Requirements for submission
Annual Returns Template – this document needs to be filled in and signed.
Organisational Chart – instructions are available on the template itself.
List of the Current Administrators
Please carefully read the notes below:
The list of the administrators should state who the administrators of the VO are. Please send the list as on the last day of the financial year under review (2021 for this year) and another list of administrators if there were changes, for example, a new committee was elected during the AGM.
Please note that you need to provide a front and back copy of the Identity card of any new board member, together with the required signatures from all board members /administrators in the List of Current Administrators.
The list of administrators must clearly indicate who is President/Chairperson, Treasurer and Secretary.
Please include Name, Surname, and local ID Card Number. If any administrator has changed his/her address, please supply the new address. Please also include your mobile number and email address. These are needed to facilitate communication between the office and the VO.
Foreign administrators, who do not have a local ID Card, must submit a certified copy of their passport certified by a local lawyer.
Signatures are needed for NEW administrators only.
Any Administrator who does not possess a local ID Card must submit a photocopy of his/her passport endorsed by a local lawyer.
For Associations – If a statute has been amended, the organisation is required to submit a new countersigned statute and an endorsed declaration stating what amendments or changes have been made together with approval of members during general meetings (minutes).
For Foundations – If there are changes to the statute of a foundation, this must be done through a notarial deed.
The template provided is for guidance purpose only. The VO can choose to submit the administrative report in another format.
The organisation is required to submit an administration report of all the activities carried throughout the previous financial year.
This report needs to be endorsed by a minimum of one administrator.
The accounts presented must always be signed by at least two administrators.
The template provided is to be used by Category 1 VOs. This refers to voluntary organisations with a generated revenue and income of less than €50,000. Documents should reach the CVO within 90 days from the end of the financial year of the organisation.
In the case of voluntary organisations with a generated revenue and income exceeding €50,000 but less than €250,000, these shall be made subject to the General Accounting Principles for Small and Medium-Sized Entities (GAPSME) in terms of Accountancy Profession (General Accounting Principles for Small And Medium-Sized Entities) Regulations and shall apply without prejudice to the Voluntary Organisations (Annual Returns and Annual Accounts) Regulations Documents should reach the OCVO within 180 days from the end of the financial year of the organisation.
In the case of voluntary organisations with a generated revenue and income exceeding two hundred fifty thousand euro (€250,000), these shall be made subject to full audit by an auditor and the International Financial Reporting Standards (IFRS) shall apply. (Documents should reach the CVO within eight months from the end of the financial year of the organisation).
In the case of voluntary organisations with a generated revenue and income exceeding €250,000, these shall be made subject to full audit by an auditor and the International Financial Reporting Standards (IFRS) shall apply. Documents should reach the CVO within 240 days from the end of the financial year of the organisation.
All organisations excluding (Foundations) must note that Annual accounts/reports submitted to the Office of the Commissioner must be approved by members during the Annual General Meeting. It is important that these organisations include a statement in their Annual Accounts (even Audited) stating that “Financial accounts/reports submitted for year ending (indicate date) have been approved by members attending the Annual General Meeting held on (indicate date).”
Those organisations using the Accounts Template attached to this mail must mark all boxes (income, expenditure, and balances section). Please fill in all boxes in these sections either with an amount or else with a 0 or /. If the statute of the organisation states that accounts must be audited, then accounts submitted to the Commissioner must be certified Audited accounts.
Statement of Public Collections
All VOs organising fundraising activities need to fill in the statement for every event. If no fundraising activities are held a NIL reply should be submitted.
Also Note :
It is the responsibility of all Voluntary Organisations to keep proper and adequate copies of all documents before submitting them to the Office of the Commissioner for Voluntary Organisations.