Annual Return checklist
Updated April 2009
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To file an Annual Return you will need:
- an Annual Return Form – Form 4, either online or in hard copy
- a copy of your financial accounts for your last financial year (these do not have to be audited)
- a copy of the information about your charity currently held on the Charities Register.
This checklist will help you collect the information you need before you begin to complete your Annual Return.
If any of your information has changed and is now different from the information we have for you on the Charities Register, you can update it using Form 4
If anything has changed, you may also need:
- Officer Certification Forms – Form 2 – one copy for each new officer
- a copy of any recent changes to your rules (see below) and
- a copy of the record of the change. For example – minutes of the meeting showing the decision and the effective date of the change to the rules
- the effective date of any changes.
Annual Return Checklist
Information needed to complete Form 4 includes:
- Your organisation’s legal or most formal name.
- Other names (if any) that it is known by.
- Phone, fax, email and website details (these contact details are optional, you do not have to provide them.)
- Identifying number
- Your Charities Commission registration number.
Financial information
- End of financial year/balance date.
- A reasonable estimate of the percentage of funds sourced in New Zealand but spent overseas in your last financial year.
- A copy of your financial accounts for your last financial year (these do not have to be audited).
- The type of accounting method you use, cash or accrual.
- A statement of your financial performance and position set out in the template in Form 4. See question 25.
Your Rules
If your rules have changed you need to send us:
- a copy of the amendment and
- a copy of the record of the change. For example – minutes of the meeting showing the decision and the effective date of the change to the rules.
Your People
- The approximate number of paid full time and paid part time employees that work for you in an average week, and the approximate number of hours they work.
- The approximate number of volunteers that work for you in an average week, and the approximate number of hours they work.
Charitable Purpose
You will need to specify:
- the sectors your organisation operates in, for example – “health”. Choose from the list on the form.
- your activities. For example – “makes grants”. Choose from the list on the form.
- who benefits from your organisation? Choose from the list on the form.
- the geographical area your organisation operates in. Choose from the list on the form.
Officer details
- The names of any new officers.
- Reminder: an Officer Certification Form – Form 2 must be completed for each officer in your organisation and be signed by that officer or someone on their behalf.
- The name of any officer who is no longer an officer and their last date as an officer.
Information that may accompany your Annual Return (but is not essential):
- The name, phone and email details of the person you would like us to contact regarding any administrative matters. For example – if we find a question has been overlooked.
- A letter asking us to restrict public access to your information on the Register. See our information sheet Restricting public access to your information on the Charities Register.
Helpful tips
We encourage you to file your Annual Return online. This is because we will fill in part of the online form using your current details from the Charities Register.
The fee for filing an Annual Return online (and either posting or uploading supporting documents electronically) is $50.
The fee for filing an Annual Return on a paper form is $75.
See our information sheet Annual Returns under the Charities Act for more details about how to file an Annual Return online, when to send in your Annual Return, fees and how to pay them, and more.
Further Information
For more information please browse our website, call us on our free information line 0508 242 748 or email us on info@charities.govt.nz.
If you would like to receive our emailed newsletter, Update, please send your name, organisation and contact details to info@charities.govt.nz.