Business & Finance
The Business Office provides financial oversight and management ensuring transparent financial practices, managing district funds, benefits, procurement and vendor relations.
Main Contact
Gina Rodriguez,
Business & Finance Coordinator
936-856-1203
grodriguez@willisisd.org
- Financial Transparency
- Debt Transparency
- Business Office Staff
- Benefits
- ESSER Funds
- Federal Programs
- Public Postings
- Purchasing & Vendors
- PTO/Booster Clubs
Financial Transparency
Budget Documents
Willis ISD Budget Documents (PDFs)
To view this information in an accessible format, please call 936-856-1311.
- 25-26 Adopted Budget
- 24-25 Adopted Budget
- 24-25 Proposed Budget
- 23-24 Adopted Budget
- 23-24 Proposed Budget
- 22-23 Adopted Budget
- 22-23 Proposed Budget
- 21-22 Approved Budget
- 21-22 Proposed Budget
- 20-21 Approved Budget
- 20-21 Proposed Budget
- 19-20 Approved Budget
- 19-20 Proposed Budget
- 18-19 Approved Budget
- 18-19 Proposed Budget
- 17-18 Approved Budget
- 17-18 Proposed Budget
- 16-17 Approved Budget
- 16-17 Proposed Budget
- 15-16 Approved Budget
- 15-16 Proposed Budget
- 14-15 Approved Budget
- 14-15 Proposed Budget
- 13-14 Approved Budget
- 13-14 Proposed Budget
- 12-13 Approved Budget
- 12-13 Proposed Budget
First Rating
FIRST Rating Overview
The FIRST (Financial Integrity Rating System of Texas) Rating, officially referred to as School FIRST, was established by TEA effective with the 2001-2002 School Year data. This rating system was developed by TEA in response to Senate Bill 875 of the 76th Texas Legislature in 1999. In the rating system there are 15 indicators. The first 5 are based on Yes-No answers with the desired answer to each indicator being Yes. The remaining 10 are based on a point system.
To view this information in an accessible format, please call 936-856-1311.
- 2023-24 FIRST Rating
- 2022-23 FIRST Rating
- 2021-22 FIRST Rating (report for the 2021-22 school year)
- 2020-21 FIRST Rating
- 2019-20 FIRST Rating
- 2018-19 FIRST Rating
- 2017-18 FIRST Rating
- 2016-17 FIRST Rating
- 2015-16 FIRST Rating
- 2014-15 FIRST Rating
- 2013-14 FIRST Rating
- 2012-13 FIRST Rating
- 2011-12 FIRST Rating
- 2010-11 FIRST Rating
- 2009-10 FIRST Rating
- 2008-09 FIRST Rating
- 2007-08 FIRST Rating
- 2006-07 FIRST Rating
Financial Audits
Willis ISD Financial Audits (PDFs)
To view this information in an accessible format, please call 936-856-1311.
- 2023-24 Financial Audit Comprehensive
- 2022-23 Financial Audit Comprehensive
- 2021-22 Financial Audit Comprehensive
- 2020-21 Financial Audit Comprehensive
- 2019-20 Financial Audit Comprehensive
- 2018-19 Financial Audit Comprehensive
- 2017-18 Financial Audit Comprehensive
- 2016-17 Financial Audit Comprehensive
- 2015-16 Financial Audit Comprehensive
- 2014-15 Financial Audit Comprehensive
- 2013-14 Financial Audit Comprehensive
- 2012-13 Financial Audit Comprehensive
- 2011-12 Financial Audit Comprehensive
- 2010-11 Financial Audit
- 2010-11 Financial Audit Comprehensive
- 2009-10 Financial Audit
- 2009-10 Financial Audit Comprehensive
- 2008-09 Financial Audit
- 2007-08 Financial Audit
- 2006-07 Financial Audit
- 2005-06 Financial Audit
- 2004-05 Financial Audit
- 2003-04 Financial Audit
- 2002-03 Financial Audit
- 2001-02 Financial Audit
Tax Rate Information
Adopted 2025-2026 Tax Rate
- M&O Tax Rate $0.6669
- I&S Tax Rate $0.368
- Total = $1.0349
2024-2025 Tax Rate
- M&O Tax Rate $0.6669
- I&S Tax Rate $0.368
- Total = $1.0349
Historical WISD Tax Rates
- 2023-24 $1.0002
- 2022-23 $1.1546
- 2021-22 $1.1720
- 2020-21 $1.21
- 2019-20 $1.27
- 2018-19 $1.39
- 2017-18 $1.39
- 2016-17 $1.39
- 2015-16 $1.39
- 2014-15 $1.39
- 2013-14 $1.39
- 2012-13 $1.37
- 2011-12 $1.37
- 2010-11 $1.37
- 2009-10 $1.37
- 2008-09 $1.37
- 2007-08 $1.306
- 2006-07 $1.602
- 2005-06 $1.735
- 2004-05 $1.735
- 2003-04 $1.71
- 2002-03 $1.73
- 2001-02 $1.72
- 2000-01 $1.66
- 1999-00 $1.67
- 1998-99 $1.76
- 1997-98 $1.71
- 1996-97 $1.71
Debt Transparency
Debt Transparency (click to open)
2025 Willis ISD Debt Book (click to open)
Business Office Staff
Garett Matej,
Chief Financial Officer
Contact Info:
Phone: 936-856-1311
Email: gmatej@willisisd.org
Directs and manages the operation of all financial and business affairs of the district. Serves as the chief financial adviser to the superintendent and board of trustees.
Denise Brenner,
Payroll Coordinator
Contact Info:
Phone: 936-856-1204
Email: dbrenner@willisisd.org
Ensures the prompt and accurate payment of all payroll incurred by the district and supervises benefits. Ensures accurate and timely preparation and maintenance of benefits.
Michelle Carter
Accounts Payable:
Phone: 936-856-1209
Email: mcarter@willisisd.org
The prompt and accurate payment of all expenses incurred by the district. Follows established procedures to process purchase orders and invoices, maintain accounting records.
Tara Guidry
Buyer:
Phone: 936-701-5214
Email: tguidry@willisisd.org
Responsible for executing procurement activities for the district, including purchasing materials, supplies,
equipment, and services in accordance with district policies and state regulations. This position assists in maintaining vendor
relationships and ensuring efficient processing of purchasing documents.
Allie Lenoir,
Senior Buyer
Contact Info:
Phone: 936-890-1112
Email: alenoir@willisisd.org
Performs and processes routine procurement duties associated with the purchasing of various materials, supplies, equipment and services for the District. Maintains vendors/source information.
Damekia Craig,
Health Insurance/Payroll Clerk
Contact Info:
Phone: 936-856-1205
Email: dcraig@willisisd.org
Responsible for processing portions of District’s semi-monthly Payroll and Payroll Accounts Payable duties. Process applications, changes and benefit related issues with health insurance.
Amber McIntyre
Accounts Payable:
Phone: 936-890-7279
Email: amcintyre@willisisd.org
The prompt and accurate payment of all expenses incurred by the district. Follows established procedures to process purchase orders and invoices, maintain accounting records.
Gina Rodriguez,
Business & Finance Coordinator
Contact Info:
Phone: 936-856-1203
Email: grodriguez@willisisd.org
Directs and manages the day to day district business. Supervises the accounting, accounts payable, data processing, procurement, fixed assets, and all staff associated within these departments.
,
Accountant
Contact Info:
Phone: 936-856-1205
Email:
Responsible for maintaining accurate records for the general ledger. The responsibility includes bank reconciliations and fixed assets. Facilitates the use/processing of SchoolPay payments.
Stephanie Jimenez
Accounts Receivable/Travel Specialist:
Phone: 936-701-5213
Email: sjimenez@willisisd.org
Responsible for processing and monitoring incoming payments, securing revenue by posting deposits and taking proactive steps to collect receivables. Work with campus secretaries to process all credit card requests for travel. This individual will be required to demonstrate a high-level of attention to detail when performing all tasks.
District Business Office
612 N. Campbell St.
Willis, TX 77378
Phone: 936-856-1311
Fax: 936-856-4042
Benefits
Benefits Overview
Willis ISD is a self-funded insurance plan. This allows the districts to keep premiums low while providing additional features that a regular insurance company cannot offer. Ultimately, that means our employees get to keep more of their earnings.
The district offers a health insurance plan through Blue Cross Blue Shield. There are two plans available: a high deductible and a low deductible. WISD also offers Dental, Vision, and Voluntary Supplemental Insurance for its employees.
WISD Health & Wellness Center
WISD offers care through its Health & Wellness Center with professional healthcare staff ready to assist. The wellness center is free to employees who are actively enrolled in one of the WISD health insurance plans. Members can also get basic maintenance medication at no cost.
Employees who complete the annual Health Risk Assessment through the Wellness Center receive a discount on their health insurance premiums.
ESSER Funds
ESSER Funds Overview
The U.S. Congress has provided financial support for districts and schools through the Elementary and Secondary School Emergency Relief (ESSER) fund to address the ongoing impact of the COVID-19 pandemic. Texas received $1.3 billion in ESSER I funding, an additional $5.5 billion in ESSER II, and $12.4 billion in American Rescue Plan (ARP) funds (also known as ESSER III).
The pandemic has caused major disruptions in instruction that could take years to remediate. School district administrators and teachers across the state are working tirelessly to meet these ongoing challenges.
Resources
- ESSER III Survey (English)
- ESSER III Survey (Spanish)
- Safe Return to In-Person Instruction & Continuity of Services Plan (Revised Jan. 2022)
- Safe Return to In-Person Instruction & Continuity of Services Plan (Spanish) (Revised Jan. 2022)
- Safe Return Validation Plan
- Safe Return Validation Plan (Spanish)
- Plan of Use
- Plan of Use (Spanish)
- PS3013 Program Plan
- PS3013 Program Plan (Spanish)
- PS3014 Program Narrative
- PS3014 Program Narrative (Spanish)
Frequently Asked Questions
- What is ESSER III?
- What can the funds be used for?
- How much will the district receive?
- What is the timeline for spending the funds?
- Who decides how the funds are spent?
- What are the biggest challenges in planning for the use of these funds?
What is ESSER III?
What can the funds be used for?
In addition to responding to the impact of lost instructional time, funds can be used to respond to the academic, social, emotional, and mental health needs of all students, particularly those students disproportionately impacted by the COVID-19 pandemic, including students of low-income families, students of color, English learners, children with disabilities, students experiencing homelessness, children in foster care, and migratory students.
How much will the district receive?
What is the timeline for spending the funds?
Who decides how the funds are spent?
District administrators including the Superintendent will evaluate student data to determine programs that need bolstering. The majority will cover learning loss in the form of additional summer school programs, intensive intervention and remediation programs, professional development for teachers, counselors to cover social/emotional needs of students and families, child nutrition, and bus services.
What are the biggest challenges in planning for the use of these funds?
Federal Programs
Title I, Part A
Every Student Succeeds Act (ESSA) funds are designated to help to meet the educational needs of students in Title I schools. Funds are used to support effective, evidence-based educational strategies that close the achievement gap and enable the students to meet the state's challenging academic standards. Our LEA’s preliminary plan includes using these funds for supplemental staff salaries, supplemental supplies and materials, staff development opportunities and parent engagement activities.
Title II, Part A—Teacher and Principal Training and Recruiting Fund
Teacher and Principal Training and Recruiting Funds (TPTR) funds are designated to supplement staff development in district/campus priority areas, enhance recruiting, hiring, and retention of highly qualified teachers and improve the quality of our principal, teacher, and paraprofessional workforce through staff development. Our LEA’s preliminary plan includes using these funds for staff development opportunities and recruitment needs.
Title III, Part A—English Language Acquisition, Language Enhancement, and Academic Achievement
Teacher and Principal Training and Recruiting Funds (TPTR) funds are designated to supplement staff development in district/campus priority areas, enhance recruiting, hiring, and retention of highly qualified teachers and improve the quality of our principal, teacher, and paraprofessional workforce through staff development. Our LEA’s preliminary plan includes using these funds for staff development opportunities and recruitment needs.
Title IV, Part A—Student Support and Academic Enrichment Program
Student Support and Academic Enrichment (SSAE) The overarching goal of Title IV, Part A, is to increase the capacity of state education agencies, local educational agencies (LEAs), campuses, and communities to meet the following three goals: Provide all students access to a well-rounded education, improve academic outcomes by maintaining safe and healthy students and to improve the use of technology to advance student academic achievement. Our LEA’s preliminary plan includes using these funds for staff development opportunities, supplemental supplies and materials, summer camps in STEM and Fine Arts, GT and Academic Enrichment programs, and technology integration in the classroom. These funds are able to support district-wide programs that go above and beyond the standard education requirements set by TEA and the LEA.
In accordance with federal regulations, an entity planning to submit a federal grant application must afford a reasonable opportunity for public comment on the application that is submitted to the Texas Education Agency for approval. The following are the final amounts Willis ISD was awarded for the 2021-22 school year; as well as the planning amount for 2022-23. Willis ISD always welcomes comments or questions concerning any of the grants listed below.
Download 2025-26 Grant Application Summary (PDF)
2021-2022 Final Amounts
Title I - $1,414,889
Title II - $284,566
Title III - $163,377
Title IV - $155,961
2022-2023 Planning Amounts
Title I - $1,459,359
Title II - 249,838
Title III - $127,080
Title IV - $96,932
Forms
Parent & Family Engagement
Texas Education Code §39.0545, as passed by the 83rd Texas legislature, requires Local Education Agencies (LEAs) to complete district and individual campus evaluations in the area of community and student engagement. Eight categories consisting of components chosen by each LEA are to be evaluated. LEAs shall use criteria developed by a local committee to assign the district and each campus a performance rating of Exemplary, Recognized, Acceptable, or Unacceptable.
access parent & Family Engagement Newsletters
The following eight categories must be evaluated and reported to the Texas Education Agency by August 8 of each year:
- Fine Arts
- Wellness and Physical Education
- Community and parental Involvement
- 21st Century Workforce Development
- Second Language Acquisition Program
- The Digital learning Environment
- Dropout Prevention and Strategies
- Gifted and Talented Programs
Notice to Private Non-Profit School Officials
Willis Independent School District is submitting a consolidated application for federal programs funding for the 2023-2024 school year to the Texas Education Agency/ The purpose of this notice is to identify the programs for which we are applying and to invite your participation.
The Every Student Succeeds Act of 2015 (ESSA) requires that timely and meaningful consultation occurs between each public school district receiving ESSA funds prior to any decision that affects the opportunities of eligible private school children, teachers, families, and other educational personnel to participate in programs funded under Titles I, IIA, IIIA, and IVA.
The goal of the consultation is for district and private school officials to reach an agreement on whether each private school will participate in each program and how the district will provide equitable and effective programs for eligible private school children.
Public school districts are required under the Every Student Succeeds Act (ESSA) to offer eligible children attending non-public (private) elementary and secondary schools, their teachers, and their families, services or other benefits, such as supplemental instruction, professional development, parent involvement, or materials and supplies that are equitable to those provided to eligible public school children, their teachers, and their families.
This letter is our annual “intent to participate” offer in the Willis Independent School District ESSA programs (Titles I, IIA, IIIA, and IVA). This letter also describes, in brief, the opportunities for private schools that may be available under ESSA. Note that each title program has its own eligibility requirements and funding calculations and those may determine whether it is worthwhile to pursue equitable service opportunities. For each program described below, private school officials must affirm interest in participating by responding to this initial outreach and then by participating in a ‘meaningful consultation meeting’, and finally by signing the ‘ESSA Affirmation of Consultation and Agreement’, each party keeping a copy of the agreement for their records.
Title IA is a federally funded program that provides supplemental instructional services to eligible students who are attending public or non-public schools. The amount of funds available to provide services in each school is determined by the number of low-income students living in the participating Title I public school attendance area. To be eligible to participate in the Title I program, a student does not have to be low-income but must live in a participating Title I school attendance area. Students participating in the Title I program must be identified through multiple criteria assessment as having an educational attainment that is below the level appropriate for their grade-level.
Title IIA is designed to increase student achievement; improve the quality and effectiveness of teachers, principals, and other school leaders; increase the number of teachers, principals, and other school leaders who are effective at improving student academic achievement; and provide students from low-income families and minority students greater access to effective teachers, principals, and other school leaders. The amount of funds available to provide services in each school is determined by dividing the public-school district Title II allocation by the district enrollment and participating private school enrollment.
Title IIIA provides supplemental services that improve the English language proficiency and academic achievement of ELs, including through the provision of language instruction educational programs (LIEPs) and activities that increase the knowledge and skills of teachers who serve Els. The amount of funds available to provide services in each school is determined by dividing the Title III district allocation by the public-school district EL count and participating private school EL count.
Title IVA also referred to as the Student Support and Academic Enrichment (SSAE) program, is intended to provide all students with access to a well-rounded education, improve school conditions for student learning, and improve the use of technology in order to improve the academic achievement and digital literacy of all students. The amount of funds available to provide services in each school is determined by dividing the public-school district Title IV allocation by the district enrollment and participating private school enrollment.
As stated above, should you choose to have eligible students participate in any of these programs, further consultation will be necessary to outline program requirements and to agree upon the design of a viable program.
The accompanied form should be returned no later than April 30th. The form can be returned using U.S. mail or email as stated on the form.
Federal School Report Cards
District
Campuses
Public Postings
Current Bids
Vendor/Bid Information
WISD utilizes IonWave for its eBid System. Please visit the site to register as a vendor and to be notified of bid opportunities. Registration does not constitute approval status as a vendor: this only allows vendors to bid/quote on current bid opportunities and be considered for awards.
Current Bids
No post to display.
Purchasing & Vendors
Purchasing Department Overview
Our sincere desire is to assist the campuses and departments of the district in their quest to educate the students of our district. The information provided via the website is the most up-to-date data available. Please refer to the links and forms listed in this section and feel free to call on us at any time.
Willis ISD
Purchasing Department
612 N. Campbell
Willis, TX 77378
Contact: Allie Lenoir (alenoir@willisisd.org)
936-890-1112
Texas Education Code 44.031 requires that purchases by school districts that are $50,000 or more in an aggregate over a 12-month period shall be competitively bid. Bid requirements are based on commodity groups. If the vendor’s goods or services fall into a commodity that competitive bidding is required, the District must use a vendor that has complied with the bidding process. Willis ISD is currently a member of several purchasing cooperatives who have completed the competitive bidding process for each commodity.
Current Bids
No post to display.
Cooperative Purchasing (Approved Vendors)
- 1 GP: https://1gpa.org/current-
vendors/ -
Buy Board: https://app.buyboard.com/Login.aspx
-
CTPA: https://txctpa.org/ctpa
-
DIR Texas: https://dir.texas.gov/
- HCDE - Choice Partners: https://www.choicepartners.org/vendors
- HGAC: Houston Galveston Area Council: https://www.hgacbuy.org/
- Region 5: https://www.esc5.net/276676_2
- Region 6: https://www.esc6.net/
- Sourcewell: https://www.sourcewell-mn.gov/
- The State of Texas Co-op: https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do
- TCI: Texas Corrections Industries: http://www.tci.tdcj.state.tx.us/
- TCPN: National IPA: http://www.nationalipa.org/Pages/default.aspx
- TIBH: https://tibh.org/
- TIPS: The Inter-local Purchasing System: https://www.tips-usa.com/allvendors.cfm
- TXMAS: https://comptroller.texas.gov/purchasing/contracts/txmas/
- US Communities: http://www.uscommunities.org/suppliers/
- ALLIED STATES COOPERATIVE - ESC19: https://www.esc19.net/Page/884
PTO/Booster Clubs
PTO/Booster Clubs
Parent Organizations and Booster Clubs are about parents coming together to make school programs and student groups even better. They help raise extra funds which go directly towards enriching our students’ experiences.
District-affiliated Parent Organizations and Booster Clubs shall organize and function in a way that is consistent with the District's philosophy and objectives, within adopted Board policies, in accordance with applicable UIL guidelines and financial and audit regulations. The Business Office and individuals associated with the Willis Independent School District are not an authority on tax-related or accounting situations concerning Parent Organizations, Booster Clubs and Exempt Organizations. Parent Organizations, Booster Clubs and Exempt Organizations should obtain competent independent counsel concerning tax and accounting-related circumstances.
District-affiliated Parent Organizations and Booster Clubs shall organize and function in a way that is consistent with the District's philosophy and objectives, within adopted Board policies, in accordance with applicable UIL guidelines and financial and audit regulations. The Business Office and individuals associated with the Willis Independent School District are not an authority on tax-related or accounting situations concerning Parent Organizations, Booster Clubs and Exempt Organizations. Parent Organizations, Booster Clubs and Exempt Organizations should obtain competent independent counsel concerning tax and accounting-related circumstances.
Getting Started
STEP 1. FORM A COMMITTEE
What to Do: Identify mission, establish official name for the organization, and recruit an initial board of directors. Become familiar with Willis Independent School District board policy and UIL guidelines.
Willis ISD Board Policies
Relations with Parent Organizations (GE Local)
Community Relations Non-school Use of Facilities (GKD Local)
Community Relations School Volunteer Program (GKG Legal)
UIL Guidelines
STEP 2. OBTAIN APPROVAL FROM PRINCIPAL
What to Do: Obtain approval from the campus principal to establish a new parent organization/booster club. A link to the approval form is provided below. Once the form is completed, submit it to the campus principal for approval.
Parent Organization Registration Approval Form
STEP 3. DEVELOP GOVERNING DOCUMENTS
What to Do: Each parent organization must develop and maintain bylaws that are reviewed on an annual basis by all of the parent organization officers. Bylaws should contain the details of the rules of membership such as the organization's fiscal year, organizational structure, and the method used to elect officers. Each organization must elect a minimum of three officers with two of them being a president and a secretary. However, most organizations will elect a full slate of officers.
Sample-Articles; Bylaws for Corporation
Sample-Articles; Bylaws for Association
Roles of Officers and Committees
Purpose of Conflict of Interest Policy can be found here.
Sample-Conflict of Interest Statement
STEP 4. EMPLOYER IDENTIFICATION NUMBER (EIN)
What to Do: All organizations that conduct business are required by the IRS to have their own EIN. A member's social security number should not be used as the organization's EIN for banking or other business purposes. PTO/PTA and Booster Clubs are separate entities and cannot use the District's EIN. Below is the link to apply for an EIN online.
Apply Online for an EIN
Understanding Your EIN-Publication
STEP 5. FILE FOR CERTIFICATE OF FORMATION
What to Do: File for a Certificate of Formation with the Texas Secretary of State. A link with the instructions and application is provided below. Also provided is a link to frequently asked questions.
Texas Secretary of State-Nonprofit Organizations
Certificate of Formation-Nonprofit Organizations
Texas Secretary of State-Frequently Asked Questions
STEP 6. HOLD GENERAL MEMBERSHIP MEETING
What to Do: The general membership should approve the establishment of the organization and approve bylaws. An election of officers should be conducted in accordance with the approved bylaws. Elected officers should obtain a post office box for the official mailing address and select a local bank to open an account. (If it is decided to use the school’s address, the secretary on campus must be notified to place mail in a designated area.)
Robert's Rules of Order
STEP 7. OBTAIN 501(c)3 Exemption
What to Do: Identify mission, establish official name for the organization and recruit an initial board of directors. Become familiar with Willis Independent School District board policy.
Applying for Section 501(c)3 Status (e-video)
Applying for Tax Exempt Status
IRS Tax Exemption-Frequently Asked Questions
Top Ten Tips to Shorten the Application Process
Form 1023
Form 1023EZ
STEP 8. APPLY FOR SALES TAX PERMIT
What to Do: If the organization will be selling any taxable items or services, it must apply for a Sales Tax Permit through the Texas State Comptroller's Office. While sales tax exemption applies to purchases necessary to the organization's exempt function, exempt organizations must collect tax on most of their sales.
Sales and Use Tax Introduction
Sales Tax Permit Online Application
STEP 9. SALES AND FRANCHISE TAX EXEMPTION
What to Do: Once 501(c)3 designation has been achieved, the organization must apply for an exemption from sales and franchise tax from the Texas State Comptroller's Office. This is done by written request, which includes a description of activities, copies of articles and bylaws and a copy of the IRS letter granting tax exemption.
Tax Exemptions for Qualified Organizations
Sales Tax Exemption Application
Franchise Tax Exemption Application
STEP 10. SEND COPIES TO PRINCIPAL
What to Do: Send copies of the following documents to the campus principal or their designee. A link to the organization information form is provided below. These documents should be kept current.
- Bylaws
- Employer Identification Number
- Letter of Determination
- Organization Information Sheet
STEP 11. Create Permanent Documents File
What to Do: Put all the documents related to these steps in a "Permanent File" in a safe place to be forwarded to the new officers each year. Also, the file can be saved electronically and provided to several officers to help ensure that the information is safeguarded.
IRS Records Requirements
Getting Started
- STEP 1 - FORM A COMMITTEE
- STEP 2 - OBTAIN APPROVAL FROM PRINCIPAL
- STEP 3 - DEVELOP GOVERNING DOCUMENTS
- STEP 4 - EMPLOYER IDENTIFICATION NUMBER (EIN)
- STEP 5 - FILE FOR CERTIFICATE OF INFORMATION
- STEP 6 - HOLD GENERAL MEMBERSHIP MEETING
- STEP 7 - OBTAIN 501 (c) 3 EXEMPTION
- STEP 8 - APPLY FOR SALES TAX PERMIT
- STEP 9 - SALES AND FRANCHISE TAX EXEMPTION
- STEP 10 - SEND COPIES TO PRINCIPAL
- STEP 11 - CREATE PERMANENT DOCUMENTS FILES
STEP 1 - FORM A COMMITTEE
What to Do: Identify mission, establish official name for the organization, and recruit an initial board of directors. Become familiar with Willis Independent School District board policy and UIL guidelines.
Willis ISD Board Policies
Relations with Parent Organizations (GE Local)
Community Relations Non-school Use of Facilities (GKD Local)
Community Relations School Volunteer Program (GKG Legal)
UIL Guidelines
STEP 2 - OBTAIN APPROVAL FROM PRINCIPAL
What to Do: Obtain approval from the campus principal to establish a new parent organization/booster club. A link to the approval form is provided below. Once the form is completed, submit it to the campus principal for approval.
Parent Organization Registration Approval Form
STEP 3 - DEVELOP GOVERNING DOCUMENTS
What to Do: Each parent organization must develop and maintain bylaws that are reviewed on an annual basis by all of the parent organization officers. Bylaws should contain the details of the rules of membership such as the organization's fiscal year, organizational structure, and the method used to elect officers. Each organization must elect a minimum of three officers with two of them being a president and a secretary. However, most organizations will elect a full slate of officers.
Sample-Articles; Bylaws for Corporation
Sample-Articles; Bylaws for Association
Roles of Officers and Committees
Purpose of Conflict of Interest Policy can be found here.
Sample-Conflict of Interest Statement
STEP 4 - EMPLOYER IDENTIFICATION NUMBER (EIN)
What to Do: All organizations that conduct business are required by the IRS to have their own EIN. A member's social security number should not be used as the organization's EIN for banking or other business purposes. PTO/PTA and Booster Clubs are separate entities and cannot use the District's EIN. Below is the link to apply for an EIN online.
Apply Online for an EIN
Understanding Your EIN-Publication
STEP 5 - FILE FOR CERTIFICATE OF INFORMATION
What to Do: File for a Certificate of Formation with the Texas Secretary of State. A link with the instructions and application is provided below. Also provided is a link to frequently asked questions.
Texas Secretary of State-Nonprofit Organizations
Certificate of Formation-Nonprofit Organizations
Texas Secretary of State-Frequently Asked Questions
STEP 6 - HOLD GENERAL MEMBERSHIP MEETING
What to Do: The general membership should approve the establishment of the organization and approve bylaws. An election of officers should be conducted in accordance with the approved bylaws. Elected officers should obtain a post office box for the official mailing address and select a local bank to open an account. (If it is decided to use the school’s address, the secretary on campus must be notified to place mail in a designated area.)
Robert's Rules of Order
STEP 7 - OBTAIN 501 (c) 3 EXEMPTION
What to Do: Identify mission, establish official name for the organization and recruit an initial board of directors. Become familiar with Willis Independent School District board policy.
Applying for Section 501(c)3 Status (e-video)
Applying for Tax Exempt Status
IRS Tax Exemption-Frequently Asked Questions
Top Ten Tips to Shorten the Application Process
Form 1023
Form 1023EZ
STEP 8 - APPLY FOR SALES TAX PERMIT
What to Do: If the organization will be selling any taxable items or services, it must apply for a Sales Tax Permit through the Texas State Comptroller's Office. While sales tax exemption applies to purchases necessary to the organization's exempt function, exempt organizations must collect tax on most of their sales.
Sales and Use Tax Introduction
Sales Tax Permit Online Application
STEP 9 - SALES AND FRANCHISE TAX EXEMPTION
What to Do: Once 501(c)3 designation has been achieved, the organization must apply for an exemption from sales and franchise tax from the Texas State Comptroller's Office. This is done by written request, which includes a description of activities, copies of articles and bylaws and a copy of the IRS letter granting tax exemption.
Tax Exemptions for Qualified Organizations
Sales Tax Exemption Application
Franchise Tax Exemption Application
STEP 10 - SEND COPIES TO PRINCIPAL
What to Do: Send copies of the following documents to the campus principal or their designee. A link to the organization information form is provided below. These documents should be kept current.
- Bylaws
- Employer Identification Number
- Letter of Determination
- Organization Information Sheet
STEP 11 - CREATE PERMANENT DOCUMENTS FILES
What to Do: Put all the documents related to these steps in a "Permanent File" in a safe place to be forwarded to the new officers each year. Also, the file can be saved electronically and provided to several officers to help ensure that the information is safeguarded.
IRS Records Requirements
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