Operating a registered charity in Canada comes with significant responsibilities. Among the most critical obligations is complying with the mandatory filing requirements of the Canada Revenue Agency (CRA). Failure to meet these requirements can result in penalties or revocation of registered status.
1. Filing the T3010 Registered Charity Information Return
Every registered charity must complete and file a T3010 Registered Charity Information Return annually. This return provides transparency about the charity’s operations, finances, and compliance with CRA regulations.
Key details:
- Deadline: The T3010 return is due six months after the charity’s fiscal year-end.
- Components of the return:
- Form T3010
- Financial statements (audited or unaudited, depending on legal requirements)
- Form T1235 (Directors/Trustees and Like Officials Worksheet)
- Form T1236 (Qualified Donees Worksheet, if applicable)
Charities that miss the filing deadline risk losing their registered status and may face financial penalties.
2. Maintaining Accurate and Detailed Records
Proper record-keeping is not just a task; it’s a fundamental responsibility that ensures the T3010 is completed accurately and demonstrates compliance with charitable purposes.
The CRA requires that charities keep:
- Accounting records that detail income, expenses, and assets
- Donation receipts (following the guidelines for issuing official donation receipts)
- Board meeting minutes and governance-related documents
These records must be retained for at least six years from the end of the last tax year to which they relate.
3. Issuing Correct Donation Receipts
Registered charities must issue official donation receipts that comply with CRA standards. Receipt errors can lead to audits or the revocation of status.
Failing to follow the receipt rules may lead to penalties and donor dissatisfaction.
4. Reporting Changes in the Charity’s Structure or Activities
Significant changes must be reported to the CRA, such as alterations to the charity’s board of directors, purposes, or bylaws. Any updates should be reflected in the annual T3010 filing and communicated directly to the Charities Directorate.
Changes to note:
- Amendments to governing documents (e.g., articles of incorporation)
- New programs or fundraising methods
Prompt reporting ensures the charity remains in good standing.
5. Compliance with Spending Requirements (Disbursement Quota)
Charities must meet a minimum annual disbursement quota, calculated as a percentage of their property not used for charitable activities or administration. For 2025, the disbursement quota will remain 3.5 percent of these assets.
Failure to meet this requirement can result in penalties or loss of registered status, significantly affecting a charity’s ability to operate and serve its mission.
Conclusion
Staying on top of mandatory filing requirements is crucial for maintaining a charity’s registered status. By understanding CRA expectations and adhering to deadlines, your organization can continue serving its mission without interruptions.
For further guidance, consider consulting a professional to ensure complete compliance.
Navigating director compensation rules can be complex.
Contact Northfield & Associates for expert guidance on compliance requirements. Our team understands Canadian charity law and can help ensure your organisation follows proper procedures.
Get professional support today by email at info@northfield.biz, by phone at (416) 317-6806, or visit us or Schedule your free consultation to discuss your specific circumstances and receive expert assistance throughout the reinstatement process with our experienced legal team.
Frequently Asked Questions
Get clear answers about mandatory filing requirements and tax obligations for Canadian charities. These FAQs help you stay compliant with CRA regulations and avoid penalties.
What do charities need to report in Canada?
Canadian charities must file Form T3010 (Registered Charity Information Return) annually. You must submit this within six months of your fiscal year end. The return reports your financial activities, governance, programs, and charitable work. You also need to update director and address changes with CRA promptly.
What is required on a charity receipt in Canada?
Charity receipts must include a statement that it’s an official receipt for income tax purposes, your charity’s name and address as registered with CRA, your registration number, receipt serial number, location issued, donation date, donor’s full name and address, and the eligible donation amount. You must also include CRA’s website address: canada.ca/charities-giving.
What are the requirements for charitable status in Canada?
To obtain charitable status, you must demonstrate charitable purposes (relief of poverty, advancement of education, advancement of religion, or other purposes benefiting the community). Your activities must be charitable, you need proper governance structure, and you must operate exclusively for charitable purposes. CRA reviews applications to ensure compliance with these requirements.
What are the charity tax rules in Canada?
Registered charities are exempt from income tax on their charitable activities. You can issue tax receipts for eligible donations. You must spend a minimum amount on charitable programs annually (disbursement quota). Political activities are limited to 10% of resources, and you cannot support political parties or candidates.
Does a non-profit organization have to file taxes in Canada?
Yes, most non-profit organizations must file tax returns. Non-profits typically file Form T1044 to report financial information to CRA and maintain tax-exempt status. Even tax-exempt organizations need to file to confirm their status and avoid penalties. Some small non-profits may be exempt if they meet specific criteria.
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What We Do!
We’re often asked by prospective clients what our Bookkeeping Service covers? People want to know what specific tasks we do, and what their responsibility is. This brief explainer page will answer that question. This is by no means an exhaustive list, but covers the most frequently asked questions.
Getting Started
- Review your existing books for needed corrections or back-work
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- Your books brought current and reconciled if needed
Ongoing Monthly Bookkeeping
- After-the-fact transaction recording
- Post to general ledger
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- Bank account reconciliation
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Year End
- Assistance with 1099-NEC preparation*
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- Year-end financial statements and period-end closing
What We Don’t Do
Pay bills
We do not offer bill-pay services at this time, nor do we manage Accounts Payable (AP) or Accounts Receivable (AR).
Payroll tax responsibility
Our bookkeepers can assist you in setting up your initial payroll service in QBO or Gusto. We are not responsible for entering payroll hours/salary, accruing payroll taxes, nor the transmittal of payroll taxes to the IRS or the state. Your full-service payroll provider (QBO, Gusto, or whatever other service a client uses) will be the responsible party for payroll and payroll tax compliance.
*Payroll deductions and benefits
We provide assistance with setting up a payroll account in either Quickbooks Online or Gusto, including entry of employee data. We do not assist in state registrations, benefits, or advise on deductions. Those service areas are provided directly by either QBO or Gusto.
Preparation of W2s
Similar to the last item, your full-service payroll provider (QBO/Gusto) is responsible for preparation of Form W2 for employees.
Sales tax reporting
For those nonprofits that sell taxable goods and/or services, your bookkeeper will assist in accounting for sales taxes collected and transmitted, but we do not prepare state sales tax reports.
Donation recording
We do not provide individual donation data entry into your neither your donor CRM nor Quickbooks Online, nor do we prepare year-end donor acknowledgements.
Administrative tasks
We cannot provide administrative services unrelated to our bookkeeping function.
Attend board meetings
Due to the constraints of time and distance, we are unable to be present, physically nor virtually, at a meeting of a client’s board of directors.*May incur additional fee per 1099-NEC or 1099-MISC.
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Northfield & Associates International Corporation is a global consulting firm serving private enterprises, public institutions, not-for-profit organizations, and institutional capital providers. Operating across Cambodia, Canada, and global markets, the firm supports capital deployment, regulatory navigation, and enterprise decision-making in complex economic and geopolitical environments. Northfield & Associates delivers customized, execution-focused advisory solutions that drive measurable transformation, strengthen competitiveness, and enhance long-term highest value opportunities. The firm incorporates consulting, legal, regulatory, financial, and risk expertise to enable disciplined capital allocation, strong governance, and operational resilience. Northfield & Associates upholds a culture of applied insight and innovation, supporting clients across digital transformation, growth strategy, and organizational capability building. The firm advises individual, leading global corporations, midsize enterprises, government agencies, and mission-driven organizations through long-term partnerships. Enterprise-wide risk management, professional ethics, and fiduciary standards are embedded across all operations. Northfield & Associates’ diverse, globally unified teams are committed to execution certainty and sustainable, risk-adjusted returns aligned with ESG and stakeholder objectives.
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