Understanding nonprofit tax compliance can feel overwhelming for organizations focused on their missions.
Form 990 breaks down reporting step-by-step to support transparency and maintain tax-exempt status.
This guide will decode key sections of the form, detail filing requirements and deadlines, and provide tips to steer clear of common pitfalls.
Introduction to Form 990: A Guide for Nonprofit Compliance
This section provides an overview of Form 990, including who must file it and the key information it requires nonprofits to disclose.
Decoding Form 990: A Synopsis for Nonprofit Tax Compliance
Form 990 is an annual information return that certain federally tax-exempt organizations must file with the IRS. It allows the IRS and the public to evaluate a nonprofit's operations, governance, and financial position. Key details in Form 990 include:
- Financial information such as income, expenses, assets, and liabilities
- Descriptions of the nonprofit's programs and achievements
- Compensation data for key employees and highest paid contractors
- Policies related to governance, management, and disclosure
By reporting this information, Form 990 aims to uphold nonprofit transparency and accountability to the public.
Eligibility Criteria: Who is Required to File Form 990
The following tax-exempt organizations must file some version of Form 990:
- 501(c)(3) public charities with annual gross receipts over $50,000
- 501(c)(3) private foundations regardless of financial status
- 501(c)(4) social welfare organizations with annual gross receipts over $50,000
- 501(c)(5) agricultural organizations over $5,000 in gross receipts
- 501(c)(6) business leagues, chambers of commerce over $10,000 in gross receipts
Organizations below these thresholds may file Form 990-N, an annual electronic notice with basic information. Private foundations file Form 990-PF.
Essential Information Required on Form 990
Key details nonprofits must disclose on Form 990 include:
- Part I: Summary of financial, governance, and operational data
- Part II: Signature block and compensation info for key employees
- Part III: Description of nonprofit's mission and main programs
- Part IV: Checklist of required schedules and supplemental info
- Part V: Disclosures related to governance policies and procedures
- Part VI: Details on members, contributors, and grants awarded
- Part VII: Analysis of the nonprofit's financial position from the year
Additional schedules are also required based on the organization's activities and financial thresholds. Accurately completing Form 990 is vital for legal compliance and public transparency.
What does a Form 990 tell you?
The Form 990 provides significant financial and operational information about a nonprofit organization. Here are some key things it reveals:
- Sources of income: The form shows where the nonprofit gets its funding from, such as grants, contributions, program services revenue, investment income, etc. This allows donors and regulators to understand the financial health and sustainability of the organization.
- Expenses: Categories of expenses are broken down, including salaries, occupancy, printing, IT, accounting fees, etc. This transparency helps stakeholders see how donations are utilized.
- Assets and liabilities: The balance sheet summarizes assets like cash, accounts receivable, investments, land, as well as liabilities like loans and accounts payable. This shows the overall financial standing and net assets of the nonprofit.
- Key employees and compensation: Top officials and key employees earning over $100k are disclosed, promoting accountability in executive pay.
- Programs and achievements: Details on the nonprofit's service accomplishments and program expenses shine light on how it fulfills its mission and spends funds.
So in summary, the Form 990 aims to give a 360-degree view into a nonprofit's finances, operations, governance, and use of resources to fulfill its mission. This supports oversight, transparency, and public trust.
Is a 990 a nonprofit tax return?
Nonprofits with annual revenue of less than $200,000 and assets valued at less than $500,000 may file the Form 990-EZ, or may elect to file the Form 990. Nonprofits with annual revenue of $500,000 or more must file the Form 990.
The Form 990 is an annual information tax return that most tax-exempt organizations, other than churches, are required to file with the IRS. It provides information on the filing organization's mission, programs, and finances.
Some key things to know about the Form 990 nonprofit tax return:
- It provides transparency into a nonprofit's operations, governance, and finances for the public.
- Larger nonprofits are required to file it annually. Smaller nonprofits can file the simplified 990-EZ or 990-N.
- It contains 11 parts focused on reporting revenue and expenses, governance policies, compensation, activities, and more.
- Nonprofits must make their last 3 years of 990 filings available for public review upon request.
- Failure to file Form 990 for 3 consecutive years leads to automatic loss of tax-exempt status.
So in summary, the Form 990 is an informational tax return that nonprofit organizations must file annually to provide transparency around their operations and maintain tax-exempt status. It is different from a typical tax return focused on calculating taxes owed.
What are three important pieces of information that you can find in a Form 990 and why are they important?
Line 1-6 provide basic information about the organization filing the form 990, including:
- The organization's legal name
- Any other names the organization uses
- The organization's mailing address
- The tax year the form 990 covers
This information identifies the specific organization filing the return and the period covered. It allows the IRS and public to understand which organization the filing applies to.
Line 7-8 include the organization's mission statement or purpose, which outlines:
- The organization's exempt purpose
- The programs and activities carried out to further its exempt purpose
This summarizes why the organization exists and what it seeks to accomplish according to its bylaws and internal governance documents. It provides insight into the nature of the nonprofit entity.
Lines 9-10 list the total revenue and total expenses for the tax year. This shows:
- The full scope of financial activity during the year
- Whether the organization operated at a surplus or deficit
- The scale of the nonprofit's programs and operations
Tracking year-over-year trends in revenue and expenses helps evaluate stability and growth of the organization over time. Significant changes may warrant further investigation when assessing nonprofit effectiveness.
Together, these three pieces of information identify the organization, summarize its mission and activities, and provide a high-level view into its finances - key details for understanding a nonprofit filing.
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Navigating Form 990: Key Sections and How to Fill Them Out
This section will provide step-by-step guidance on completing some of the most critical sections of Form 990, including the summary, financial data, compensation, and governance sections.
The Fundamentals of Filling Out Form 990's Summary Page
The summary page of Form 990 provides an overview of key details about the nonprofit organization. Here are tips for accurately completing this section:
- Carefully review the pre-filled information about the organization's name, address, website, tax year, and IRS filings status. Update any outdated or incorrect details.
- Check the appropriate box to indicate whether the return covers a 12-month or short reporting period.
- Provide total assets, liabilities, and net assets from the end of the tax year as recorded on the organization's books. These figures offer a financial snapshot.
- List key individuals like officers, directors, trustees, and highly-compensated employees with their titles and average weekly hours devoted to the organization.
- Select the box that best describes the organization's mission or purpose. This helps characterize the nonprofit's focus and activities.
Properly filling out the summary page sets the stage for the more detailed sections to follow. Take time to ensure accuracy upfront.
Detailing Revenue and Expenses: A Walkthrough of Part VIII
Part VIII requires the organization to break down its revenue and expenses for the tax year. Here is guidance on tackling this financial section:
- List all contributions first, separating out unusual grants. For other categories like program service revenue and investment income, provide subtotals for more granular reporting.
- For expenses, allocate and report costs across functional categories like program services, management, fundraising, and membership development.
- Use Schedule O to provide explanations and additional details if a revenue or expense category is over 10% of total income or expenses.
- Double check that revenue less expenses aligns with the change in net assets for the year per the organization's books.
Properly categorizing all money coming in and going out provides transparency into the nonprofit's financial activity.
Transparent Reporting: Disclosing Compensation on Form 990
Form 990 aims to shed light on compensation for those in leadership roles through Schedule J and other sections. Follow these guidelines:
- List all key employees and their titles, average hours worked, and compensation breakdown including base salary, bonuses, retirement plan contributions, and other perks.
- Explain the process for determining compensation if procedures changed from the prior year or if compensation is determined by people without independent approval.
- Describe any family or business relationships between individuals setting pay and those receiving compensation.
Full compensation reporting demonstrates good governance and allows donors and regulators to assess fairness.
Governance and Disclosure: Completing Form 990's Part VI
Part VI covers organizational governance with the aim of highlighting policies and practices. Use these tips when filling it out:
- Answer all questions about issues like document retention and public availability of governing documents and conflict of interest policies.
- Describe in detail any written whistleblower policies and procedures distributed to directors and staff.
- List the number of independent voting members of the governing body and their role in governance, audits, compensation decisions, and more.
Transparently communicating governance procedures makes the organization more accountable to regulators and the public.
Carefully completing all sections of Form 990 fully discloses a nonprofit's operations, governance, and use of funds to inform regulators and donors. Reach out for professional assistance if any part seems unclear.
Mastering the Form 990 Filing Process and Avoiding Pitfalls
Timely Filing: Understanding Form 990 Deadlines
Nonprofit organizations must file Form 990 annually to maintain their tax-exempt status. The deadline is the 15th day of the 5th month after the organization's accounting year ends. For example, if the fiscal year ends on December 31st, the Form 990 deadline would be May 15th of the following year.
Missing the deadline can result in penalties - failure to file for 3 consecutive years leads to automatic revocation of tax-exempt status. Some tips to avoid issues:
- Mark deadlines on a calendar and set reminders
- Start the filing process 2-3 months in advance
- Request an extension if more time is needed
Staying on top of deadlines keeps the nonprofit compliant and in good standing.
Public Inspection Rules: Ensuring Transparency with Form 990
By law, a nonprofit's Form 990 must be made publicly available upon request. Organizations can fulfill this requirement by:
- Posting the latest return on their website
- Providing copies in the office within 30 days of a request
This allows the public to access information on the nonprofit's mission, activities, finance and governance.
Tips for smooth public inspection compliance:
- Assign staff to handle inspection requests
- Track requests and document how they were fulfilled
- Label files clearly for website posting
Embracing transparency builds stakeholder trust and upholds the nonprofit's reputation.
Consistency is Key: Aligning Financial Statements with Form 990
The financial figures reported on Form 990 must match the totals on the organization's audited financial statements. Any discrepancies can raise red flags.
To ensure consistency:
- Reconcile the statements well before filing Form 990
- Review the return for accuracy before submission
- Document any valid variations between the filings
Presenting aligned financials demonstrates strong recordkeeping and governance.
Accuracy in Reporting: Ensuring Correct Compensation Figures
The IRS scrutinizes compensation of directors, trustees, officers, and key employees. Form 990 requires detailed reporting of salaries, benefits, and expense accounts.
Guidelines for accurate compensation reporting:
- Carefully track pay and benefits with payroll systems
- Disclose all taxable and nontaxable fringe benefits
- Double check totals before filing
Precise compensation reporting helps avoid misstatements that can trigger audits.
Staying on top of Form 990 filing requirements, transparency laws, and financial statement consistency enables nonprofits to maintain proper compliance and prevent issues with the IRS. Mastering key reporting details also reassures stakeholders about the strength of the organization's operations and governance.
Utilizing IRS Resources for Form 990 Compliance
Comprehensive Instructions for Accurate Form 990 Completion
The IRS provides comprehensive instructions and guidelines for filling out Form 990 accurately. These instructions cover each line item, clarifying required information, allowable exclusions, and common errors. Carefully reviewing the instructions can help nonprofits avoid mistakes when completing Form 990. Key elements covered include:
- Organizational information like legal name, address, tax year
- Revenue and expense details
- Balance sheet asset/liability reporting
- Compensation of officers, directors, key employees
- Supplemental financial statement reporting
Following these step-by-step instructions reduces the likelihood of Form 990 errors and helps nonprofits present a clear financial profile.
Digital Solutions: E-filing Tools for Form 990
The IRS offers several e-filing solutions to facilitate electronic completion and submission of Form 990:
- IRS e-file: Free electronic filing directly with the IRS using approved software like File990 and Exempt Organizations e-Postcard.
- Paid e-file services: Third party e-filing services that support Form 990 preparation and submission.
E-filing can reduce errors, provide faster processing, and give instant confirmation of IRS acceptance. Most nonprofits can e-file Form 990 rather than mailing paper returns.
Correcting the Record: Amending Filed Form 990
If errors are found on a filed Form 990, nonprofits can file an amended return using Form 990-EZ or 990-PF. Steps include:
- Using the same form edition as the original
- Checking the "Amended Return" box
- Correcting erroneous information from initial filing
- Providing an explanation of changes
Amended returns must be filed within 3 years after the original filing due date to avoid penalties.
Educational IRS Publications for Nonprofits
The IRS provides many educational publications to guide nonprofits on tax compliance:
- Pub 557: Tax-Exempt Status and Compliance Guide
- Pub 583: Nonprofits Starting Out - A Beginner's Guide
- Pub 4221: Compliance Guide for 501(c)(3) Public Charities
These free publications explain IRS rules, regulations, and best practices to help nonprofits understand requirements.
Form 990 Search Tools and Transparency
How to Access IRS 990 Filings for Nonprofits
There are several ways to access publicly available Form 990 documents filed by nonprofit organizations:
- The IRS provides a search tool to look up filings for specific nonprofits by name or EIN. This allows you to view PDF copies of recently filed 990 forms.
- Third party websites like GuideStar and Foundation Center compile 990 data into searchable databases. These sites provide additional analysis and reporting capabilities beyond the raw IRS data. Paid subscriptions may be required for full access.
- State charity regulators often host portals with 990 filings for nonprofits registered in their jurisdiction. For example, the New York State Attorney General's site allows public searches of state-level filings.
- Some nonprofit watchdog groups compile subsets of 990 data on their websites focusing on transparency and accountability. For example, Charity Navigator and Charity Watch.
In most cases, recent 990 forms filed electronically are available for public inspection. By leveraging these search tools, the filings of potential grant recipients, partners, or comparables can be analyzed.
Using Form 990 to Assess Nonprofit Financial Health
The Form 990 provides detailed financial information that can be used to analyze a nonprofit's financial health and stability:
- Revenue Breakdowns: Analyze revenue diversity across sources like grants, donations, program services fees. A diversified income stream indicates stability.
- Expense Allocations: Understand how much is spent on overhead vs. programs. Efficient nonprofits spend at least 65% on core mission programs.
- Assets and Liabilities: Review net assets/fund balances over time. Growing reserves demonstrate good financial management while deficits may indicate risk.
- Leadership Compensation: Evaluate how executive pay compares to industry benchmarks and size of the organization.
Form 990s can also be used to spot possible issues like high fundraising expenses, lack of board oversight, mission drift from core programs, rising admin costs, overreliance on a few major donors, etc. Comparing multiple years of filings highlights financial trends.
The Role of Form 990 in Nonprofit Research and Analysis
As a standardized public reporting mechanism, Form 990 provides critical data to research the nonprofit sector:
- Industry Analysis: 990 data enables segmentation by sub-sector, size, age, location etc. to spot macro trends.
- Financial Benchmarking: Key financial indicators can be extracted to determine industry medians and top performer thresholds.
- Donor Research: Major contributors listed on Schedule B provide insight into funding networks and sources.
- Executive Compensation: Analysis of key employee and board pay highlights labor cost economics.
- Program Impact: Program service expenses and accomplishments help quantify reach.
This transparency supports evidence-based policymaking, academic study of the sector, investigative journalism on mismanagement, nonprofit credit risk analysis, and informed donor decision-making.
Conclusion: Key Takeaways for Form 990 Filing
Form 990 serves an important role in nonprofit tax compliance and transparency. By summarizing key information on a nonprofit's mission, activities, governance, and finances, it promotes accountability to the IRS and public stakeholders.
As we have seen, successfully filing Form 990 requires careful attention to IRS guidelines. Nonprofits should ensure they submit accurate, complete information by the required deadlines. Those new to Form 990 preparation may benefit from working with experienced accounting professionals.
With the proper diligence and support, Form 990 filing can be managed smoothly. Let's recap some final tips:
Recap of Form 990's Role and Requirements
- Form 990 creates transparency into a nonprofit's operations and financials for the IRS and public
- Most tax-exempt nonprofits must file either Form 990 or 990-EZ annually
- Accurate completion following IRS instructions is essential
- On-time submission by the 15th day of 5th month after fiscal year end avoids penalties
Final Tips for Successful Form 990 Submission
- Review IRS instructions thoroughly and seek expert help if needed
- Verify financial data matches audited financial statements
- Provide detailed descriptions of activities and accomplishments
- Carefully review before submission to confirm accuracy
Resources and Support for Ongoing Form 990 Compliance
- IRS online materials and guides assist with form completion
- Accounting professionals can provide filing services and advice
- Software tools help track data and populate forms
With the right preparation, nonprofits can leverage Form 990 as an opportunity to demonstrate accountability and transparency. Focusing on accuracy, detail, and timeliness in filing enables smooth compliance.
