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Keep accurate financial records
Registered fundraisers have a responsibility to keep accurate financial records.
You must prepare a primary set of financial accounts in line with Part 3 of the Fundraising Act 1998.
At the end of the fundraising
You must prepare a summary set of financial accounts:
- within three months of the end of the fundraising, or
- if fundraising runs for more than 12 months, within three months of the anniversary of the start of the fundraising.
The information for the summary financial accounts is taken from the primary accounts.
Both financial accounts must contain details of:
- all funds and assets received from the fundraising
- what happened to those funds and assets
- the amount spent on the fundraising and how it was distributed
- amounts spent on assets, wages, salaries, commissions and other remuneration for the fundraising
- administrative expenses for fundraising
- other expenditure on fundraising; and the dates the fundraising started and finished
- if a corporation, incorporated association or unincorporated body was authorised to fundraise; and the name of the responsible person for that body
- the name and address of all beneficiaries.
Failure to prepare primary or summary financial accounts may incur a penalty.
Request for inspection of summary accounts
The summary financial accounts are available to the public.
Within 21 days of receiving a written request for inspection of the summary accounts in line with section 33 of the Fundraising Act 1998, you must provide a copy to that person or organisation.
You can be fined if you fail to provide the summary accounts.
National fundraising activity
If the fundraising was part of a national fundraising activity, you do not have to prepare summary accounts specific to Victoria.
Lodge annual statements
You must complete and lodge an annual statement for fundraising activities.
We will notify the fundraiser responsible person that the annual statement is available in myCAV the day after the fundraiser’s financial year end date.
Your fundraiser has six months to lodge the annual statement after its financial year end date.
We will issue a reminder to lodge the annual statement four months after the financial year end date. If the annual statement is not lodged after six months, we will issue an overdue notification. Check myCAV for reminders and notifications.
What information must be in the annual statement?
You will need to confirm or update your fundraiser’s registration details and submit a detailed description of all fundraising appeals conducted by the fundraiser during the reporting period. You must include:
- gross proceeds from all fundraising activities
- details of all beneficiaries and the amounts distributed to each
- amount spent on administration. This does not include distributions to beneficiaries or their expenses.
- bank account(s) details (where fundraising money paid)
- copy of your fundraiser’s most recent financial statements
- fundraising estimates for the next reporting period.
Working with other fundraisers
When doing your registration application, registration renewal and annual statement, you must submit details relating to any:
- associated fundraiser that you are fundraising with, and
- engaged commercial fundraisers working on your behalf.
Notify us if registration details change
You must notify us via myCAV of any of the following changes within the time shown.
Change or event:
Notify us within:
Change of appeal manager
Remove a fundraiser or an appeal manager who is:
- found guilty of a disqualifying offence, or
- becomes insolvent, or
- becomes a represented person under the Guardianship and Administration Act 1986 because of an injury, illness or disability.
Add a new beneficiary (you must also provide a written letter of consent from each new beneficiary)
Retain a commercial fundraiser or new agreement with a commercial fundraiser
28 days from the date the agreement is entered
Change of public contact person
Change of responsible person (for associations incorporated outside Victoria)
Renew your registration
You must apply to renew your registration at least 28 days before it is due to expire.
For more information, view Renew fundraiser registration.
Written consent of beneficiaries
You must keep copies of written consents given by each beneficiary.
Clearly identify collectors
Collectors in public places must wear clearly visible identification badges which show:
- the fundraiser they are representing, and
- if they are a paid collector or volunteer.
For more information, view our Sample identification badge for collectors (PDF, 28KB).
These must be properly secure and consecutively numbered. Labels must show:
- the fundraiser name, or who is conducting it, and
- the beneficiary.
Employees paid to seek donations by phone or electronically (for example, email), must state:
- that they are employed to do so
- the name of their employer, and
- the beneficiary’s name.