Reporting and Receipting

Community Growing Project Reporting Forms and Guidelines

The following documents are available below in PDF format.

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Receipting – General Guidelines

If you require the Foodgrains Bank to issue 2009 tax receipts to any of your project donors, we must receive the proceeds of your project before December 31st, 2010.

What's eligible for a tax receipt and what's not?

Our ability to issue tax receipts for the value of goods and services donated to your project is strictly governed by Revenue Canada. Below, we've tried to outline some of the basic products, services, etc. that may be donated to your project and designate these donations as either eligible for a tax receipt or ineligible.

As a general rule anything you can touch, feel, or store is eligible for a tax receipt.

Of course, there are always exceptions. If you are unsure whether a donation is eligible or not, please contact our office. We'll be happy to clarify the situation.

Eligible

  1. Donated inputs -- e.g. seed, fertilizer, herbicide, fuel, meals
  2. Monetary donations -- made by individuals or groups
  3. Gifts donated to auction sales -- receipt is issued in the name of the donor for the estimated value of the item donated, not the actual value received

Ineligible

  1. Donated services -- e.g. planting, trucking, combining, donated labour, field work (see below for exceptions)
  2. Proceeds from auction sales and purchases made at auction sales
  3. Group cash collections -- in which records of individual names and amounts contributed are not available (e.g. passing-of-the-hat type contributions)
  4. Land Rent & Taxes -- see below for exceptions

Donated Services

For donated services to become eligible, an exchange of cheques must take place. For instance, if the provider of the service submits an invoice (eg. 10 hours combining at $10 per hour = $100) to your growing project, is paid for the service by cheque from your project's bank account, and then chooses to donate the cash back to your growing project, the cash donation is now eligible.

Land Rent

The same holds true for land rent. Example: Land holder issues you an invoice; you pay the invoice from your growing project's bank account; the land holder then has the option of donating the cash back to your project. As a cash donation, it is now eligible for a tax receipt.

PLEASE NOTE: All donations must be recorded on the forms (Form #1 - Cash Donations; Form #3 - Non-monetary Donations) in the Community Growing Projects Reporting Form.

If you do not have a complete package, or require extra reporting forms, please print from our website or contact our office. These forms must be complete and submitted with invoices by Dec 31st each year, to allow issuing of receipts.