General ledger
Activity | Timing |
---|---|
Jaarrekening | January |
Grant repayment | January |
Patrimoniumtaks | March |
General Assembly | January-June |
Griffie | February-July |
Tax declaration | May-July |
Yearly budget | September-October |
Grant review | November |
Grant approved | December |
Grant received | December-January |
A small VZW can run a simplified version of the general ledger, "Genormaliseerd model van dagboek".[1]
Detailed financial transactions need to be registered, in case of control by the authorities. Keep electronic bank account statements. Wikimedia Belgium has no cash-transactions.
The yearly financial statements need to list the balance, and income and expense account reporting.
Wikimedia Belgium uses extensions that allows cost based reporting.
See also: Tax declaration, general assembly.
Setup
[edit]- Detailed, daily Income and expense register (transactions, by bank account, cash register, by category) -> Formulier A (Internal, and for control by authorities)
- Overview of income and expenses -> Formulier B = Genormaliseerd minimaal schema van de staat van ontvangsten en uitgaven
- Outgoing invoices, accounts receivable
- Ongoing projects
- Balance sheet (could technically be run at any time, provided that the bookkeeping is in sync) -> Formulier C = Genormaliseerd mimimaal schema van de staat van het vermogen, Inventaris van Activa, Rechten, Schulden en Verbintenissen (en Schema van toelichting)
- Grants
- Ongoing projects
- Provisions
Transactions must reflect reality. Therefore it could be needed to book provisions (e.g. accounts receivable, bad payers, late projects, late invoices related to a large project, delayed projects, promised funding and grants, grants to be returned, early grant payments).
Uitgaven | Beschrijving | WMF Programs |
---|---|---|
Goederen en diensten | Realisatie van het maatschappelijk doel (activiteiten), verkoop en dienstverlening aan derden, betaalde lidgelden en bijdragen aan andere verenigingen, freelancers | Programmatic expenses |
Bezoldigingen | Netto loon van werknemers (geen freelancers) | Staff expenses |
Diensten en diverse goederen | Niet-activiteit gebonden vaste kosten, sociaal secretariaat, RSZ, bedrijfsvoorheffing | Operating expenses |
Andere uitgaven | Vereffende provisies (b.v. terugbetaalde ongebruikte subsidies), onkostenvergoedingen, forfaitaire kostenvergoeding, vrijwilligersvergoeding, bankkosten | Learning or training expenses |
Jaarrekening
[edit]Content:
- Header: identification of the organisation as per the statutes, the book year, book year end-date, reference to General Assembly (date)
- Income and expense overview and ventilation (by subcategory)
- Balance sheet, including provisions
- General ledger principles (schema van toelichting)
Format
[edit]You can create it with Excel (one sheet for each of the sections, in landscape)
- Store it electronically.
Control-click all sheets that you want to include in the report. Export a PDF document (non-repudiation). You will need it a second time as attachment to the (electronic) tax declaration.
To be approved by the General assembly. Prepare and publish the document before the GA so the members can review it.
- A printed version need to be deposited for small vzws at the Commercial tribunal; for big vzws at the Balanscentrale van de Nationale Bank.
Print single-side; prepare 2 copies for the administration. A board member should write his full name, sign, and date once on each page. You can send the documents by post. Include a stamped return envelope. You will get a copy with a receipt confirmation stamp.
Tip: if you have changes to the statutes, or board membership, you can perform all administrative activities at the same time (efficient working...)
- Small vzws need to upload the PDF copy to BIZTAX
See:
Data entry timing
[edit]Strict (yearly) timing is needed. Otherwise financial (government) penalties can apply.
The latest legal filing date is the last day of the month following that of the general assembly, without falling more than six months behind the close of the financial year.
Before end of March, you need to declare and pay the Taks tot vergoeding der successierechten.
Other components
[edit]- Yearly budget
- Project expenses (required for the Foundation)
- Financial reporting
- Project reporting
External links
[edit]General ledger
- http://justitie.belgium.be/nl/publicaties/vzw
- http://justitie.belgium.be/nl/publicaties/het_nieuw_boekhoudkundig_stelsel_van_de_kleine_verenigingen
- http://justitie.belgium.be/nl/themas_en_dossiers/verenigingen_en_stichtingen
- http://justitie.belgium.be/nl/themas_en_dossiers/verenigingen_en_stichtingen/vzw/boekhoudkundige_verplichtingen
- https://www.cbn-cnc.be/nl/taxonomy/term/62
Yearly balance sheet
- http://www.vsdc-fb.be/NL/Downloads/Rubriek-4-7
- https://www.nbb.be/nl/balanscentrale
- https://www.nbb.be/nl/balanscentrale/jaarrekeningen-neerleggen
- https://www.nbb.be/nl/balanscentrale/jaarrekeningen-neerleggen/wie-moet-neerleggen/belgische-verenigingen-en-stichtingen
VZW
- http://justitie.belgium.be/nl/publicaties/vzw
- http://www.vsdc-fb.be/NL/Diensten/Neerleggingsplicht-23
See also
[edit]References
[edit]- ↑ VSDC vzw Review, maart-april 2022, nr. 200, p. 5-6