Texas PTA has gone digital! 

Watch these videos to see how you can report members, pay dues and send cards electronically! 

  

 

Watch Adding Members and Downloading Reports from myPTEZ. 

First things first! Login to myPTEZ and upload or add the members who paid you to join. Take time to double-check the accuracy of all names and email addresses to ensure cards are created and received correctly.  

Now it’s as easy as 1, 2, 3!

Step One: Download "Print Dues Summary" (CSV file) from myPTEZ. 

Step Two: Request funds through the Funds Request Form, verify

available funds and notify Treasurer of expected ACH date.

Step Three: Upload Print Dues Summary (CSV file) from myPTEZ.

Submit your Digital Roster, Pay Dues and Send Electronic Member Cards. 

Please do not submit your roster if you have zero members to report. 

 

If you would like to participate or would like to opt-out of this service, your Treasurer must complete the following form. 

ACH Authorization Agreement Form

Gone are the days of worrying about postmark dates, paying to mail membership rosters and handing out membership cards. You can now do it all digitally in just a few steps!  

Top 5 FAQs

Am I required to enter the member’s email & what if I entered the wrong information? 

• The email address is required to send a digital member card. Texas PTA will not use the information for any other purpose.

• If a member is reluctant to share their email address, ensure them you are only asking to send them a membership card. They may be more willing to share it for that purpose.
• If entering a student, consider using the parent’s email address. The parent and student card will both receive their cards at the same email address.
• Before pulling the report from myPTEZ, please double-check the accuracy of names and email addresses. Texas PTA is not able to correct or resend digital member cards or track bounce-backs at this time.
• Please provide a paper card to members who do not wish to share an email address, whose information was incorrectly reported, or who do not receive their card by email.

Why is the online form not finding me or my PTA when I try to submit memberships?

• In order to submit memberships, you must be registered as a leader at your PTA. Register here.

• Every PTA must submit their bank information to “Opt-In” to this feature. Please have your treasurer complete this form.

How many days will it take for Texas PTA to draft our bank account? 

• It could take between 2-5 business days, depending on the day of the week the submission was made. Our goal is to process within 2-3 business days. Your member count will update and be reflected in the Local Roster only after your submission is processed.

How do I get a record of what was submitted?

• The submitter and treasurer on file will receive a confirmation email showing the total dollars for regular and life members, along with a list of the members you submitted. If you do not receive a confirmation, please contact Texas PTA to verify if we received your submission.
• You should also save your CSV Print Dues Summary Report by date, in a special folder for your records (e.g. 8.1.21 through 8.31.21 memberships.csv).

What happens if we change our bank account? 

• You must submit your change of bank information through this form. 

More FAQs

Entering Members in myPTEZ for a Digital Membership Roster

How do I add members to myPTEZ?

• Members can be added manually or through an upload from an existing spreadsheet. myPTEZ has a series of very helpful tutorial videos at myptez.com/support/. Consider visiting that site for more information.

What if I enter an individual or member who has the same name as another member? 

• The membership management system in myPTEZ compares the name and email. If either are different, it assumes this is a different person and creates a new record. myPTEZ allows you to later merge the two records when this happens.

Am I required to enter the member’s email? 

• If you want a digital membership card sent to the member, Texas PTA will need the email address entered or uploaded to the myPTEZ record.

Some of my members do not have an email address or do not want to share it. 

• For those members, a traditional paper card may be best. Sometimes, however, if they understand you are only asking to send them a membership card, they are more willing to share that information.

How often can I enter members into myPTEZ.com?

• As often as you’d like. We recommend you export them on a scheduled basis (e.g. the last day of each month) to prevent reporting members more than once. Additionally, consider saving the CSV Print Dues Summary Report by date, in a special folder for later reference (e.g. 8.1.21 through 8.31.21 memberships.csv).

What is the difference in myPTEZ.com Source field options of API and myPTEZ?

• “API” in the Source field refers to members who joined through joinPTA.org.
• “myPTEZ” in the Source field refers to members that your PTA entered. 

Do I have to include the member type and gender? 

• These two fields are very helpful to your PTA to track how many more members you need to achieve particular membership awards (i.e. 50 students means you qualify for the Student membership award, 50 male members means you qualify for the MARS Membership award, etc). 

Why do I need to enter or upload members into myPTEZ if I’m not using it to manage my membership?

• Texas PTA and myPTEZ are collaborating to ensure the necessary and correct data are included in your report. Not using the Print Dues Summary CSV report could result in an error in your upload, missed awards deadlines and member cards being sent to the wrong people, or not at all.

Exporting the Digital Membership Roster from myPTEZ

What report in myPTEZ should I pull to send membership rosters to Texas PTA?

• myPTEZ has created a special report for Texas PTAs to mail or electronically submit membership rosters. That report is called Print Dues Summary. 
• If mailing, print the report in the PDF format.
• If submitting electronically, choose the Export CSV option to save the dues summary as a CSV file.
• You should also save the CSV Print Dues Summary Report by date, in a special folder for later reference (e.g. 8.1.21 through 8.31.21 memberships.csv).

When pulling the Print Dues Summary report, what date range should I select? 

• Our recommendation is to select a certain day each month to pull the report. This will prevent you from reporting the same member(s) again. Before pulling or submitting the report, double check to make sure you are not reporting the same members again.
• Please keep in mind that if you were to mistakenly submit the same member more than once, they will receive a duplicate membership card.

Do I need to include members who joined on JoinPTA.org in the CSV file that will be submitted to Texas PTA?

• No. When someone joins on JoinPTA.org, Texas PTA automatically receives the member's name and state and national dues.
• That member’s name and contact information are added to your myPTEZ account immediately, with “API” listed as the Source field in their record. The local portion of the dues will be deposited to the Local PTA bank account on file on the seventh day of the following month. 

Why do I need to export my members out of myPTEZ?

• Texas PTA and myPTEZ are collaborating to ensure the necessary and correct data are included in your report. Not using the Print Dues Summary CSV report could result in an error in your upload, missed awards deadlines and member cards being sent to the wrong people or not at all.

Submitting Digital Membership Rosters to Texas PTA

Can anyone upload membership rosters?

• Only registered executive board members from your PTA can upload membership rosters.

Why is the online form not finding me when I try to submit memberships?

• In order to submit memberships, you must be registered as a leader at your PTA. Register here.

Why can’t I find my PTA not on the Digital Rosters, Dues and Cards webpage dropdown list?

• Every PTA must submit their bank information to “Opt-In” to this feature. Please have your treasurer complete this form.

Does my PTA have to be on JoinPTA.org to use the Digital Rosters, Dues and Cards feature? 

• No. However, you must submit your bank information through this form to be eligible to participate in either joinpta.org or the digital roster, dues and cards webpage. 

How do I get a record of what was submitted?

• You will receive a confirmation email showing the total dollars for regular and life members, along with a list of the members you submitted.
• You should also save the CSV Print Dues Summary Report by date, in a special folder for later reference (e.g. 8.1.21 through 8.31.21 memberships.csv).

What if I submitted the wrong email address? 

• While this may be a feature in the future, Texas PTA does not have the ability to resend digital member cards. Please double check the accuracy of email addresses before uploading them into Texas PTA’s Digital Rosters, Dues, Cards webpage. Additionally, Texas PTA does not track bounce-back email addresses.

I found errors in my confirmation email, what should I do?

• Errors must be reported by 9:00 am the first business day immediately following submission. During normal business hours, call 1-800-TALK-PTA. Otherwise, email memberservices@txpta.org to report errors.

I made a mistake and need to cancel my submission. What should I do?

• Errors must be reported by 9:00 am the first business day immediately following submission. During normal business hours, call 1-800-TALK-PTA. Otherwise, email memberservices@txpta.org to report errors.

Can I submit a roster on a weekend or holiday?

• Absolutely! If it is the last day of the month, it will be processed on the next business day and the members will be credited to your PTA for the correct month.

Digital Membership Cards

When will members receive their membership cards?

• Digital membership cards will be emailed when Texas PTA processes your submission. Typically, that will be within 3 business days.

Will the digital membership cards have the member name and my PTA’s name?

• Yes. The digital membership card will have the member’s name along with your PTA name and ID number.

Is there any other way to send digital membership cards?

• Digital membership cards can only be sent to people who join on JoinPTA.org or to those uploaded by their PTA into the digital rosters, dues and cards feature.

The Dollars and Cents of Digital Dues

Is there a fee to use the Digital Roster, Dues and Cards?

• No. Texas PTA offers this feature to Local PTAs at no charge.  

How much will Texas PTA draft from our bank account?

• Texas PTA will draft $4.50 for each regular member and  $2.25 from each Life Member that you submit. Of that $4.50, Texas PTA forwards $2.25 to pay the National PTA dues on your behalf.

How many days will it take for Texas PTA to draft our bank account? 

• It could take between 2-5 business days, depending on the day of the week the submission was made. Our goal is to process within 2-3 business days. 

Can we use this submission method if our PTA standing rules specify 2 check signers?

• Texas PTA policy allows for ACH payments from a local PTA to Texas PTA and Texas PTA to a local PTA. This is documented in the Treasurer’s Resource Guide. 

How do I ensure that my treasurer is aware of this transaction?

• In the case of a membership payment, a funds request form (and a list of the members to be submitted) should be presented to the treasurer prior to the submission to Texas PTA. This will allow the treasurer to verify the state and national dues balance prior to authorizing the payment.

Why didn’t my PTA treasurer receive an email when I submitted members?

• If the treasurer has not registered as an executive board member of your PTA, they will not receive the courtesy email.

I am the treasurer and found errors in the confirmation email, what should I do?

• Errors must be reported by 9:00 am the first business day immediately following submission. During normal business hours, call 1-800-TALK-PTA,otherwise, email memberservices@txpta.org to report errors.

What happens if we change our bank account? 

• You must submit your change of bank information through this form. 

What if we need to request a refund for duplicate members? 

• Please refer to exporting the digital membership roster to help avoid duplicates
• Send an email to finance@txpta.org with detailed information as to why you are requesting a refund, including copies of the duplicate rosters. For request deadlines, refer to the Texas PTA Dues Refund Policy.