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File: annual report for a Yukon society

  1. When to file your annual report
  2. How to prepare your documents
  3. Notify us of change of directors and officers
  4. Other documents to submit with the annual report
  5. Submit your documents and pay your fees
  6. After we receive your documents and payment

  1. When to file your annual report

    Every society must file an annual report no later than the last day of the society’s anniversary month. This is the 4th month after the month of your society's fiscal year end.

    The annual report must set out information as of the close of the annual general meeting.


  2. How to prepare your documents

    When it’s time to prepare your annual report, download and complete Form 6 ‒ Annual report of Yukon society.

    How to fill out the form

    The information you provide on the form must be legible. Make sure you complete each section.

    Section 1: Name

    The full legal name of the society is required on all documents submitted for filing.

    Section 2: Registry number

    Include the Yukon registry number.

    Section 3: Fiscal year end

    Fill in the date of fiscal year end. If this date has changed, you must file Form 5 ‒ Notice of fiscal year-end of society with this return.

    Section 4: Anniversary date

    Include the society’s anniversary month which is the 4th month after the month of your society's fiscal year end. For example if the fiscal year end is March 31, the anniversary month is July.

    Section 5: Annual general meeting

    Include the date and location. This must be the physical location of the most recent annual general meeting (AGM).

    Section 6: Special meeting

    Fill this section in if the members have called the AGM as per 10.1(3) of the Societies Regulations.

    Section 7: Address

    Include the registered office address of the society.

    “Delivery address” refers to a physical location. Include an address or other description to identify a person’s home or place of business. This does not include a post office box.

    “Mailing address” refers to where you send mail. Include a complete mailing address, including the postal code. This address can be a person’s home, place of business or post office box.

    Section 8: Directors

    List the directors as of the close of the AGM. If the directors have changed, you must file Form 2 ‒ Notice of change of directors and officers and include it with this return.

    Include the first name and last name of directors.

    “Delivery address” refers to a physical location. Include an address or other description to identify a person’s home or place of business. This does not include a post office box.

    “Mailing address” refers to where you send mail. Include a complete mailing address, including the postal code. This address can be a person’s home, place of business or post office box.

    Section 9: Officers

    Include the position, last name and first name of officers as of the close of the AGM. An officer is a director with a title and should be appointed as a director before being appointed an officer.

    Section 10: Society category

    Choose the category for financial reporting. This must be the same as what's on the financials presented at the AGM. Read the instructions for each category carefully.

    Section 11: Name

    Include the name of the individual signing.

    Section 12: Title

    Include the title of the individual signing.

    Section 13: Signature

    Include the signature certifying the information contained in the report is correct. This individual must have authority to sign the report.

    Section 14: Date

    Include the date the form was signed.


  3. Notify us of change of directors and officers

    If the directors have changed, download and complete Form 2 ‒ Notice of change of directors and officers.

    How to fill out the form

    The information you provide on the form must be legible. Make sure you complete each section. If you need more space attach another page.

    Section 1: Name

    The full legal name of the society is needed on all documents submitted for filing.

    Section 2: Yukon registry number

    Include your society’s Yukon registry number.

    Section 3: Ceasing to be a director

    List the individuals ceasing to be directors and the effective date of the change.

    Section 4: Director

    List the individuals elected or appointed to be directors and the effective date of the change. If you need more space, you can add an additional page but ensure you're providing the same information required on the form.

    Section 5: As of the date of the signature below, the directors are as follows

    Complete this section only if this form is being filed without Form 6 ‒ Annual report of Yukon society.

    Include the last name and first name of the directors of the society.

    “Delivery address” refers to a physical location. Include an address or other description to identify a person’s home or place of business. This does not include a post office box.

    “Mailing address” refers to where you send mail. Include a complete mailing address, including the postal code. This address can be a person’s home, place of business or post office box.

    Section 6: Ceasing to be an officer

    List the individuals ceasing to be officers and the effective date of the change. Remove each as a director as well in section 3 if they're no longer on the board. If they remain a director but no longer have an officer title then only remove them from the officer position.

    Section 7: New officers

    List the individuals elected or appointed to be officers. They must be appointed as directors as well, as officers are directors with titles.

    Section 8: Officers

    Include the officers of the society as of the date of signature below. Complete this section only if filed without Form 6 ‒ Annual report of Yukon society. Names in this section must also appear in section 5.

    Section 9: Name

    Include the name of the individual signing.

    Section 10: Title

    Include the title of the individual signing.

    Section 11: Signature

    Include the signature of the individual signing.

    Section 12: Date

    Include the date the form was signed.


  4. Other documents to submit with the annual report

    Prepare the society’s financial statements in accordance with section 8 of the Societies Regulations. Prepare financial statements under generally accepted accounting principles and have them approved by the directors and signed by at least 2 of the directors.

    What to include

    Include a balance sheet, and a statement of revenue and expenditures listing the amounts:

    • received from government bodies (if from Government of Yukon, the amounts must be itemized for each department or agency);
    • received as donations from the public; and
    • paid as remuneration or loaned to any member or director or any person associated with a director.

    If the financial statements are not reviewed or audited by a professional accountant, you must submit an additional document with the:

    • statement of revenue and expenditures; and
    • balance sheet.

    Additional documents required

    Additional documents will vary depending on the society's category for financial reporting. This is based on the society's revenue and assets.

    Category C

    If the society is a category C, fill out Form 3 ‒ Declaration of a category C society.

    Category B waiver

    A professional accountant must review and sign the financial statements of a category B society. This has to happen before you present the financial statements at the annual general meeting. Members can waive this rule by special resolution. This has to happen during a special general meeting held in the 12 months before the annual general meeting.

    Category A exemption

    A professional accountant must review and sign the financial statements of a category A society. This happens before you present the statements at the annual general meeting. The registrar may exempt a category A society from the rule. This exemption may be subject to such conditions as the registrar thinks appropriate.

    We will not accept incomplete documents. We'll return the full submission to the society to make the requested corrections.


  5. Submit your documents and pay your fees

    After all the forms are completed, submit them along with the fee. The cost of filing an annual report for a Yukon society is $10.

    How to pay

    You can pay by:

    • cheque;
    • credit card;
    • cash; or
    • debit card.

    Cheque

    Provide a cheque in the appropriate amount made out to Government of Yukon.

    Credit card

    We accept Visa, Master Card and American Express payment at the office. If you send your documents by fax, email or mail, provide a phone number where we can reach you. This is so you can give us your credit card information.

    Cash or debit

    Payment in cash or with a debit card can only be made in person at our office: 307 Black Street, 1st floor

    COVID-19 office operations

    Until further notice, because of the COVID-19 safety measures, our office is closed to the public.

    Deliver your documents to us

    You can drop off forms in our secure drop box. It's in the entrance of our building between the outside and inside doors. You'll also find copies of the most used forms next to the drop box.

    When you put your forms in our secure drop box, you can include:

    • cash;
    • cheque; or
    • a payment information form to contact you for credit card payments.

    To pay with debit card, you'll have to make arrangements beforehand:

    1. Phone us: 867-667-5314
    2. Tell us a date and time when you can come to our office.
    3. Our staff will meet you in the entryway between the interior and exterior doors at the agreed-to time with a point of service terminal.

     


  6. After we receive your documents and payment

    Processing time

    After we've accepted and filed all your documents, you'll receive a confirmation. The process can take up to 10 business days.

    Legal advice

    Staff at Corporate Affairs cannot provide any interpretation of legislation or operational advice of any sort regarding:

    • business corporations;
    • sole proprietorships;
    • partnerships;
    • cooperative associations; or
    • societies.

    If you need advice, talk with a professional such as a lawyer or an accountant.

    Our staff cannot provide legal advice or services. For legal matters, contact a lawyer or phone the Yukon Law Line 867-668-5297, toll free 1-866-667-4305.

    Business identifier numbers and taxes

    For information about business identifier numbers, taxes and charitable status, visit Canada Revenue Agency.

    Business licenses

    For information about business licences, phone the City of Whitehorse 867-668-8346, or email adminbuilding@whitehorse.ca.


Contact 

Our offices are open Monday to Friday from 8:30 a.m. to 4:30 p.m.

Phone: 867-667-5314, or toll free in Yukon 1-800-661-0408, extension 5314

Fax: 867-393-6251

Email: corporateaffairs@gov.yk.ca

Mail:
Government of Yukon
Corporate Affairs (C-6)
Box 2703,
Whitehorse, Yukon Y1A 2C6