Filing annual financial statements

What's involved, and how to file

If your incorporated society is not registered with Charities Services, you must file annual financial statements with us. For most societies, this is done following an annual general meeting (AGM).

Why it’s important to file financial statements each year

Filing annual financial statements shows that your society is still operating, and therefore, should remain on the register. If you don’t file financial statements, we may take this to mean your society is no longer operating, and remove it from the register.

Once you’ve submitted your financial statements, the information can be viewed publicly on the register.

Information you’ll need to provide

Your annual financial statements must include:

  • your society’s full name
  • the financial year for which the statements have been prepared
  • your society’s income and expenditure for the financial year
    Note: Even if your income or expenditure for the year has been 'Nil', you must state this.
  • your society’s assets and liabilities, at the close of the financial year
    Note: Even if your assets or liabilities at the end of the financial year are 'Nil', you must state this.
  • all mortgages, charges, and securities of any description, affecting any of the society’s property at the close of the financial year
  • an audit or review (where a society’s rules specify that an auditor or reviewer must be appointed)
  • a certificate signed by an officer of the society, confirming that the financial statements have been approved by your members at a general meeting.

Sample financial statements

Before you prepare your financial statements, it may be helpful to refer to the following sample documents.

When to file your financial statements

Before you file your financial statements, they should be approved by the members of your society at a general meeting, for example, at your annual general meeting (AGM).

The deadline for filing is the end of the month that follows the AGM. (For example, if your AGM is in July, your financial statements should be filed before 31 August.)

Look out for your filing reminder

We’ll send you a reminder around the time of your AGM, advising when your financial statements are due. This will be sent to your postal or email ‘address for communication’. We’ll also send you a final reminder.

These reminders are sent as a courtesy. Please remember, however, that your society’s officers are ultimately responsible for ensuring that filing obligations are met.

What to do if you need more time

We appreciate that circumstances can sometimes mean you’re unable to file your financial statements on time. You can, however, request a filing extension, using the online service or by using a PDF form which you can download and post or email to us.

Does your statement need auditing or reviewing?

We do not require that your financial statements are audited or reviewed. Your society’s rules may, however, require an auditor or reviewer to be appointed.

If your society is an issuer or FMC reporting entity, visit the Companies Office website for further information on financial reporting obligations.

How to file

There are two options for filing your annual financial statements — online or using paper forms. Which option you can use will depend on when your financial statements are due.

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