Once you form a 501(c)(3) Nonprofit Public Charity in Ohio, follow this guide to keep it in good standing.
(Read our guide to learn how to form a nonprofit in Ohio.)
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8 Steps to Keep Your Nonprofit Compliant
To maintain a 501(c)(3) nonprofit corporation in Ohio you must:
- Apply for exemption from state taxes
- File Annual Federal Returns for Tax-exempt organizations
- Maintain a Registered Agent
- File periodic reports
- Apply for permits and licenses
- Charitable Registration
- Employees
- Comply with Public Inspection Rules
1. Apply for exemption from state taxes
A. State Income Tax Exemption
Once your organization receives your 501(c) determination letter from the IRS, your organization will also be exempt from the Ohio Commercial Activity Tax.
B. State Sales Tax Exemption
Ohio nonprofits are also typically exempt from state sales tax as well. Review the Department of Taxation’s guidelines and, if eligible, present your STEC-B certificate to vendors.
2. Annual Federal Returns for Tax-exempt organizations
A. Annual Federal Returns
Most tax-exempt nonprofit organizations are required to file an annual return with the IRS (Check the IRS website for a list of exceptions).
The annual gross receipt amounts for an organization determine which form should be used to file the annual federal return.
‘Gross receipt’ is defined by the IRS as “the total amounts the organization received from all sources during its annual accounting period, without subtracting any costs or expenses”
For gross receipts ≤$50,000 — File 990-N
Gross receipts <$200,000 and total assets <$500,000 — File 990- EZ
Gross receipts >$200,000 or Total assets >$500,000 — File 990
For any questions, contact the IRS at
- (800) 829-3676 (Form related questions)
- (800) 829-1040 (general information)q
FAQ
Q: When is form 990 due?
A: Form 990 is due on the 15th day of the 5th month after the taxable year of the organization comes to an end.
E.g. If the taxable year ends on Dec 31st, form 990 is due on May 15th.
NOTE: If an organization fails to file form 990 for 3 consecutive years, it will automatically lose tax-exempt status.
B. Unrelated Business Income
If an organization has a gross income of ≥$1000 from a trade or business that is not related to the stated purpose of the organization, then it must file Form 990-T to pay tax on that income.
3. Maintain a Registered Agent
Any nonprofit that has incorporated must have a registered agent who has an office address in Ohio. If your registered agent, or their office address, changes, you must file Form 521 with the Secretary of State so that your Articles of Incorporation may be updated.
If you fail to notify the Secretary of State of this change, your corporation may be subject to termination.
4. File Periodic Reports
The Ohio Secretary of State requires nonprofits to submit Form 522, a Statement of Continued Existence, once every five years.
Failure to file the appropriate reports may subject your organization to termination.
5. Apply for Permits and Licenses
The majority of Ohio nonprofits will not need a general business license. However, depending on the nature of your organization, you may need to obtain a specific license or permit. Read more about licenses and permits on the Ohio Business Gateway.
In addition, if you plan to host charitable games of any kind (raffles, games of chance, bingo, etc) you may be required to obtain a gaming license or, at the very least, adhere to strict rules set forth by the Ohio Attorney General:
- Bingo – a license is required
- Games of Chance – see Ohio Code 2915
- Raffles – see Ohio Code 2915
6. Charitable Registration
Charitable Ohio nonprofits are required to register with the Ohio Attorney General, through their website, unless they obtain an exemption. Charitable organizations will also be required to submit an annual report each year.
7. Employees
All Ohio nonprofits must submit information regarding new employees through the Ohio New Employee Reporting Center.
Most organizations will also need to register with the Ohio Bureau of Workers’ Compensation and/or Ohio Department of Job and Family Services.
You can access a list of Ohio Bureau of Workers’ Compensation offices on their website.
To speak with someone at the Department of Job and Family Services, you may call them at (614) 466-2319.
8. Comply with Public Inspection Rules
To comply with federal regulations regarding 501(c)(3) charities, you will need to release the following documents to any member of the public that requests them:
- Your organization’s annual returns for up to 3 years after the listed due date (including the following Forms: 990-PF, 990-EZ, 990-T, and 990)
- Any supporting documents and attachments for the above 990 forms. However, you only need to include the nature of the contribution and the amount contributed for Schedule B.
- Official IRS paperwork showing your organization is considered to be tax-exempt.
- Your organization’s application for exemption and all supporting documents submitted with your application (including Form 1023).
Your organization does NOT need to share the following documents and information with members of the public:
- Any portion of Form 990/990-EZ’s Schedule B that identify who contributors are.
- Anything considered to be an unfavorable ruling, which can include previous denials of tax-exempt status.
- Any additional information permitted to be withheld by the IRS, including things such as trade secrets, patents, etc.
Recommended: Inform your employees about their rights and stay compliant by posting labor law posters in your workplace.
FAQ
Q: Can I charge members of the public for copies?
A: Yes, you are permitted to request a reasonable amount to procure copies of requested documents.
Q: If requested, how much time do we have to produce the documents?
A: It is ideal to produce these documents within the same working day. However, if your nonprofit has limited office hours due to the time of year, or you don’t have a physical office at all, you should produce the documents within 14 days.
Q: Do I actually need to provide physical copies of the requested documents?
A: If a member of the public as for copies of documents, whether in writing or in person, you are required to make them available.
NOTE: We recommend that nonprofits make these documents available on their website. That way, anyone who might request copies of these documents can simply head to your website to view and/or download them. This will help your organization remain compliant and save time dealing with these requests personally.
To learn more about forming a nonprofit, check out our How to Start a Nonprofit in Ohio guide. To find nonprofits in Ohio, use our Ohio 501(c)(3) Lookup Table.