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Annual Return financial information help notes
Updated December 2009
You may find these help notes useful when you complete the financial information part of your Annual Return (question 25 in the Commission's hard copy Annual Return Form – Form 4)
Introduction
Our Annual Return asks for financial information about your charity, in addition to providing your financial statements, for statistical purposes.
You may find these help notes useful when you complete the financial information part of your Return (question 25 in the hard copy Annual Return Form – Form 4).
The financial information we ask for relates to the year ended on your last balance date – for example, for the year from 1 April to 31 March if your balance date is 31 March.
Make sure you have a copy of your accounts to work from
Before you begin, check that you have a copy of your accounts to work from for the correct period. You must also send us a copy of these accounts with your Annual Return.
Please enter a number in every box
Please make sure you enter a number in every box. Enter '0' if applicable rather than leaving a box empty.
Drop off any cents
Enter your amounts in whole dollars by dropping off any cents.
For example, write $295,000.32 like this: 295000
or write $1,370.43 like this: 1370
Don't enter dollar signs, commas or decimal points. Do include the zeros to indicate thousands.
Part 1: Statement of financial performance for the year ended
Write the date in the space provided so it is formatted like this – XX/XX/XX
Income
Government grants/contracts
Include all income you received from central and local government sources including grant payments or payments for contracted services. For example, Lotteries Commission, SPARC, COGs, WINZ.
All other grants and sponsorship
Include non-government grants and sponsorships not entered above.
Income from service provision/trading operations
Do not include income from rent or lease of land and buildings and income already entered above.
Membership fees
Fees and subscriptions received from your members.
Donations/koha
This is money given to you without an expected return. Do not include payment received for goods or services such as the sale of raffle tickets or money already included above.
Bequests
Any amount of money received after being left to your charity by someone in their Will.
New Zealand dividends
Dividends from NZ based companies.
Other investment income
For example, interest on term deposits and bank accounts.
All other income
Include rent or lease of land and buildings and any other income not already entered.
Expenditure
Grants paid – within New Zealand
Include donation/koha and sponsorships.
Grants paid – outside New Zealand
Include donation/koha and sponsorships.
Salaries and wages
Include all payments to employees. For example, bonuses and KiwiSaver contributions. Do not include payments made to volunteers such as petrol costs.
Depreciation
Any amount calculated to write off the cost of an asset over its expected life and shown in your accounts as "depreciation" or "depreciated assets" or similar.
Interest paid
Interest paid on money you have borrowed.
Cost of service provision (excluding salaries and wages)
Include volunteer costs (including honoraria and reimbursements), staff training, licence fees, facility and equipment costs, vehicle costs, phone, power, insurance, stationery, professional fees, and so on. Do not include expenditure already entered.
Cost of trading operations (excluding salaries and wages)
Include cost of stock, premises, packaging, advertising, staff training, insurance, cleaning services, professional fees, power, insurance, stationery and so on that relate to any trading operation you run. For example, a shop or mail order business.
All other expenditure
Any other expenditure not already entered.
Net surplus/deficit for the year
Total gross income less total expenditure
Helpful tip – this figure should be the same as the surplus or deficit (profit or loss) in the financial accounts you send with this Annual Return.
Part 2: Statement of financial position as at –
Write the date in the space provided so it is formatted like this – XX/XX/XX
Current assets
Cash and bank balances
Include petty cash, cash held at the bank and short term bank deposits (where the term is for less than 12 months).
Inventory
Value of goods held for sale.
All other short-term assets
Include debtors or accounts receivable – for example, unpaid subscriptions, prepaid expenses – for example, an expense for the following year paid in advance such as insurance and any GST refund receivable at balance date
Non-current assets
Land
Original cost or the most recent valuation.
Helpful tip – for your most recent valuation you may use the rateable value from your council or from Quotable Value (www.qv.co.nz).
Buildings
Original cost or the most recent valuation.
Helpful tip – for your most recent valuation you may use the rateable value from your council or from Quotable Value (www.qv.co.nz).
Computers and office equipment
Include computers, printers, copiers and so on. Generally, the value will be original cost less depreciation.
All other fixed assets
Include anything not already entered – for example, furniture and fittings. Generally, the value will be original cost less depreciation.
Investments
Include term deposits with a term of more than 12 months, share investments and investments in other businesses.
Liabilities
All current liabilities
Include creditors and accounts payable – for example, unpaid expenses, income in advance – for example, subscriptions for subsequent years received in advance, GST payable at balance date and bank overdrafts.
All non-current liabilities
Bank loans, mortgages, loans from other third parties.
Equity
Endowment funds
Funds gifted for general or non-specific purposes (un-tagged funds).
Restricted purpose funds
Funds gifted for a restricted or specific purpose – for example, a scholarship (tagged funds).
General accumulated funds
Net-operating surpluses built up over past years, not entered above.
Helpful tip – Total assets must equal Total liabilities plus total equity.
