Form 990 Preparedness Checklist

🏢 Basic Organization Information

Essential Identifying Information

Employer Identification Number (EIN) REQUIRED
Legal name of organization REQUIRED
Mailing address and principal office address REQUIRED
Website address REQUIRED
Tax year beginning and ending dates REQUIRED
Accounting method (cash or accrual) REQUIRED
Group exemption number (if applicable) CONDITIONAL

📊 Part I: Summary Information

Mission and Activities

Brief description of organization’s mission REQUIRED
Summary of exempt purpose activities REQUIRED
Year of formation REQUIRED
State of legal domicile REQUIRED

Financial Summary Data

Total revenue for current year REQUIRED
Total expenses for current year REQUIRED
Net assets/fund balances at beginning of year REQUIRED
Net assets/fund balances at end of year REQUIRED
Prior year comparative figures REQUIRED

🎯 Part III: Program Service Accomplishments

Program Descriptions and Expenses

Largest program service: description and expenses REQUIRED
Second largest program service: description and expenses CONDITIONAL
Third largest program service: description and expenses CONDITIONAL
All other program service expenses (total) CONDITIONAL
Grants and allocations made during the year CONDITIONAL
Measurable outcomes and achievements for each program REQUIRED

📋 Part V: Tax Compliance and Other IRS Filings

Annual Filing Requirements

Prior year Form 990 filing confirmation REQUIRED
Form 990-T information (if unrelated business income) CONDITIONAL
State registration and filing requirements REQUIRED
Employment tax returns (941, 940) if applicable CONDITIONAL
Backup withholding information CONDITIONAL

🏛️ Part VI: Governance, Management, and Disclosure

Board and Governance Information

Number of voting members of governing body REQUIRED
Number of independent voting members REQUIRED
Documentation of board meetings and minutes REQUIRED
Conflict of interest policy REQUIRED
Whistleblower policy REQUIRED
Document retention and destruction policy REQUIRED
CEO/Executive Director compensation determination process REQUIRED

Disclosure and Public Inspection

Copy of Form 1023 (Application for Exemption) REQUIRED
IRS determination letter REQUIRED
Public inspection procedures for tax-exempt documents REQUIRED
Website posting of Form 990 (if applicable) CONDITIONAL

💰 Part VII: Compensation Information

Current Officers, Directors, and Key Employees

Complete list of officers, directors, trustees, and key employees REQUIRED
Total compensation amounts for each person REQUIRED
Hours per week devoted to position REQUIRED
Compensation from related organizations CONDITIONAL
Forms W-2 and 1099-MISC for all compensated individuals REQUIRED

Highest Compensated Employees and Independent Contractors

Information for employees receiving >$100,000 CONDITIONAL
Independent contractors receiving >$100,000 CONDITIONAL
Compensation to former officers, directors, or employees CONDITIONAL

💵 Part VIII: Statement of Revenue

Contributions and Grants

Contributions without donor restrictions REQUIRED
Contributions with donor restrictions CONDITIONAL
Government grants and contracts CONDITIONAL
Detailed contribution records and receipts REQUIRED

Program Service Revenue and Other Income

Program service revenue by activity CONDITIONAL
Investment income (interest, dividends, capital gains) CONDITIONAL
Rental income and expenses CONDITIONAL
Fundraising events (gross receipts and direct expenses) CONDITIONAL
Gaming activities revenue CONDITIONAL
All other revenue sources CONDITIONAL

📈 Part IX: Statement of Functional Expenses

Expense Categories and Allocation

Total salaries and wages by function REQUIRED
Employee benefits and payroll taxes REQUIRED
Professional fundraising fees and other professional fees CONDITIONAL
Occupancy costs (rent, utilities, maintenance) CONDITIONAL
Travel, conferences, and meetings expenses CONDITIONAL
Printing, publications, postage, and shipping CONDITIONAL
Method for allocating expenses among functions REQUIRED

💡 Expense Allocation Guidelines

Expenses must be allocated among program services, management/general, and fundraising functions using a reasonable method. Document your allocation methodology and apply it consistently. Joint costs (like mailings that combine program information with fundraising appeals) require special attention and may trigger additional reporting requirements.

⚖️ Part X: Balance Sheet

Assets

Cash and cash equivalents (all accounts) REQUIRED
Accounts receivable and allowance for doubtful accounts CONDITIONAL
Pledges receivable and net realizable value CONDITIONAL
Grants receivable from governments and foundations CONDITIONAL
Investments (marketable securities and other) CONDITIONAL
Land, buildings, equipment (cost and accumulated depreciation) CONDITIONAL
Other assets and their values CONDITIONAL

Liabilities and Net Assets

Accounts payable and accrued expenses CONDITIONAL
Deferred revenue and grants CONDITIONAL
Notes payable and other debt CONDITIONAL
Net assets without donor restrictions REQUIRED
Net assets with donor restrictions CONDITIONAL

📋 Part XII: Financial Statements and Reporting

Financial Statement Requirements

Financial statements prepared according to GAAP REQUIRED
Independent audit (if gross receipts ≥ $2M for 3 years) CONDITIONAL
Audit committee information CONDITIONAL
Management letter from independent accountant CONDITIONAL
Process for oversight of financial statements REQUIRED

📄 Schedule A: Public Charity Status and Public Support

Public Support Test

Public charity classification type REQUIRED
5-year support schedule with current and 4 prior years REQUIRED
List of substantial contributors (>2% of total support) CONDITIONAL
Public support percentage calculation REQUIRED
Information about disqualified persons CONDITIONAL

📑 Additional Schedules (As Applicable)

📝 Schedule Determination

Review Part IV of Form 990 carefully to determine which schedules are required for your organization. The checklist in Part IV will guide you to the appropriate schedules based on your specific activities and circumstances.

✅ Final Review and Submission

Before You File

Internal review by board treasurer or finance committee REQUIRED
Board approval and authorization to file REQUIRED
Authorized signature from officer or paid preparer REQUIRED
Copy of complete return for organization’s records REQUIRED
Public disclosure copy prepared (without Schedule B) REQUIRED
Electronic filing through authorized e-file provider REQUIRED
Filing confirmation and acknowledgment received REQUIRED

Form 990 Preparation Checklist

📋 How to Use This Checklist

⏰ Important Filing Deadlines

📊 Completion Progress

💡 Quick Tips for Form 990 Success