CRA Compliance FAQ: Maintaining Your Charity's Good Standing

Maintaining good standing with the Canada Revenue Agency (CRA) is essential for every registered charity in Canada. The consequences of non-compliance can range from administrative headaches to severe penalties or even revocation of charitable status.

Having guided numerous charities through CRA audits and compliance reviews, I've learned that prevention is infinitely better than cure. In this comprehensive FAQ, I'll share practical insights on maintaining compliance, navigating reporting requirements, and addressing potential issues before they become serious problems.

Understanding CRA Charities Directorate Oversight

Let's start by understanding how the CRA actually oversees registered charities.

The Role of the Charities Directorate

The Charities Directorate is the division of the CRA responsible for:

• Reviewing and processing charity registration applications
• Providing guidance and education to registered charities
• Monitoring charity compliance with the Income Tax Act
• Conducting audits and compliance reviews
• Administering penalties and sanctions when necessary
• Developing policy positions on charitable issues
• Maintaining the public listings of registered charities

With oversight of more than 86,000 registered charities in Canada, the Directorate balances regulatory enforcement with education and support to promote voluntary compliance.

How the CRA Monitors Charity Compliance

The CRA uses several methods to monitor compliance:

• T3010 screening: Reviewing annual information returns for errors, inconsistencies, or red flags
• Risk-based audits: Targeting organizations with higher risk indicators
• Random audits: Selecting charities regardless of risk factors to gauge general compliance
• Complaint-driven reviews: Investigating concerns raised by the public or other agencies
• Follow-up monitoring: Checking organizations that previously had compliance issues
• Media monitoring: Tracking news reports involving registered charities
• Data analysis: Identifying unusual patterns across charity filings
• Public transparency: Making charity information public so others can identify concerns

This multi-faceted approach helps the CRA focus limited resources on areas of greatest risk.

Common Triggers for CRA Reviews

Several factors commonly trigger CRA reviews or audits:

• Incomplete or late T3010 filings
• Significant changes in financial reporting from year to year
• Reported activities inconsistent with charitable purposes
• High fundraising or administrative costs relative to charitable expenditures
• Unusual transactions with directors or related parties
• Complaints from the public or other organizations
• Involvement in controversial activities or public scandals
• Operating outside approved charitable purposes
• Issuing inappropriate donation receipts
• International activities without proper controls

Being aware of these triggers helps charities take preventive measures to avoid unwanted scrutiny.

The Education-First Approach

The CRA generally follows an education-first approach to compliance:

• Initial focus on helping charities understand and meet requirements
• Providing guidance materials, webinars, and direct advice
• Using compliance agreements rather than penalties when possible
• Offering opportunities to correct minor issues before escalation
• Reserving severe sanctions for serious or repeated non-compliance
• Providing written explanations of compliance concerns
• Allowing reasonable time to address identified issues
• Recognizing good faith efforts to comply

This approach reflects the reality that most compliance issues stem from misunderstanding rather than intentional wrongdoing. However, the CRA will escalate enforcement when education proves insufficient.

T3010 Annual Filing Requirements

The annual T3010 information return is your charity's most important compliance obligation.

T3010 Filing Deadline and Extensions

Every registered charity must file Form T3010 (Registered Charity Information Return) annually:

• Due within six months after the end of your fiscal year
• Same deadline applies to all required attachments and schedules
• No automatic extensions except in cases of natural disasters
• Late filing can trigger penalties or even revocation
• Filing early is permitted and recommended
• Delivery date is based on when the CRA receives it, not when you mail it
• Electronic filing is now available and preferred by the CRA
• Paper filing remains an option if electronic filing isn't feasible

Mark your filing deadline clearly in organizational calendars and set reminders well in advance of the due date.

Required Information and Schedules

A complete T3010 filing includes:

• Form T3010 itself (core information return)
• Form T1235 (Directors/Trustees Worksheet)
• Form T1236 (Qualified Donees Worksheet) if you made gifts to qualified donees
• Financial statements (must include notes to the financial statements)
• Form T2081 (Excess Corporate Holdings Worksheet) for private foundations, if applicable
• Form T1241 (Information Return for Related Business Activities), if applicable
• Schedule 1 if you received gifts of securities
• Schedule 2 if you have activities outside Canada
• Schedule 3 if you compensate directors/trustees
• Schedule 4 if you have confidential data
• Schedule 5 for non-cash gifts
• Schedule 6 for detailed financial information

Ensure you're using the current version of all forms, as they're updated periodically.

Common T3010 Errors to Avoid

Several common T3010 errors trigger CRA follow-up:

• Mathematical errors and inconsistencies between sections
• Failing to report all revenue and expenditures
• Inconsistency between T3010 and financial statements
• Incomplete director information or missing signatures
• Failing to attach required financial statements or schedules
• Reporting activities not aligned with approved purposes
• Incorrect classification of expenditures
• Unreported changes to governing documents
• Incomplete information about fundraising activities
• Incorrect donor information or gifting figures

Careful review before submission helps catch these errors and prevents compliance issues.

Consequences of Late or Incomplete Filing

Failing to file a complete T3010 on time has serious consequences:

• Initial reminder letter from the CRA
• Notice of intention to revoke if still not filed
• Potential revocation of charitable status
• Public listing as non-compliant
• Difficulty regaining registration if revoked
• Inability to issue donation receipts during non-compliance
• Potential revocation tax (100% of remaining assets)
• Damage to reputation with donors and funders

The CRA takes filing obligations seriously, with approximately 1,000 charities losing their registration each year due to non-filing.

Financial Compliance Requirements for CRA-Registered Charities

Financial management is central to CRA compliance.

Maintaining Proper Financial Records

Registered charities must maintain:

• Complete financial records of all transactions
• Records that allow verification of donation receipts issued
• Clear tracking of charitable versus non-charitable expenditures
• Documentation of all revenue sources
• Records of assets and liabilities
• Board-approved budgets and financial reports
• Bank statements and reconciliations
• Investment account statements
• Evidence of appropriate financial controls
• Appropriate segregation of duties

These records must be kept at your registered address or another location approved by the CRA and retained for the minimum required period (generally at least six years).

Disbursement Quota Obligations

The disbursement quota requires charities to spend a minimum amount on charitable activities or gifts to qualified donees:

• Currently 3.5% of the average value of property not used directly in charitable activities or administration
• Applies to property exceeding $25,000 for charitable organizations or $100,000 for foundations
• Calculated based on the average value of applicable property in the 24 months immediately preceding the fiscal period
• Excess expenditures can be carried forward five years
• Deficiencies can be covered by excess expenditures from the immediately preceding five fiscal periods
• Relief can be requested in exceptional circumstances

Failure to meet the quota can trigger compliance actions, so track your obligation carefully.

Acceptable vs. Unacceptable Expenditures

The CRA distinguishes between acceptable and unacceptable expenditures:

Acceptable expenditures include:

• Direct program delivery costs
• Reasonable administrative expenses
• Necessary fundraising costs
• Gifts to qualified donees
• Program-related investments
• Capital expenditures for charitable use

Unacceptable expenditures include:

• Personal benefits to members, directors, or staff
• Expenditures on non-charitable activities
• Political contributions or partisan activities
• Gifts to non-qualified donees without direction and control
• Excessive or unreasonable expenses in any category
• Accumulation of funds beyond reasonable reserves

All expenditures should be reasonable, documented, and clearly connected to your charitable purposes.

Investment Restrictions and Considerations

Registered charities face several investment restrictions:

• Must invest prudently as per applicable trust or corporate law
• Cannot make investments primarily to benefit related parties
• Private foundations face additional restrictions on business holdings
• Must track investment returns for disbursement quota calculations
• Should maintain an investment policy approved by the board
• Should regularly review investment performance
• Must ensure investments align with charitable purposes
• Cannot use investments to circumvent restrictions on activities

Investment activities should be governed by clear policies and appropriate oversight.

CRA Receipting Rules and Requirements

Donation receipting is a privilege of registered status but comes with strict rules.

Mandatory Elements of Donation Receipts

Official donation receipts must include:

• Statement that it's an "official receipt for income tax purposes"
• Name and address of the charity as recorded with the CRA
• Charity's registration number
• Serial number of the receipt
• Place or locality where receipt issued
• Day or year donation received
• Day receipt issued if different from day donation received
• Full name and address of donor
• Amount of the gift (for cash donations)
• Description of property and fair market value (for non-cash gifts)
• Name and website address of the CRA
• Name and signature of authorized person
• Value and description of any advantage received by the donor

Missing any of these elements can invalidate the receipt for tax purposes.

Electronic Receipting Guidelines

Electronic receipts are permitted if they:

• Contain all required information
• Are legible when printed
• Cannot be altered by the donor
• Carry a secure electronic signature
• Are issued in a non-alterable format (such as PDF)
• Have adequate security features to prevent unauthorized issuance
• Are provided directly to the donor
• Meet all other CRA receipting requirements

Many charities use dedicated software to ensure electronic receipts meet all requirements.

Gift Eligibility Determination

Not all payments qualify for official receipts. Eligible gifts must be:

• Voluntary transfers of property (cash or in-kind)
• Made without consideration (nothing significant received in return)
• Not directed to a specific person or family
• Not primarily for the donor's benefit
• Not in fulfillment of a legal obligation
• Properly valued (especially for non-cash gifts)
• Actually received by the charity
• Within the charity's legal capacity to accept

Common payments that don't qualify include:

• Payments for services
• Event tickets (except for the eligible portion above cost)
• Membership fees providing substantial benefits
• Donations of services (time, skills, efforts)
• Loans or loan guarantees
• Use of property

Careful gift eligibility screening prevents receipting errors.

Common Receipting Errors

Frequent receipting errors include:

• Issuing receipts for ineligible gifts
• Missing mandatory information
• Incorrect valuation of non-cash gifts
• Failing to disclose advantages received by donors
• Backdating receipts to previous tax years
• Issuing receipts for gifts directed to non-qualified donees
• Issuing receipts for donations not actually received
• Duplicate receipts without clear marking as duplicates
• Receipts issued by unauthorized individuals
• Failing to maintain copies of all receipts

These errors can trigger penalties ranging from 5% to 125% of the eligible amount, depending on the nature and repetition of the error.

Political Activities and Advocacy Under CRA Guidelines

The rules around political activities have evolved significantly in recent years.

Current Rules on Public Policy Dialogue

Recent legislative changes permit charities to engage in "public policy dialogue and development activities" (PPDDA) without limit, provided these activities:

• Relate to and support the organization's stated charitable purposes
• Never directly or indirectly support or oppose a political party or candidate
• Are based on factual information that is research-based and truthful
• Do not constitute gifting resources to political entities

This represents a major shift from previous restrictions that limited political activities to 10% of a charity's resources.

Prohibited Partisan Activities

While advocacy restrictions have relaxed, partisan activities remain strictly prohibited:

• Direct or indirect support for or opposition to any political party or candidate
• Donating resources to political campaigns
• Allowing political use of charity premises, resources, or personnel
• Making gifts to political parties or candidates
• Explicit statements supporting or opposing candidates or parties
• Linking charity positions to specific political parties
• Partisan statements from charity representatives in their official capacity
• Using charity resources to promote partisan messages

Even minor or incidental partisan activities can trigger serious compliance consequences.

Documenting Advocacy Activities

Proper documentation of advocacy activities should include:

• Clear connection to charitable purposes
• Board approval of advocacy strategies and positions
• Evidence of factual basis for advocacy positions
• Records of all advocacy expenditures
• Copies of all materials distributed
• Documentation of staff time devoted to advocacy
• Screenshots of social media advocacy
• Records of meetings with government officials
• Evidence of non-partisan nature of all activities

Good documentation demonstrates both the charitable purpose of advocacy and its non-partisan character.

Reporting Advocacy on Your T3010

On the T3010, charities should:

• Report all public policy dialogue and development activities
• Describe how these activities relate to charitable purposes
• Confirm all activities were non-partisan
• Provide details as requested in the applicable sections
• Ensure consistency with other public communications about advocacy
• Detail any CRA communications about advocacy activities
• Update reporting as CRA guidance evolves

While the 10% limit no longer applies, the CRA still monitors advocacy to ensure it supports charitable purposes and remains non-partisan.

Business Activities and Earned Income: CRA Compliance

Many charities generate earned income, but business activities face significant restrictions.

Related vs. Unrelated Business Activities

The CRA distinguishes between two types of business activities:

Related business activities are permitted and include:

• Businesses substantially run by volunteers
• Businesses linked to charitable purposes (like a museum gift shop)
• Businesses that use excess capacity of charity assets
• Businesses that are subordinate and integrated with charitable programs

Unrelated business activities generally aren't permitted and include:

• Commercial operations unconnected to charitable purposes
• Activities primarily aimed at profit rather than mission
• Businesses consuming substantial charity resources
• Competitive commercial enterprises without clear charitable connection

The distinction often involves judgment calls, so seek professional advice when uncertain.

Income Tax Implications

The income tax treatment of business income depends on its classification:

• Income from related businesses is tax-exempt
• Income from unrelated businesses may be subject to income tax
• Income from activities that aren't considered businesses (cost-recovery, program fees) is generally exempt
• Investment income is typically exempt but affects the disbursement quota
• Substantial unrelated business may threaten charitable status entirely

Proper classification and tracking of different income streams is essential for tax compliance.

Documentation Requirements

Properly document business activities by:

• Maintaining separate accounting for each business activity
• Tracking all resources used in business operations
• Documenting how business activities further charitable purposes
• Keeping minutes of board decisions about business activities
• Maintaining market research justifying pricing structures
• Tracking volunteer involvement in business operations
• Documenting the use of business proceeds for charitable activities
• Maintaining any necessary business licenses or permits

These records demonstrate both the nature of the business and its relationship to your charitable purposes.

Structuring Compliant Business Activities

Consider these approaches to structure business activities compliantly:

• Clearly link business activities to charitable purposes
• Use volunteers wherever possible to run business operations
• Limit resource allocation to business versus charitable activities
• Consider separate but related entities for substantial commercial activities
• Implement clear policies governing business operations
• Regularly review business activities for mission alignment
• Structure pricing to reflect charitable rather than commercial intent
• Ensure business governance reflects charitable control and purpose

Thoughtful structuring prevents business activities from threatening charitable status.

Working with Non-Qualified Donees: CRA Requirements

Charities often want to work with organizations that aren't qualified donees, which requires careful structuring.

Direction and Control Requirements

When working with non-qualified donees, charities must maintain "direction and control" by:

• Conducting activities that remain the charity's own
• Making all key decisions about the activities
• Maintaining control over the use of resources
• Being able to modify or discontinue activities and arrangements
• Ensuring activities further the charity's own charitable purposes
• Maintaining oversight throughout the activity's duration
• Receiving regular and detailed reporting
• Maintaining books and records in Canada

Mere "conduit" funding (passing money to non-qualified donees) is strictly prohibited.

Agency Agreements and Structured Arrangements

Proper arrangements with intermediaries typically include:

• Written agreement specifying the relationship (agency, contract, joint venture)
• Clear description of activities to be carried out
• Detailed budget with specific line items
• Reporting and monitoring requirements
• Provisions for fund transfers and accounting
• Specified duration and termination provisions
• Provisions for site visits and direct oversight
• Compliance with local and Canadian laws
• Dispute resolution mechanisms
• Specific deliverables and timelines

The agreement should clearly establish the charity's ongoing direction and control.

Documentation and Reporting Obligations

When working through intermediaries, maintain:

• Original signed copies of all agreements
• Detailed descriptions of all activities
• Comprehensive budgets and financial reports
• Progress reports from intermediaries
• Evidence of review and approval of reports
• Documentation of monitoring activities
• Proof of fund transfers
• Evidence of results achieved
• Communication records with intermediaries
• Board approvals for significant arrangements

These records demonstrate both the charitable nature of activities and the charity's ongoing direction and control.

International Operations Considerations

International activities face additional requirements:

• Enhanced due diligence on foreign partners
• Compliance with anti-terrorism financing laws
• Currency exchange documentation
• Tracking of funds across international borders
• Local legal compliance documentation
• Translation of key documents
• Documentation of international wire transfers
• Enhanced risk assessment and mitigation
• Country-specific knowledge and expertise
• Evidence of results achieved internationally

Given heightened scrutiny of international activities, documentation standards are particularly stringent. For detailed guidance on international operations, see our article on common questions about starting a Canadian charity.

Changes Requiring CRA Charities Directorate Notification

Certain organizational changes require prompt CRA notification.

Address and Contact Information Updates

Promptly notify the CRA of changes to:

• Mailing address
• Physical location of the charity
• Physical location of books and records
• Authorized representative contact information
• Phone numbers
• Email addresses
• Website addresses

Use Form RC232 or update through the CRA's online portal for timely changes.

Legal Name or Purposes Changes

Significant changes requiring pre-approval include:

• Legal name changes
• Changes to charitable purposes
• Amendments to formal objects in governing documents
• Addition of new charitable purposes
• Revision of existing purposes
• Changes affecting designation (charitable organization vs. foundation)

These changes require formal CRA approval before implementation. For information on governing documents, see our guide on ONCA compliance.

Program Activity Modifications

Notify the CRA when:

• Adding significant new programs
• Substantially modifying existing programs
• Discontinuing major programs
• Changing program focus or beneficiaries
• Adding international activities
• Changing program delivery methods substantially
• Shifting resource allocation significantly between programs
• Undertaking new business activities

While not all program changes require pre-approval, significant changes should be communicated to prevent compliance questions.

Governance Structure Alterations

Report governance changes including:

• Changes to fiscal year-end (requires advance approval)
• Changes in designation (public vs. private foundation)
• Amalgamation with another organization
• Changes to governing documents beyond name and purposes
• Significant changes to bylaws affecting charitable operations
• Fundamental changes to membership structure
• Plans for voluntary revocation or winding up

Many of these changes require formal CRA approval or registration amendments.

CRA Charity Audit Preparation

Being prepared for a potential audit saves significant stress and resources.

Creating an Audit-Ready Organization

Develop audit readiness through:

• Regular self-assessment using CRA guidance
• Internal compliance reviews or mock audits
• Clear assignment of compliance responsibilities
• Written policies for key operational areas
• Regular board education on compliance requirements
• Prompt addressing of potential issues
• Professional review of high-risk areas
• Regular financial and program audits
• Contemporaneous documentation practices
• Compliance management systems

An audit-ready organization maintains compliance as part of regular operations, not just when auditors arrive.

Documentation Best Practices

Implement documentation best practices:

• Create records at the time of transactions or decisions
• Use consistent filing and retention systems
• Maintain both digital and physical backup systems
• Document board decisions thoroughly
• Keep signed originals of all important documents
• Maintain clear audit trails for financial transactions
• Document the charitable purpose of expenditures
• Use standardized documentation formats
• Implement documentation quality controls
• Train staff on documentation requirements

Good documentation is your best defense during a CRA audit.

Books and Records Requirements

CRA requirements for books and records include:

• Maintaining records at your Canadian address or approved alternative location
• Keeping records for the minimum required period (generally 6 years, but longer for many documents)
• Ensuring records are legible, complete, and accurate
• Making records available to CRA upon request
• Including source documents (invoices, receipts, vouchers)
• Maintaining electronic records in accessible, readable formats
• Ensuring proper backup and security for all records
• Preserving board minutes and governance records
• Keeping detailed donor and gift records
• Maintaining program activity documentation

Inadequate books and records can trigger penalties even if other aspects of operations are compliant. For detailed registration requirements, review our complete guide to Canadian charity registration.

Staff and Board Preparation

Prepare your people for potential audits by:

• Educating board and staff about CRA requirements
• Conducting compliance training for key personnel
• Establishing an audit response team and procedures
• Clarifying roles during an audit process
• Developing communication protocols for audit periods
• Creating document retrieval systems for quick access
• Maintaining institutional knowledge about past operations
• Preparing summaries of complex activities or transactions
• Ensuring key personnel understand the organization's history
• Developing relationships with professional advisors before audits occur

Well-prepared people respond more effectively and with less stress during audit processes.

Addressing CRA Compliance Concerns

Even well-run charities may face compliance questions. How you respond matters greatly.

How to Respond to CRA Administrative Notices

When receiving CRA correspondence:

• Respond within the timeframe provided
• Answer all questions specifically and completely
• Provide requested documentation in organized form
• Maintain a professional, cooperative tone
• Ask for clarification if questions are unclear
• Document all communications with the CRA
• Consider professional assistance for complex matters
• Follow up if you don't receive acknowledgment
• Keep copies of all materials submitted
• Track response deadlines carefully

Prompt, thorough responses often resolve issues at the administrative level before escalation.

Voluntary Disclosure of Non-compliance

If you discover compliance issues:

• Document the nature and extent of the problem
• Determine how and why it occurred
• Develop a correction plan
• Consider voluntary disclosure to the CRA
• Implement safeguards to prevent recurrence
• Consult professional advisors about disclosure strategy
• Prepare thorough documentation of the issue and correction
• Be prepared to implement additional compliance measures
• Document board awareness and response to the issue
• Maintain records of all remedial actions

Voluntary disclosure often results in more favorable treatment than issues discovered during CRA reviews.

Correcting Past Errors

To effectively correct compliance errors:

• Identify the full scope of the problem
• Document when and how the error occurred
• Quantify any financial implications
• Implement immediate corrective measures
• Establish systems to prevent recurrence
• Consider whether the error affects past filings
• Prepare amended returns if necessary
• Document all correction steps taken
• Communicate corrections appropriately to stakeholders
• Review related areas for similar issues

Thorough correction demonstrates good faith and commitment to compliance.

When to Seek Professional Assistance

Consider professional help when:

• Responding to formal CRA audits or investigations
• Facing potential revocation or serious sanctions
• Addressing complex compliance issues
• Implementing major organizational changes
• Conducting international activities
• Undertaking unusual transactions or arrangements
• Responding to notices of non-compliance
• Developing remediation plans for serious issues
• Navigating appeals or objection processes
• Conducting due diligence for mergers or collaborations

Professional guidance often saves substantial time, stress, and resources while improving outcomes. For guidance on charity structures, see our article on private vs. public foundations.

Ready to ensure your registered charity maintains perfect compliance with CRA requirements? Work with B.I.G. Charity Law Group for experienced and focused guidance on reporting obligations, governance best practices, and proactive compliance strategies tailored to your organization's specific needs. Call us at 416-488-5888 or email ask@charitylawgroup.ca