.

• For general guidance, visit School Support Organizations - Metropolitan Nashville Public Schools → Documents & Resources → Fundraiser Documents & Other Resources.
• For specific inquiries, contact your school auditor. If unsure, email support for assistance with connecting with the Auditor.

How Do I Submit a Fundraiser Request?

1. Log in to Givebacks.
2. Select Compliance
3. Select Submit Forms
4. Select Fundraiser Request Form
5. Select Start New Form
6. Complete all required details and upload supporting documents.

All fundraiser requests must be submitted through Givebacks (the same site used for SSO registration).

Is Facility Use Approval Required for Fundraisers on School Grounds?

• Yes. Upload your Facility Use approval email in Givebacks with the FR Request submission.
• Processing may take up to 14 days—plan ahead!

Is Insurance Required for Facility Use Approval?

• Yes. Proof of liability insurance must be submitted to the MNPS Facility Use Department before approval.
• MNPS does not provide or recommend insurance providers.

How Do I Set up a Facility Use Account?

1. Complete the Community User Training.
2. Schedule your reservation via MNPS Events Scheduling portal
3. SSOs must set up their own accounts; bookkeepers cannot submit on your behalf.

• Always include your SSO name in event titles.

Can Fundraisers Use Platforms Other than Givebacks?

• Givebacks is required for submitting fundraiser requests.
• Fundraiser activities may occur on other platforms after approval in Givebacks.
• Feedback about Givebacks can be shared with Shonna Johnson.

1. Log in to Givebacks
2. Select Compliance
3. Select Forms
4. Select Fundraiser Request Form
5. Select Start New Form
6. Complete all required details and upload supporting documents.

Note

All fundraiser requests must be submitted through Givebacks, which is the same site used for SSO registration.

• Yes. Upload your Facility Use approval email in Givebacks with the Facilities Request submission.
• Processing may take up to 14 days — so please plan ahead.

• Yes. Proof of liability insurance must be submitted to the MNPS Facility Use Department before approval.
• MNPS does not provide or recommend insurance providers.

1. Complete the Community User Training
2. Schedule your reservation via MNPS Events Scheduling Portal Scheduling portal

• SSOs must set up their own accounts; bookkeepers cannot submit on your behalf.
• Always include your SSO name in event titles.

• Givebacks is required for submitting fundraiser requests.
• Fundraiser activities may occur on other platforms after approval in Givebacks.
• Feedback about Givebacks can be shared with Shonna Johnson.

No. All fundraiser requests must be submitted electronically and received by the MNPS Audit Department (school’s assigned Auditor) at least 30 calendar days prior to the proposed start date with facility use, if applicable. We highly suggest submitting fundraiser requests early.

Submitting in advance allows your Principal adequate time to review and approve the request in order for the organization to meet the district's 30-day requirement and approval before the fundraiser begins. Principal Approval is required before a fundraiser request is submitted to the school's Auditor. This timeline ensures sufficient time for all parties in the workflow to address any questions, concerns, or required revisions.

The 30 days does not include the Facility Use process as this is a separate approval through the Facility Use Dept. The Facility Use approval process must be completed prior to submitting the fundraiser request to the Auditor for approval or a denial will be received for the fundraiser requests.

Fundraisers must be approved before any date has been finalized with a vendor, purchases made related to the fundraiser, and any correspondence (i.e., flyer, email, newsletters) is sent to parents, school community, or posted on social media. Approval from MNPS Audit is only an approval acknowledging that the SSO is collecting/receiving/disbursing funds for the purpose of a fundraiser.

It is the responsibility of the SSO to perform due diligence and ensure that SSO laws and MNPS policies and procedures in relation to this fundraiser are upheld and followed.

No. Use the same credentials and update officer information after elections.

It is highly recommended that SSOs establish a generic email address (e.g., abcpta@emailprovider.com) that all officers can access to receive Givebacks notifications.

This practice supports a smooth transition during officer changes and helps ensure the organization does not miss important communications from the district.

• No. It is optional and involves an IRS fee. Many SSOs apply later once revenue grows.
• Only submit an IRS status letter, during registration, if available.

1. Confirm officer roles that are changing.
2. Access training on the SSO Documents and Resources page.
   1. The information is in the Registration Instructions and Documents tab.
   2. Read the SSO Compliance Training section.

Who Needs Financial Compliance Training? 

Presidents or Co-Presidents, Secretary, Treasurers or Co-Treasurers, and Fundraiser Chairs must complete MNPS Financial Compliance Training.

To Update Officer Changes in Givebacks

1. Select Compliance
2. Update Officers

To Submit a Change of Officer Form through Givebacks

1. Select Compliance
2. Submit Forms
3. Change of Officer Form
4. Start New Form

1. File dissolution with the Tennessee Secretary of State.
2. Follow by-laws to close bank accounts and disburse remaining funds.
3. Submit a copy of the dissolution filing and final bank statement via email to the MNPS Support Organizations team. 
4. Copy your school auditor on all correspondence.

• Review Best Practices on Transitioning Your School Support Organization Officers
• Update officer information in Givebacks prior to registration to avoid rejected forms.
• Review the Registration Instructions for Current and Existing SSOs 
• Resubmit all registration documents annually in Givebacks. Current forms include but not limited to:
  • Detailed financial report of revenues/disbursements
  • TN Corporation Annual Report
  • Charter or Certificate of Existence
  • MNPS SSO Officer Registration Info
  • SSO Compliance Training Acknowledgement form
  • SSO Agreement with MNPS
  • SSO Financial Procedure Acknowledgement form, Revised By-Laws and IRS 501C3 status letter, if applicable.

Year One

The Congratulations Letter from registering with Secretary of State serves as the appropriate upload for TN Secretary of State Corporation Annual Report and Certificate of Existence.

Year 2 Onward

Submit TN Corporation Annual Report annually and Certificate of Existence.

• First, ensure you have a group of dedicated and dependable parents who are genuinely interested in being part of the organization and committed to contributing their time and effort.
• Next, read the Starting a School Support Organization information on our Documents and Resources page and follow the First Steps document. 
  • If you are organizing as a PTA, you will need to complete all PTA steps with the TN PTA prior to registering with the district.)
• After all steps in the First Steps document have been completed, review the New SSO Registration Instructions and follow the registration instructions.
• After the organization’s profile is set up in Givebacks, submit all registration documents.
• This is an annual process.

Current Forms For New SSOs Include But are Not Limited To

• TN Corporation Annual Report
• Charter or Certificate of Existence
• MNPS SSO Officer Registration Information
•  SSO Compliance Training Acknowledgement form
• SSO Agreement with MNPS
• SSO Financial Procedure Acknowledgement form
• By-Laws and IRS 501C3 status letter, if applicable.

Year One

The Congratulations Letter from registering with Secretary of State serves as the appropriate upload for TN Secretary of State Corporation Annual Report & Certificate of Existence.

Year Two Onward 

Submit TN Corporation Annual Report annually and Certificate of Existence.

• Officers need the SSO’s EIN.
• One officer may deposit the minimum required to open the account.
• Decide in advance whether that officer will be reimbursed once revenue is generated for the SSO.

Required Officers 

• President
• Secretary
• Treasurer
• Fundraiser Chair

Training should be completed annually, ideally before July 1.

Training Documents

Access the training documents in the SSO Compliance tab of the Documents and Resources page 

Contact the Tennessee PTA state office for official guidance.

Yes. Officers must be updated in the Givebacks portal at all times.

Keeping your officer’s information up to date helps MNPS and the Givebacks team communicate important information and verify Officers during the registration period. It also helps eliminate forms being rejected during registration.

If you need a refresher on how to make these updates, please refer to the Managing and Updating SSO Officer Information in Givebacks in the tab labeled Managing and Updating SSO Officer Information in Givebacks.

• Registration compliance opens July 1; all documents are due August 1.
• Submit a Detailed Revenue and Expense Report (sample template available online).
• Include: 
  • Beginning and ending balances of checking account
  • Dates and descriptions of each receipts and disbursements transaction

View examples in tab labeled Sample Financial or Organizational Documents.

• Register as a new SSO in Givebacks.
• Document all fund transfers and include them in your financial report.
• MNPS is not a tax advisor; consult the IRS or a tax professional regarding Form 990 filing.