Annual Registration for Existing SSOs

Please follow the step-by-step instructions:

1. Update New Officers in your SSO Portal for the upcoming school year.
2. Each Officer who holds the position of President or Co-President, Secretary, Treasurer or Co-Treasurer, and individuals handling fundraising will need to complete the MNPS SSO Compliance Training and Assessment.
3. If you have not done so already, please begin finalizing your detailed statement of revenues and disbursement report for the current school year as it is due June 30th each year per TCA 49-2-604. However, you may submit it on July 1 in Givebacks. After your organization has completed your detailed statement of revenues and disbursements report for the current school, it is time to submit your organization’s compliance registration documents for the upcoming school year.
4. Visit the Givebacks website and login to your organization’s account with the username and password you previously created.
5. Once logged in, you will see your organization’s name which takes you to your organization’s profile.
   1. Once in your organization site, go to Compliance and click Enter Submissions – This is the section where each of the registration compliance documents and their due dates will be listed.
   2. You will find a list of the required registration documents listed in the next tab on this page.
6. One officer will submit each of your registration compliance documents for review and approval.

After all the documents are submitted, reviewed, and approved, a confirmation email will be sent to your organization and principal. If you are a booster, an email will be sent to the coach or teacher sponsor as well.

Documents that must be uploaded in Givebacks

Detailed Financial Report of Revenues and Disbursements for the prior year (July 1 - June 30)

• You may create your own spreadsheet. This information is public record. Any financial reports missing the following information will be returned for correction. All financial reports or spreadsheets must include:
• The school year and organization’s name
• Beginning and Ending bank balances
• Detailed description of transaction
• Dates and Amounts taken in (revenue) and amounts disbursed (expenses)  Note: Any financial reports missing this information will be returned for correction.

TN Secretary of State Annual Report

Each year SSOs/non-profits are to renew with the TN Secretary of State office. If your organization is a PTA, the org must submit their good standing letter from the Local PTA office.

Charter or Certificate of Existence from TN Secretary of State’s Office

Each year SSOs are to submit proof of the organization’s existence filed with the TN Secretary of State office when the organization was formed/founded/chartered. An official Charter or Certificate of Existence must be submitted. If your organization is a PTA, the organization must submit their good standing letter from the Local PTA office.

Revised By-Laws

• All continuing organizations that have made revisions to organization by-laws will need to submit a copy of the organization’s revised by-laws during registration.
• If you are an SSO that has previously existed with MNPS but has been inactive for a year or more, you will need to submit your organization’s by-laws.

IRS 501c3 Determination Letter (Only for 501c3 organizations)

SSOs recognized as an approved 501© (3) entity by the IRS for the purpose of donations, must provide a copy of your IRS determination letter. Be sure that you are not submitting the sales tax id from the Department of Revenue; those are two separate letters.

If your organization is a PTA, the organization must submit their good standing letter from the Local PTA office.

MNPS SSO Officer Information Form

TCA 49-2-604 states officer information must be provided to the district. In addition to this form, do not forget to update your officers in Givebacks by going to Compliance<Update Officers. The org will provide Officer information, who will be Authorized Signers on the bank account, and confirm that the Officers have completed the MNPS SSO Compliance Training and Assessment.

Again, The President or individuals who share the role of President (Co-Presidents), Secretary, Treasurer or individuals that share the role of Treasurer (Co-Treasurers), and Fundraiser Chair/Contact must complete the training. This information will be verified during the registration process

SSO Agreement with MNPS

School support organizations must annually enter into a written agreement with MNPS prior to using the name, mascot, or logo of a school or the school district to solicit or raise money, materials, property, securities, services, or other things of value (TCA 49-2-604). Please be sure to read the agreement carefully regarding compliance with Officer positions before submitting. After submitting, the principal will receive an email notification for approval of the agreement as well as the Director’s Designee.

School Support Organization Financial Procedure Form

Your organization must follow the minimum financial controls of the TN Comptroller’s TN Model Financial Policy Manual for SSOs. The organization should also have adopted these minimum financial controls in a policy within your organization’s by-laws and have written financial policies for your organization.

Note: Check Your Email

The responsible SSO member submitting registration will need to actively check their emails. Givebacks will send an email notification if any registration documents are rejected. The email will also include comments on why it was rejected and the next steps for correction.