NON PROFIT ADEQUATE BOOKS AND RECORDS CHECKLIST

by Kim Throndson

July 15, 2025

Non Profits and Charities have a legal obligation to keep adequate books and record. Below is a list of some of the documents that should be kept up to date and available.

1.       GOVERNANCE RECORDS

Incorporating documents

Bylaws

Industry Registration or annual accreditations

Amendments

Minutes of all  member or board meetings

Bank opening documents and signing authorities

Business number/charity number documents

2.      TAX RECORDS

Copies of filed T3010 charity tax return (7 years)

Copies of all donation receipts given (2 year

s after)

Transfers of property (real estate)

GST registration or returns

Payroll records

Financial statements

3.      BOOKKEEPING RECORDS

All financial records keep for 7 years.  Most accounting systems can pull reports for a given date.

Audited Financial Statements

Monthly or quarterly reports

Audit report

4. BANK

Bank statements

Cashed checks

Copies of deposit slips

Check stubs for cheques written

Copies of EFT remittances for deposits

Investment papers like GIC/Bonds

5. REVENUE

Contracts for services

Grant contracts

Invoices or receipts for money in

Receipts for membership dues paid

Timesheets

Work orders/emails authorizing service

6. EXPENSES

Copies of bills to be paid

Expense claims

Email/paper authorization for money payments or transfers

Cheque stub, or EFT confirmation used to pay a bill

Payroll records

Vendor info/contracts

Purchase orders/emails authorizing expense

Credit Card receipts

Adapted from CRA website:

http://www.cra-arc.gc.ca/chrts-gvng/chrts/chcklsts/bks-eng.html