Have you had a permit under § 3 and collected 50,000 DKK or less?
If the amount collected is 50,000 DKK or less, the financial statement must be submitted using the Danish Fundraising Board 's accounting form (PDF Danish). A guide for completing the form is provided on the last page of the form. The form must be completed in Danish or English.
It is important that you clearly state any administrative costs related to the collection and what the funds have been used for. Avoid general account entries such as "operating expenses," "fees," "used for purpose," "bank transfer," etc. Instead, specify the entries, for example, "salary for organisation staff," "rent," "bank fee," "fee to the Danish Fundraising Board," "support for building an orphanage," "food for orphanage children," and so on.
You must also submit a financial statement even if you did not receive any contributions for your collection. In this case, use the accounting form and note that "0 DKK" was received in contributions. You must submit bank statements from the fundraising account for the period during which you were authorized to collect funds, along with the accounting form to document that no contributions were received.
For Collections Permitted Before July 1, 2023
The individuals responsible for the collection must all sign the accounting form. If you received a permit for your collection before July 1, 2023, and it was conducted by a committee, all committee members must sign the form. If the collection was conducted by a legal person, the form must be signed by the authorized signatories and the co-responsible person. The authorized signatories are often listed in your bylaws.
For Collections Permitted After July 1, 2023
The individuals responsible for the collection must all sign the accounting form. If you received a permit for your collection on or after July 1, 2023, and the collection was conducted by an individual, that person must sign the accounting form. If the collection was conducted by a legal person, the form must be signed by the authorized signatories. The authorized signatories are often listed in your bylaws.
If you have a website, you must publish the completed and signed accounting form there. It is advisable to do this before submitting the form to the Danish Fundraising Board. The Board does not need to approve the report, so you may publish it before submitting it to the Board. If we ask you to submit a new report due to errors or omissions in the first one, make sure to publish the new and correct report on your website.
The accounting form will also be published on the Danish Fundraising Board’s website.
The accounting form must be submitted no later than six months after the conclusion of the collection.
Have you had a permit under § 3 and collected more than 50,000 DKK?
If the collected amount exceeds 50,000 DKK, the financial statement must be audited by a registered or certified public accountant.
You may prepare the financial report yourself or get assistance from an auditor or similar professional. The following must be included in the report:
- Information about the total income of the collection,
- Information about the use of the collected funds, including any administrative costs related to the collection, and
- A statement from those responsible for the collection confirming that the collection was carried out in accordance with the rules of the Danish Collections Act and resolution.
Avoid general account entries such as "operating expenses," "fees," "used for purpose," "bank transfer," etc. Instead, provide specific details such as "salary for organisation staff," "rent," "bank fees," "fee to the Danish Fundraising Board," "support for building an orphanage," "food for orphanage children," "transfer to orphanage," and similar. These details may be included as notes to the financial statement.
The financial statement must be prepared in Danish or English.
The individuals responsible for the collection must all sign the financial statement. If the collection was conducted by a committee, all committee members must sign the statement. If the collection was conducted by an individual, that person must sign the report. If the collection was conducted by a legal entity, the report must be signed by the authorized signatories and the co-responsible person. The authorized signatories are typically listed in your association statutes or similar. .
If you have a website, the financial statement must be published there. It is advisable to do this before sending the report to the Danish Fundraising Board. The Board does not need to approve the financial statement, so you may publish it before submitting it to the Board. If we ask you to submit a new report due to errors or omissions in the first one, make sure to publish the new and correct report on your website.
The report will also be published on the Danish Fundraising Board’s website.
The report must be submitted no later than six months after the conclusion of the collection.
Have you had a permit under § 3 and not used all the funds?
If not all the collected funds have been used at the time you submit the financial report, you must submit a statement explaining what the remaining funds have been used for. This statement must be sent to us no later than one year after the financial reporting. You must do this annually until all funds are used. The Danish Fundraising Board’s surplus statement form (PDF Danish) can be used for this purpose.
If the financial report has been audited, the auditor must issue the statement.
If you have a website, the statement must be published there. It is advisable to do this before submitting the statement to the Danish Fundraising Board. The Danish Fundraising Board does not need to approve the statement, so you may publish it before submitting it to the Board. If we ask you to submit a new statement due to errors or omissions in the first one, make sure to publish the new and correct statement on your website.
The statement will also be published on the Danish Fundraising Board’s website.
Financial Reporting for Permits Under § 4
For each year an organisation has permission to collect funds, the organisation must submit an annual financial report to the Danish Fundraising Board. The annual report must be submitted no later than six months after the end of the financial year. You can read more about financial reporting in the Danish Fundraising Board’s accounting guidelines here.
Requirements for the Annual Report
The annual report must include the following:
- Information about the collections the organisation has conducted in the reporting year.
- If all calls for contributions have been made to support the organisation’s general work, it is considered one collection.
- If there have been calls to support different purposes (e.g., aid for Syria and another for aid to Lebanon), it constitutes multiple collections.
- Information about the income from each collection and the use of the collected funds, including any administrative costs. This may be included as a note to the annual report.
- A report describing significant events or activities related to the collections in that year.
- A statement confirming that the collection(s) were carried out in accordance with the rules of the Fundraising Act and regulations.
Additionally, the report must:
- Be prepared in Danish or English.
- Be signed by those responsible for the collection.
- Be audited if more than 50,000 DKK was collected.
You can find an example of a profit and loss statement in the Danish Fundraising Board’s accounting guidelines, which you can access here.
How to Submit the Report
Annual reports should be submitted to the Collection Board via digital post to the Department of Civil Affairs, email to indsamlingsnaevnet@civilstyrelsen.dk, or by post to:
The Danish Fundraising Board
Toldboden 2, 2nd Floor
8800 Viborg
If the materials contain sensitive personal information, you can read more about the Department of Civil Affairs’ recommendations for using digital communication here.