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Book Keeping for Trusts / Societies
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ITR-1 @ Rs. 699/-
- Salary Income
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- Interest Income etc.
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ITR-2 @ Rs. 1099/-
- Salary Income
- Rent Income From Properties
- Capital Gains or Losses
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ITR-3 @ Rs. 1999/-
- All Income Covered in ITR-2
- Income From Business or Profession
- Interest Income etc.
- Income or Loss From Intraday Share Trading
- Income or Loss From Derivatives (F&O)
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ITR-4 @ Rs. 1499/-
- Salary Income
- Rent Income From Propeties
- Professional Receipts up to Rs. 50 Lacs
- Businesses Covered under Presumptive Taxation
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Book Keeping for Trusts / Socities
An Overview
Book keeping plays a pivotal role in the financial management of trusts and societies, entities primarily dedicated to charitable, social, or communal causes. It involves the systematic recording, organizing, and maintenance of financial transactions, ensuring transparency, accountability, and compliance with regulatory standards.
Utilizing the double-entry bookkeeping system, trusts and societies meticulously record every financial transaction, maintaining accurate and balanced financial records. This process involves creating a comprehensive chart of accounts, categorizing transactions such as donations received, grants awarded, expenses incurred, assets, and liabilities. Each transaction is methodically documented in journals and then transferred to ledger accounts for tracking and reporting purposes.
The financial statements prepared with Fiscalnow by these entities, including income and expenditure statements, balance sheets, and cash flow statements, offer a comprehensive overview of their financial standing, income sources, and fund allocation. Special attention is given to managing donor contributions and grants, ensuring proper documentation of their purposes and compliance with donor restrictions.
Compliance with legal and regulatory requirements is of utmost importance. Trusts and societies are responsible for filing annual reports, adhering to tax regulations, and maintaining transparency in their financial reporting to stakeholders and regulatory bodies. This ensures credibility, accountability, and adherence to the purposes for which funds are intended.
Many trusts and societies leverage accounting software to streamline their bookkeeping processes. These tools automate tasks, facilitate accurate record-keeping, and generate reports, enabling efficient financial management. Additionally, implementing internal controls such as segregation of duties and regular audits helps prevent errors, fraud, or misuse of funds.
In complex financial scenarios, seeking professional assistance from accountants or financial advisors becomes crucial. These professionals ensure compliance, accurate reporting, and adherence to accounting standards, especially for larger trusts or societies with intricate financial activities.
In essence, meticulous bookkeeping practices are essential for trusts and societies, ensuring transparent financial management, compliance with regulations, and effective stewardship of resources dedicated to their charitable, social, or communal objectives.
Is It Mandatory?
The mandatory nature of bookkeeping for trusts and societies largely depends on the specific legal and regulatory requirements set forth by the governing authorities in a particular jurisdiction. In many regions, especially where trusts and societies are established as legal entities, there are obligations mandating accurate financial record-keeping and reporting.
While the specific legal requirements may vary, maintaining proper books of accounts is often seen as fundamental for several reasons:
Transparency and Accountability: Accurate bookkeeping ensures transparency in the utilization of funds and resources, fostering accountability to donors, members, regulatory bodies, and the public.
Compliance: Compliance with legal and regulatory standards is crucial. It often necessitates the maintenance of financial records, filing of annual reports, adhering to tax regulations, and providing financial statements as required by law.
Donor and Grant Management: Many trusts and societies receive donations or grants, often with specific terms or restrictions. Proper bookkeeping is necessary to document these funds, ensuring compliance with donor stipulations.
Financial Reporting: Generating accurate financial statements, such as income and expenditure statements or balance sheets, aids in understanding the entity’s financial health and performance. It also helps stakeholders and regulatory bodies assess the organization’s activities.
Failure to comply with mandated bookkeeping requirements may lead to legal repercussions, penalties, loss of tax-exempt status (if applicable), or challenges in demonstrating transparency and accountability. However, the specific legal obligations can differ based on the jurisdiction and the nature of the trust or society.
Information / Documents Required
General Documents / Informations Required from all assessees:
Trust Deed or Constitution: The founding document outlining the objectives, rules, and governance structure of the trust or society.
Financial Statements: These include income and expenditure statements, balance sheets, and cash flow statements, offering a comprehensive overview of the organization’s financial status.
Bank Statements: Monthly or periodic statements from all bank accounts held by the trust or society.
Donation and Grant Records: Documentation of donations received and grants awarded, including details of donors, grant agreements, and any specific restrictions or conditions attached to the funds.
Expense Records: Invoices, receipts, and documentation for all expenses incurred by the trust or society, such as operational costs, program expenses, salaries, and other outflows.
Investment Records: Details of any investments made by the trust or society, including purchase/sale records, investment policies, and valuation reports.
Minutes of Meetings: Records of meetings, resolutions passed, and decisions made by the governing body or board of trustees/members, providing insight into the management of finances and key organizational decisions.
Tax-related Documents: These may include tax filings, tax-exemption certificates (if applicable), correspondence with tax authorities, and other related documents.
Legal and Regulatory Compliance Documents: This includes registrations, licenses, permits, annual reports, and any other documents required to comply with regulatory authorities.
Asset Records: Documentation related to assets owned by the trust or society, such as property deeds, titles, leases, and asset registers.
Insurance Policies: Copies of insurance policies covering the trust or society’s assets or liabilities, ensuring proper risk management.
Internal Control Procedures: Documents outlining internal control measures, accounting policies, procedures manuals, and guidelines for financial management.
Due Date
The due dates or timelines for maintaining and submitting financial records for trusts and societies can vary based on the legal and regulatory requirements in the respective jurisdiction. These entities are often mandated to adhere to specific deadlines for various financial and regulatory obligations. Some common due dates may include:
Annual Reports: Trusts and societies may be required to file annual reports with regulatory authorities, outlining their financial activities and operational details within a specified timeframe after the end of the fiscal year.
Tax Filings: If applicable, there might be deadlines for filing tax returns or reports with tax authorities, including any exemptions or benefits for which the organization qualifies.
Submission of Financial Statements: Providing audited or unaudited financial statements to stakeholders, members, or regulatory bodies within a certain period after the financial year’s closure.
Compliance Filings: Fulfilling specific compliance-related requirements, such as renewing registrations, licenses, or permits within prescribed deadlines set by regulatory bodies.
Donor Reporting: Some trusts and societies might have obligations to report to donors or funding agencies regarding the use of funds or grants within specific timeframes or according to grant agreements.
The exact due dates can vary widely based on local laws, the nature of the trust or society, and the activities they undertake. These deadlines are essential to ensure compliance with legal obligations, maintain transparency, and provide stakeholders with timely and accurate financial information.
Failing to meet these deadlines can result in penalties, fines, or legal consequences, impacting the organization’s credibility, tax-exempt status (if applicable), and overall operations.
Benefits
Essential documents include the trust deed or constitution, financial statements (income and expenditure, balance sheets), bank statements, donation and grant records, expense receipts, meeting minutes, and tax-related documents.
Yes, there are deadlines for various obligations, such as filing annual reports, tax returns, and financial statements, which vary based on jurisdiction and regulatory requirements.
Failure to meet deadlines might lead to penalties, fines, loss of tax-exempt status (if applicable), and legal repercussions impacting the trust or society’s credibility and operations.
Transparency is crucial as it ensures accountability, credibility, and trust among stakeholders, donors, regulatory bodies, and the public.
Depending on the jurisdiction and size of the organization, there might be prescribed accounting standards or guidelines to adhere to for financial reporting.
Yes, many organizations leverage accounting software to streamline bookkeeping tasks, automate processes, and ensure accurate record-keeping.
Yes, trusts and societies often need to maintain detailed records of donations, grants, and adhere to specific donor restrictions or conditions.
Staying informed about legal requirements, maintaining accurate records, seeking professional advice, and timely reporting are key to ensuring compliance and meeting obligations.
