Charities Annual Filing Checklist

Welcome!

The Annual Filing Checklist covers the information and documents you will need to complete your charity’s annual filing. We recommend completing the checklist before you begin the filing process. If you have questions regarding annual filing, please contact the Charities Bureau’s customer service team at Charities.Bureau@ag.ny.gov or call (212) 416-8401.

Filing Year

Are you filing online for the 2019 tax year or beyond?

If your organization’s fiscal year began in 2018 or earlier, please download a printable annual filing form from our website or go to form990.org to e-file.

Charities Online Account

Have you previously created an online account with the Charities Bureau in order to register a charity?

You will need to create an account after completing this checklist. Please note that the username of your account will be the email address you use to set it up.

You will need to know the email address and password for this account in order to complete the annual filing.

New York State Registration Number (Registration ID)

Do you know your charity’s 6-digit New York State Registration Number?

You can find the 6-digit New York State Registration Number on the letter approving your organization's registration or by using the Charities Bureau Registry Search after completing this checklist. Organizations cannot file annual disclosures until they register with the Charities Bureau and receive a registration number.

Contact Information

Does your organization have a valid email address and a primary contact person for annual filing?

Your organization must have a valid email address in order to file. Annual filing requires the designation of a primary contact person for follow-up communications.

3rd Party Preparers

Are you a Third-Party preparer filing on behalf of the organization?

3rd Party Preparers who file on behalf of charities must provide complete contact information, including email and address.

Professional Fundraising or Government Grants

Did your organization engage any professional fundraisers or receive any government grants last year?

You are required to provide the following information about all fundraising professionals:

  1. Fundraiser's name and mailing address
  2. Details on the services and compensation agreement (including contract start/end dates)
  3. Amount paid to the fundraiser
  4. Fundraiser's New York State Registration Number

You are required to provide the following information for any grants-providing government agency:

  • Name of the government agency
  • Grant amount received

Signatures

Do you have the names and email addresses of the signatories who will be attesting to the CHAR500?

You will enter this information into the system after completing all of the questions.

The CHAR500 must be attested under penalty of perjury by two officers of the organization, one of whom has fiscal responsibility for it. Once the form has been completed, you will need to send it to the signatories for e-signature.

Documents

Organizations may need to file documents such as an IRS990, an audit or other supporting documents. Only PDF submissions are allowed and must be under 10MB. If a name change occurred, a Certificate of Amendment or other name change document will be required as well.

Do you have all required documents for this year’s filing prepared as PDF files smaller than 10MB?

Please note that you will also need to have a Certificate of Amendment or other name change document prepared if the organization underwent a name change since its last filing.

You will need to have these documents in the proper format to complete the filing. If you have PDF versions of these files but they are too large, we have provided a link to our PDF compression guide on the summary screen of this checklist.

Please note that you will also need to have a Certificate of Amendment or other name change document prepared if the organization underwent a name change since its last filing.

Payment Options

Do you have a credit card available to make the payment?

Please note that while most major Credit Cards are accepted, our system does not allow American Express to be used.

An alternative payment method that can be used on the portal is an E-check. Please make sure that the checking account has been enabled to make online transactions.

Wait! Before You File...

Review the following items below.
You may need to obtain additional information before you can complete your annual filing.

Filing Tips

Additional items to remember when filing.

Electronic Filing Signatures and Filing Fee

Corporations, LLCs, Partnerships, Sole proprietorships, or Unincorporated Associations are required to provide two (2) electronic signatures. One (1) signature from the president or authorized officer and the other from a person with fiscal responsibility of the organization such as:

  • Chief Financial Officer
  • Treasurer
  • Comptroller
  • Chief Operating Officer
  • Director of Finance

Trusts are required to provide one (1) electronic signature from the president or authorized officer.

Note: Some organizations are exempt from paying an annual filing fee. Organizations that owe the filing fee will be notified via email indicating the total amount owed.

Supporting Documents

Depending on your answers to certain questions, you may be required to provide one or more of the supporting documents listed below:

  • IRS document
  • Certificate of Amendment
  • Certified Public Accountant's Audit or Review document
  • Schedule B document (Schedule of Contributors)
  • Other documents (for example, a withdrawal letter), if needed.

Each required document must be uploaded in PDF Format and be less than 10MB in size.
Convert to or Compress your PDF

Financial Information

The annual filing process requires some financial information about the organization. This information generally can be found on the organization's annual IRS filing. The organization will be asked to upload a PDF of the IRS form as well.

Examples of IRS forms used by charities:

  • 990 - Return of Organization Exempt From Income Tax
  • 990EZ - Short Form Return of Organization Exempt from Income Tax
  • 990PF - Return of Private Foundation or Section 4947(a)(1) Trust Treated as Private Foundation
  • 990N - Annual Electronic Filing Requirement for Small Exempt Organizations (e-Postcard)