P.S. All credits/points vouchers should include an expiry date.
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Credit/Point Systems Accounting
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Debit
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Credit
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Scenario 1
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Bingo Vouchers (expense)
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$200.00
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Bingo Vouchers (liability)
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$200.00
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ABC Community League issues 10 vouchers for March 14 bingo at $20.00 per voucher.
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Scenario 2
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Bingo Vouchers (liability)
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$150.00
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Bingo Bank Account (asset)
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$150.00
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Soccer Registration Fees (expense)
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$150.00
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Bingo Vouchers (expense)
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$150.00
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Joe Smith, volunteer, redeems $150.00 from ABC Community League to be paid to Northwest Zone Soccer Association for Under 10 soccer fees.
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Scenario 3
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Bingo Vouchers (liability)
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$20.00
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Bingo Vouchers (expense)
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$20.00
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To write off one $20 voucher that has not been redeemed and has expired.
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Goods and Services Tax (GST)
GST filings depend on the activities and GST status of the community league. Requests from Canada Revenue Agency must be followed through. They may request such things as payroll information, research and development summaries, etc.
GST is a tax on the consumption of goods and services in Canada. It is collected by businesses and paid by the end user. Organizations that are registered to collect GST can claim input tax credits for the tax paid on their purchases to provide the goods and services for which they charged GST.
In 1996, amendments were made to the Customs and Excise Act which is the legislation governing GST. These amendments significantly affected the not-for-profit sector. A not-for-profit organization is considered to be a public service body and the following rules apply to these organizations.
A “supply” is considered to be any exchange in the course of business by sale, transfer, barter, exchange, license, rental, gift or disposition. A “taxable supply” is a supply on which GST would be charged. A “registrant” is an individual or business that is registered to collect GST.
A supply becomes taxable if the “direct cost” of producing the good or service is less than the amount that the goods or service is being sold for. For example, if a community league decides to produce a calendar and sell it to its members, the direct cost is the writing, photography, graphic design and production. If the league sells the calendar for more than the direct cost, it would have to charge GST on the resale.
Exempt supplies for community leagues
· Admissions to games of chance where operations are performed exclusively by volunteers and are not conducted in premises used primarily for gambling activities.
· Supply of rights, other than admissions, to participate in games of chance.
These exempt supplies would include admissions to bingos and casinos run by community volunteers in community halls. The community halls are not primarily for these activities, but to provide services to the community members. In a commercial gaming activity, the admission is a taxable supply.
· Sales of supplies where the organization does not carry on the business of providing that supply, all salespersons are volunteers, the price for each item is under $5.00 and the item is not sold at an event where commercial sales of that item are occurring.
These supplies would include canteen and concession sales.
· Price paid for a good or service is less than equal to direct cost.
· Admission to an amusement is less than $1.00 or is free.
· Provision of entertainment where the performers are all amateurs.
The performance must be substantially by non-professionals (e.g.) community theatre groups. The performers do not receive directly or indirectly any remuneration for their performance. They are entitled to receive prizes, gifts or travel and other expense reimbursements or grants paid by government. None of the advertising for the event can mention featured participants that are paid for their performances.
· Service or memberships entitling a person to supervision or instruction in recreational activities where: the persons are under 14 years old, the program is day-use only or the persons are underprivileged or have a disability.
These services include provision of programs of athletics, outdoor recreation, music, dance, arts, crafts or other hobbies or recreational pursuits.
· Care and supervision of children under 14 for less than 24 hours per day.
These services would include early childhood services, pre-school programs and day care services.
· Supplies made of a property or service where all or substantially all of the supplies are made for no consideration.
These supplies would include garage sales, craft sales, etc. where the goods have been donated. This would include auctions where the items have been donated.
· Supplies of admissions to fundraising dinners, concerts, shows or other fundraising events where part of the price of the ticket is a donation to the organization.
· Supplies of property or services in the course of fundraising activities where the items are not sold throughout the year or the receipts do not receive property or services throughout the year.
These exempt supplies would be chocolate bar sales and other fundraising events that only happen at particular times throughout the year. For example, if a community league were selling greeting cards as a fundraiser only at Christmas, it would not be a taxable supply. Selling greeting cards throughout the year becomes a taxable supply. To be a taxable supply, the activity must be continuous, so if the league has a chocolate bar drive once a month and the bars are only available at that time, it is still tax exempt.
Specific taxable supplies by community leagues
· Gift and sports shop sales.
The old rules said that if the shops were being run 90 per cent or more by volunteers, the sales were non-taxable. This is no longer the case, so items sold in community gift and sport shops are taxable if being sold for more than their direct cost.
· Hall, arena and other facility rentals.
This also includes the rental of any furniture or fixtures that goes with the rental such as audiovisual equipment. If the community league is a registered charity, the rentals are non-taxable, as are any other rentals of less than one month.
· Ongoing sales of items such as community jackets, t-shirts, etc. if sold for more than direct cost.
· Rental of parking space.
This is not a taxable supply to a charity.
· Catering and bartending services.
This is not a taxable supply to a charity.
· Subscriptions to newsletters.
· Fees for adult recreational activities such as fitness classes.
Memberships
Membership fees are non-taxable if they meet the following criteria:
· Indirect benefits accrue collectively to all members.
The rights received with membership are:
o Right to vote or participate in meetings
o Right to receive property or services at fair market value
o Right to receive discounts that are insignificant in relation to amount paid for membership
o Right to receive newsletters, reports, publications
The league can elect to have exempt memberships treated as taxable supplies.
GST filing
If a community league is registered to collect GST, it must remit the GST to Canada Revenue Agency at the intervals the Agency has advised. This can be monthly, quarterly, semi-annually or annually. The league can deduct its input tax credits for the same period from the amount it remits. Input tax credits are the amount that the registrant has paid to provide the taxable goods and services.
If a community league provides both taxable and non-taxable goods and services, it must separate the cost of providing both types of supplies. For example, administration and hall operating costs would have to be apportioned between the two.
Registered charities can apply for rebates of 50 per cent of all GST paid in their operations. Since most community leagues are not registered charities, they and all other not-for-profit organizations can apply for a rebate if 40 per cent or more of their funding comes from government sources. If a community league were to receive an Alberta Community Facility Enhancement Program (CFEP) grant in a year that provided 40 per cent or more of its gross revenue for the year, it could claim a rebate for that year. The league could not claim a rebate the next year.
For further information on charities and GST, check out Canada Revenue Agency’s brochure entitled GST/HST Information for Charities, available at www.ccra-adrc.gc.ca or at any taxation office.
Year-end Requirements
- Financial Statement – Required Reports
A league’s year-end financial statements will include whichever type of report is set out in your bylaws:
- an auditor’s report
- a review engagement report,
- a notice to reader compilation report, or
- a report completed by two members (other than the treasurer) of your board.
The type of report issued usually depends on the degree of assurance required.
Auditor’s Report. An auditor’s report provides the highest level of assurance and is typically issued where there is a requirement from a funder or where members of the organization want a high level assurance that there are no material misstatements or departures from generally accepted accounting principles. This arises when a government department provides a grant to an organization and then wants assurance that the money is spent properly or where members of a community league are not involved in the day-to-day operations of the community league and wants assurance that operations are managed appropriately.
In completing an audit, the auditor is required to gain an understanding of the organization’s internal control processes, document that understanding and audit the information that is presented in the organization’s year-end financial statements. Although an audit provides the highest level of assurance, the typical audit includes examining transactions on a test basis and assessing balances for material misstatements. As well, although an audit would be expected to identify instances where there is material fraud, it may not detect a fraud that is cleverly concealed.
Estimated cost: Starts at about $5,000
Review Engagement Report. A review engagement report is like an audit in that it is also offers an assurance that adds credibility to financial statements, but it does not provide the same level of assurance as an audit.
In completing a review engagement, the accountant is not required to gain an understanding of an organization’s internal control processes and assesses information for plausibility based on enquiries made to management. There is no requirement for an accountant to trace information to supporting documents.
Estimated cost: Starts at about $2,800
Notice to Reader Compilation Report. A notice to reader compilation report is issued for an organization that does not require the assurance provided by an audit or review engagement. In fact, a notice to reader compilation report is not an assurance assignment.
In completing a compilation engagement, the professional accountant obtains information from the organization and uses it in preparing a set of financial statements. Although a compilation does not provide assurance, the accountant still needs to complete sufficient work to ensure that the financial statements are not false or misleading.
Estimated cost: Starts at about $2,000
Fundraising – if they specify, then it is restricted. General fundraising is not restricted.
Government Requirements
- Canada Revenue Agency – Filing Requirements
STATUTE INCOME TAX ACT
What to File – T2 – Corporate Return
When to File – Annually, within six months of fiscal year-end.
STATUTE INCOME TAX ACT
What to File – T1044 – Not-for-Profit Information Return
When to File – Annually, within six months of fiscal year end if;
a) investment income for year is greater than $10,000, or
b) assets total more than $200,000, or
c) a return has been filed before.
STATUTE INCOME TAX ACT
What to File – T3010 – Registered Charity Information Return, (for registered charities only)
When to File – Annually, within six months of fiscal year end
STATUTE EXCISE TAX ACT
What to File – GST Return, (For those registered to collect GST only), or GST Rebate, (For those eligible for rebates only)
When to File – As per Canada Revenue Agency – can be monthly, quarterly, semi-annually or annually
STATUTE STATISTICS ACT
What to File – Surveys as requested by Canada Revenue Agency
What to File – As requested
The T2 corporate income tax return is required for information purposes only by Canada Revenue Agency. If the league is a registered charity, it files the Registered Charity Information Return only. The Not-For-Profit information return is required as stated if the criteria are met. There is a penalty for not filing that can reach as high as $2,500. Registered charities do not have to file this return.
Gaming
Bingo. In Alberta, only eligible charitable or religious organizations that have been issued a licence are allowed to conduct bingo events. To qualify for a bingo licence, a group must have delivered a charitable program in Alberta for a minimum of twelve months at the time of application. A licensed group’s volunteers may hold bingo events at an association, a community, or a privately operated bingo facility.
Casinos. In Alberta, only eligible charitable or religious organizations that have been issued a licence are allowed to conduct casino events. To qualify for a casino licence, a group must have delivered a charitable program in Alberta for a minimum of 24 months at the time of application. A licensed group’s volunteers generally hold two day events in a casino facility within a designated region within the province.
All required forms are available from Alberta Liquor and Gaming Commission at www.aglc.ca.
P.S. Community leagues must take care to expend proceeds from gaming activities over the full licence period as the league cannot acquire another licence until the first period has expired.
P.S.S. Spend all your gaming revenues within a two-year period. If you want to accumulate these funds for major renovations or new buildings, you have to ask the Alberta Gaming and Liquor Commission for permission. If you don’t have permission, you will have to return the funds to the Commission.
Gaming Accounting Practices
Not-for-profit organizations use either the deferral or the fund accounting method. Since most community leagues use the deferral method, the following example shows how to account for bingo, casino or grant funding.
In short, do not set up this funding as income. Set it up in the Statement of Financial Position as a liability. These are restricted funds and they do not belong to you until you spend them.
Bingo Funds
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Bingo Accounting
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Debit
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Credit
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Scenario 1
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When you receive these funds, make this entry:
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Bingo bank account
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$1,500.00
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Deferred bingo funds
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$1,500.00
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Scenario 2
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When you spend these funds on whatever you have identified in the “Approved Use of Proceeds” attached to your bingo licence (utilities, maintenance, etc.), your entry will be:
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(Identified expenses)
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$1,500.00
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Cash
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$1,500.00
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Scenario 3
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Now you have to make another entry to bring the spent cash into revenue (remember you do not recognize bingo funds as income until they are spent):
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Deferred bingo funds
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$1,500.00
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Contributions from bingo
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$1,500.00
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Scenario 4
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Let’s say you spent these funds to purchase capital items such as cabinets for the hall. In this case:
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Capital assets
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$1,500.00
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Cash
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$1,500.00
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Scenario 5
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But instead of bringing this income into operations, we:
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Deferred bingo funds
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$1,500.00
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Deferred capital contributions
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$1,500.00
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Deferred Capital Contributions is a Balance Sheet Account. Whenever you take amortization/ depreciation on the capital asset you purchased with these funds, you also take the same amount or revenue from the Deferred Capital Contributions into income as Amortized Deferred Contributions. We are now matching revenue with expenses.
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Casino Funds:
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When you receive these funds, make this entry:
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Casino bank account
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$1,500.00
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Deferred casino funds
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$1,500.00
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Scenario 2
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When you spend these funds on whatever you have identified in the “Approved Use of Proceeds” attached to your bingo licence (utilities, maintenance, etc.), your entry will be:
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(Identified expenses)
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$1,500.00
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Cash
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$1,500.00
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Scenario 3
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Now you have to make another entry to bring the spent cash into revenue (remember you do not recognize casino funds as income until they are spent):
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Deferred casino funds
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$1,500.00
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Contributions from casino
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$1,500.00
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Scenario 4
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Let’s say you spent these funds to purchase capital items such as cabinets for the hall. In this case:
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Capital assets
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$1,500.00
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Cash
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$1,500.00
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Scenario 5
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But instead of bringing this income into operations, we:
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Deferred casino funds
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$1,500.00
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Deferred capital contributions
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$1,500.00
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Deferred Capital Contributions is a Balance Sheet Account. Whenever you take amortization/ depreciation on the capital asset you purchased with these funds, you also take the same amount or revenue from the Deferred Capital Contributions into income as Amortized Deferred Contributions. We are now matching revenue with expenses.
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Note: If you had recorded these funds using the accrual method, you would have recorded the income when it was earned. That means, the year you raised lots of casino revenue but did not spend it during the year, your bottom line looked great as it showed an excess of revenue.
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During the next year, you may not have been as successful with your gaming revenue but were spending the money from the previous year and your bottom line showed an excess of expenses. By using the deferral method, you are matching revenues and expenses, which gives you a more accurate picture of your operation.
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Source: Treasurers Update, Federation of Calgary Communities
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Credit/Point Systems Accounting
The group issuing the credits/points must maintain records of the credits/points. The records are subject to review by the AGLC. The records must include a ledger with the following information:
- Names of volunteers earning the credits
- Whether the volunteer is a member or non-member of the group issuing the credits
- Dates the volunteers earned the credits
- Values of the credits earned
- Dates the credits were redeemed or transferred
- Purpose(s) for which the credits were redeemed (if applicable)
- If the credits/points are redeemed by another group:
- the date(s) the other group received payment for the credit redemption
- the dollar value of the redemption claim
- the name of the gaming account from which the payment was issued
If the credits/points are redeemed by another licensed group, this other group must maintain records of the credits/points. The records, which are subject to review by the AGLC, must include a ledger with the following information:
- Name of person redeeming the credits
- Name of group issuing the credits
- Date of credit redemption
- Value of credits being redeemed
- Purpose for which the credits were redeemed
- When redeeming credits/points form the group issuing the credits:
- Date of the redemption claim
- Dollar value of the redemption claim
- Name of the gaming account where the redemption claim was deposited
Community League Grants
Accounting for Community League Grants
There are primarily three kinds of grants for not-for-profit organizations:
- general operating grants
- grants that have to be matched with other funding
- grants for certain projects, which don’t need matching funds
Operating Grants
These grants are given to the league for general operations and are often received in quarterly installments.
To simplify the annual grant accounting, set up your accounts with the same headings as the approved budget by the grant provider (e.g.) under administration, office supplies, equipment expense, etc. Under programs, you may also have program office supplies and program equipment expense, etc. You may have wages and benefits relating to administration and to programs. Keep them separate.
If you have more than one program, you will have to separate the line items even more.
Matching Grants
You may need other grants (e.g.) for a project your usual operating grant cannot accommodate. You applied for and received, for example, a Community Initiatives Program (CIP) grant. Usually, this grant has to be matched with other funding, so if you applied for $10,000 in grant funding, you will have to have another $10,000 available to spend on this project. This means additional fundraising if you don’t already have the matching $10,000. When you start spending these funds, keep track of this in an expense account called “CIP Grant Expense.”
Should you have more than one CIP grant, keep track of them separately.
Non-Matched Grants
The same applies to other grants that don’t need matching funds (e.g.) the Community League Emerging Grant. In this case, you would have an expense account called “Community League Emerging Grant Expense” if it is difficult to identify the spending from this grant in any other way.
Always check and verify that you are spending your grant funding according to approved objectives.
Community Facility Enhancement Grants (CFEP) have to be matched by other funding. Casino funds (if approved in your casino licence) can be used for matching purposes.
These grants are usually capital related (e.g.) for major renovations, additions, new buildings, etc. Record the purchases as additions to Property, Plant and Equipment and Deferred Capital Contributions. When Property Plant and Equipment are amortized, also amortize on the same basis Deferred Capital Contributions for the additions and bring this into Income as “Amortized Contributions.”
For the CFEP grant, you can also account for volunteer time if it was approved in your application. It is a good idea to keep track of the spending separately on a spreadsheet (see sample below). Note the date and hours worked by the volunteers and the kind of work they were doing.
Keeping proper track of your grant funding will make it easier to do your grant report. It will also show how much more you will have to spend within the allowed time period (usually two years).
Grant Accounting Entries
If your invoices come in for less or you had more volunteer contributions and end up with leftover funding left over after the project is complete, write a note to the grant provider asking for approval for a related project to which you would allocate the funds. Usually the grant provider will give you approval for it.
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Grant Accounting
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Debit
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Credit
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Scenario 1
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When you receive these funds, make this entry:
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Bank
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$1,500.00
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Deferred grant funds
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$1,500.00
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Scenario 2
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When you spend these funds on expenses applied for in the grant, your entry will be:
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Grant expenses
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$1,500.00
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Cash
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$1,500.00
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Scenario 3
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Now you have to make another entry to bring the spent cash into revenue (remember you do not recognize grant funds as income until they are spent):
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Deferred grants
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$1,500.00
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Grant revenue
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$1,500.00
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Scenario 4
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Let’s say you spent these funds to purchase capital items such as cabinets for the hall. In this case:
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Dr. capital assets
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$1,500.00
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Cr. cash
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$1,500.00
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Scenario 5
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But instead of bringing this income into operations, we:
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Deferred grants
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$1,500.00
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Deferred capital contributions
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$1,500.00
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Deferred Capital Contributions is a Balance Sheet Account. Whenever you take amortization/ depreciation on the capital asset you purchased with these funds, you also take the same amount or revenue from the Deferred Capital Contributions into income as Amortized Deferred Contributions. We are now matching revenue with expenses.
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Community League Maintenance/Renovation Grant
P.S. Before you begin work on grant applications, talk to your CRC!
Community League Operating Grant
Purpose
To provide funding assistance to community leagues to offset expenses incurred by providing programs and activities to community residents.
Interest
Operating assistance supports the community league movement in Edmonton, a partner in the provision of recreational opportunities for Edmontonians.
Types Of Organizations
· Community Leagues
Types of Funding
· Operating
Restrictions
You must be a community league that is a member of the Edmonton Federation of Community Leagues and be a registered not-for-profit organization.
Process
Complete and submit your Community League Operating Grant Application Form to your Community Recreation Coordinator. The City awards grants annually, and determines the amount according to a base award amount and the latest census population figures for the neighbourhood.
Application Deadline
Contact your Community Recreation Coordinator in the Neighbourhood and Community Development Branch for information, or call 311:
· Community Building West Service Office
· Community Building East Service Office
· Community Building South Service Office
Community League Emerging Grant
Purpose
The emerging grant program is to assist in the development or establishment of a new community league or the re-establishment of a defunct or previously amalgamated community league or two existing community leagues.
Interest
“Emerging” funding assists in the development or establishment of a new community league or in the re-establishment of a defunct league.
Types Of Organizations
· Community Leagues
Types of Funding
· Operating
Process
A recognized group of individuals interested in forming a community league may apply for “emerging” funding. The City of Edmonton provides one-time funding of $1,500 to cover organizational expenses such as the cost of advertising, meetings and social/networking events. You must also have support from the Edmonton Federation of Community Leagues and have completed community notification of the initiative to form a new community league. The Community Services Department strongly encourages anyone interested to contact 496-4933 for information or clarification as to eligibility.
Application Deadline
Return the completed Community League Emerging Grant Application Form to your Community Recreation Coordinator in the Neighbourhood and Community Development Branch for information, or call 311:
· Community Building West Service Office
· Community Building East Service Office
· Community Building South Service Office
Community League Maintenance/Renovation Grant
Purpose
The Maintenance/Renovation grant program assists community leagues with minor capital costs of the maintenance or renovation of their facilities.
Interest
Capital assistance to support the community league movement in Edmonton, a partner in the provision of recreational opportunities for Edmontonians.
Types Of Organizations
· Community Leagues
Types of Funding
· Capital
Restrictions
You must be a community league that is a member of the Edmonton Federation of Community Leagues and be a registered not-for-profit organization.
Process
The allocation of this grant is based on the following order of priorities:
· Fire, safety and health
· Preventive maintenance
· Renovation
Further, the City gives priority to projects that have, by the application deadline, received approval from the Community Services Department or indication that approval is expected
Application Deadline
Return the Community League Maintenance/Renovation Grant Application Form to your Community Recreation Coordinator in the Neighbourhood and Community Development Branch for information, or call 311:
· Community Building West Service Office
· Community Building East Service Office
· Community Building South Service Office