Every Florida nonprofit corporation files a Florida nonprofit annual report with the Division of Corporations between January 1 and May 1, and it costs $61.25. That’s the state side. On the federal side, most 501(c)(3) organizations also file a version of IRS Form 990 every year, and if you raise money from Florida residents, you renew your charitable solicitation registration too.
Miss the state report and the Division will eventually dissolve your corporation. Miss three years of Form 990 and the IRS revokes your 501(c)(3) status automatically. Here’s what each filing involves.
How do you file the Florida nonprofit annual report?
Every nonprofit corporation files, regardless of size or activity. The fee is $61.25 for all of them.
| Item | Details |
|---|---|
| Due | Between January 1 and May 1 |
| Fee | $61.25 |
| Where | Online at sunbiz.org (paper is accepted but slower) |
| What it confirms | Principal office, mailing address, registered agent, officers and directors, email address |
To file online, search for your corporation on sunbiz.org, open the annual report link, review and update the information, pay the $61.25, and save your confirmation. Paper filings cost the same but take longer, and online gives you immediate confirmation.
Read every field before you pay. The Division uses this information for official communications, and a board member who left two years ago shouldn’t still be listed as a director.
We’d file in January or February. Nothing changes by waiting.
What if you miss the May 1 deadline?
Unlike Florida LLCs and for-profit corporations, nonprofits don’t pay the $400 late fee. That doesn’t make the deadline optional. If you don’t file, the Division of Corporations administratively dissolves the corporation. A dissolved nonprofit loses its good standing, can’t conduct business, and may lose its name to another organization.
Getting it back means reinstatement:
- File all delinquent annual reports
- Pay all delinquent fees
- File Articles of Reinstatement
- Pay the reinstatement fee
The cost depends on how many years you missed. Either way, it’s far more than one $61.25 report.
Which Form 990 do you file?
It depends on your size.
| Form | Who files it |
|---|---|
| Form 990-N (e-Postcard) | Gross receipts normally $50,000 or less |
| Form 990-EZ | Gross receipts under $200,000 and total assets under $500,000 |
| Form 990 | Gross receipts of $200,000 or more, or total assets of $500,000 or more |
Form 990-N is free and filed electronically on IRS.gov. It asks for your EIN, tax year, legal name and address, your principal officer’s name and address, your website if you have one, and confirmation that you’re still operating with gross receipts normally of $50,000 or less. It takes a few minutes.
Form 990-EZ covers revenue, expenses and changes in net assets, your program service accomplishments, your officers, directors and key employees, and some governance questions. There’s no IRS fee, but you may want professional help preparing it. It has to be filed electronically.
Form 990 is the full return. It asks for detailed financial statements, compensation, governance policies, program accomplishments, transactions with interested persons, and public support calculations. It’s also e-filed, and professional preparation typically runs $500-$3,000 or more.
When is Form 990 due?
On the 15th day of the 5th month after your fiscal year ends.
| Fiscal year ends | Form 990 due |
|---|---|
| December 31 | May 15 |
| June 30 | November 15 |
| September 30 | February 15 |
Form 8868 gets you an automatic 6-month extension.
Filing late costs $20 a day, up to $10,000 ($100 a day, up to $50,000, for large organizations). The bigger risk is automatic revocation. Fail to file for three consecutive years and the IRS revokes your 501(c)(3) status. There’s no discretion involved. To get it back, you file Form 1023 or 1023-EZ again and pay the application fee.
That’s the trap for small groups. The 990-N is free and takes minutes, but because nothing is owed, it’s easy to forget for three years running.
Do you need to renew charitable solicitation registration?
Yes, if you solicit donations from Florida residents or use professional fundraisers. Registration is with the Florida Department of Agriculture and Consumer Services, and it renews every year. The renewal date depends on your fiscal year end, and the fee runs from $10 to $400 based on how much you raise.
You’ll need your IRS determination letter, financial statements (larger organizations may need an audit), and a list of officers and directors.
Religious organizations, accredited educational institutions, and organizations receiving less than $25,000 in contributions (with certain conditions) are exempt. Soliciting without a required registration can bring fines and a ban on soliciting.
What else does a Florida nonprofit have to keep up with?
Keep your records at your principal office: articles of incorporation, current bylaws, board minutes, filed annual reports, financial records, Form 990 filings and your IRS determination letter. Hold board meetings as your bylaws require, and keep written minutes of each one.
On finances, prepare annual financial statements and keep internal controls in place. Some grants and larger organizations require an annual audit. Misusing funds can mean personal liability and loss of your exemption.
If you have employees, the list grows: workers’ compensation insurance once you have 4 or more employees, reemployment tax registration, quarterly Form 941 filings, W-2s and 1099s by January 31, and I-9 verification for every hire.
A compliance calendar that works
| When | What to do |
|---|---|
| January | Send W-2s and 1099s (by January 31) and file the Florida annual report |
| By May 1 | Florida annual report deadline |
| Fiscal year end plus 4.5 months | File Form 990, 990-EZ or 990-N, or Form 8868 for an extension |
| Your renewal date | Renew charitable solicitation registration |
| Once a year | Hold the annual meeting and board elections, review bylaws and insurance, get an audit if required |
| Ongoing | Keep minutes and financial records current, track grant requirements, update your registered agent if it changes |
Put one person in charge of it, whether a board member or staff. Compliance slips when everyone assumes someone else is handling it.
Once a year, check four things: good standing on Sunbiz, active 501(c)(3) status (you can look it up with the IRS Tax Exempt Organization Search), current charitable registration, and complete tax filings. It catches problems while they’re still cheap to fix.
Let us track it for you
IncCraft offers compliance monitoring and filing services for Florida nonprofits. We track your deadlines, send reminders, and can prepare and file your Florida annual report for you. Get started with your Florida nonprofit today.