You’ve decided to form a
nonprofit. Just like forming a for-profit
business, you have a lot of decisions to make
upfront, many of which will require outside
counsel from an accountant, a consultant, or
an attorney. Without experienced counsel,
your startup will face difficult challenges and
could be doomed to failure.
First Step: Create Your Legal Entity.
For the IRS to recognize a nonprofit’s
exemption from taxation, it must be organized
as a trust, a corporation, or an association.
(An unincorporated association can gain
recognition as a tax-exempt organization,
but this form of organization is not typically
recommended for various reasons). Nonprofit
incorporation or formation creates your
nonprofit entity in your chosen home state.
Your Articles of Incorporation/Formation will
be required when applying for exempt status.
This is also the first place where you will
identify your nonprofit’s purpose.
Write Your Bylaws
Bylaws are legal documents, which means
there are legal requirements for what
should be included. These requirements
vary depending on the state in which your
nonprofit operates. To ensure your bylaws are
in accordance with state laws, get assistance
in drafting or amending your bylaws from a
qualified professional experienced in
nonprofit matters.
Your bylaws are your organization’s operating
manual. Typically, they will include:
Size of the board and how it will function
Roles and duties of directors and officers
Rules and procedures for holding meetings,
electing directors, and appointing or
removing officers
Conflict of interest policies and procedures
Other essential corporate governance matters
As a governing document, your bylaws need
to be included in your exemption application.
The IRS looks for two key provisions to
be included in either your Incorporation/
Formation Document or your bylaws:
A purpose clause: What are you going to
do, and who will benefit from what you do?
The purpose clause will help the IRS
determine your organization’s exact
exemption code.
A dissolution clause. How will you
“go out of business” if the organization is
not sustainable?
If you anticipate filing for 501c3 status, the IRS
has specific requirements that apply to your
purpose and dissolution clauses.
The bylaws may be quite different depending
on the organization. Is the goal to gain status
as a public charity, a private foundation, or
some other type of exempt organization such
as a membership organization?
Even with counsel, it’s still the board’s
responsibility to provide input throughout
the process and to vote to adopt the final
product. Although bylaws are not considered
public documents, making them public and
easily available increases the organization’s
accountability and transparency to donors,
beneficiaries, and the general public.
Develop a Business Plan
Every nonprofit seeking tax-exempt status
must have an Employer Identification Number
(EIN), whether or not it has employees. File a
Form SS-4 with the IRS to obtain your EIN.
This is the time for the organization to act like
a business and develop its business plan.
The business plan should address/include
the following:
Past, present, and planned activities
and programs
Any planned compensation of directors,
officers, trustees, and certain highly paid
employees and contractors
(“Close Personnel”)
Any planned compensation of Close
Personnel from related organizations
Existing or planned sales and/or contracts
between the organization and any Close
Personnel (including any organizations they have certain affiliations with)
Discussion of family and business
relationships among directors, officers,
and trustees
Goods, services, and/or funds (grants) to be
provided to individuals or organizations
Fundraising programs planned
Conflict of interest policy or explanation of
how the organization manages conflicts
of interest
Financials (actual and/or projected) for three
or four years
Besides being a business best practice,
gathering much of this information will be
necessary if you are required to complete a full
Form 1023 or 1024 for exempt status.
Seek Exempt Status
Incorporating a nonprofit in the state of
formation only establishes it as a legal business
entity. Creating a nonprofit corporation does
not guarantee the organization will be granted
tax-exempt status by the Internal Revenue
Service (IRS). You must apply for tax-exempt
status with the IRS and be approved. There
are currently 40 different types of exempt
organizations in the Internal Revenue Code.
Only organizations that meet the requirements
of Internal Revenue Code Section 501(a)
are exempt from federal income taxation.
And charitable contributions made to some
Section 501(a) organizations by individuals and
corporations are deductible under Section 170.
Other benefits may include access to
certain grant monies and income and
property tax exemptions.
Determining the correct exempt status for
the organization will depend heavily on who
will benefit from the mission or its purpose,
whether the assets will be dedicated to the
mission, and where funding will come from.
Public Charities and Private
Foundations
Every exempt charitable organization is
classified as either a public charity or a private
foundation. Generally, organizations classified
as public charities are:
Churches, hospitals, qualified medical
research organizations affiliated with
hospitals, schools, colleges, universities,
and other organizations that benefit the
general public;
Have an active program of fundraising and
receive contributions from many sources,
including the general public, governmental
agencies, corporations, private foundations,
and/or other public charities;
Receive income from the conduct of
activities in furtherance of the organization’s
exempt purposes; or
Actively function in a supporting capacity to
one or more existing public charities.
Private foundations usually have a single
major source of funding, typically a gift from
one family or a corporation, and most have as
their primary activity the making of grants to
other charitable organizations and individuals
rather than the direct operation of charitable
programs. Some private foundations, called
private operating foundations, do directly
operate their own charitable programs.
Political Organizations
A political organization subject to Section
527 is a party, committee, association, fund,
or other entity (whether or not incorporated)
organized and operated primarily for the
purpose of directly or indirectly accepting
contributions or making expenditures, or both,
for an exempt function.
Other Organizations
Organizations that meet certain requirements
may qualify for exemption under subsections
other than 501(c)(3). These include social
welfare organizations, civic leagues,
social clubs, labor organizations, and
business leagues.
Application for Exemption
Certain types of organizations are
automatically considered exempt without
actually filing an application with the IRS, most
notably, churches, their integrated auxiliaries,
and conventions or associations of churches.
Others must file either Form 1023, 1023-EZ,
1024, or 1024-A with the IRS seeking status.
All applications are now filed online.
Organizations seeking status under 501c(3)
apply using a 1023 or 1023-EZ form. Others
seek status by filing Form 1024 or 1024-A.
When filing for a 501c3 determination, smaller
organizations may file the simpler EZ Form—
Streamlined Application, 1023-EZ. These
applications are much easier and take less
time complete, and the filing fee is smaller.
Larger organizations will file full 1023 or 1024
forms and require much of the information in
your “business plan.”
To get the most out of your tax-exempt status,
file your Application Form within 27 months
of the date you file your nonprofit Articles
of Incorporation. If you file within this time
period, your nonprofit’s tax exemption when
granted takes effect on the date you filed your
Articles of Incorporation, and all donations
received from the point of incorporation
forward will be tax-deductible. If you file later and can’t show
“reasonable cause” for your delay, your tax-exempt status will begin as
of the date on your IRS Application.
Once You File
Once you submit your application, you will receive an acknowledgment
notice from the IRS confirming receipt of your application. If the IRS
needs more information, an Exempt Organization specialist may
request further information and will contact you and/or your power
of attorney. If you have counsel or another representative assisting
you with your application, contact them immediately regarding the
additional information being requested. Do not try to answer their
questions without their assistance.
Once the IRS completes its review of the exempt application, they will
send you a determination letter, which will either grant your federal
tax exemption or issue a proposed
adverse determination, a denial of tax
exemption that becomes effective
30 days from the date of issuance.
If you receive a proposed denial of
tax-exempt status, you have the right
to appeal and should seek expert
advice immediately. Do not delay;
waiting to reply will risk the denial of
your exemption.
The IRS review process typically
takes several months or longer. Be
prepared to wait. The IRS is currently
processing 95,000 applications
annually. Applicants can review
current wait times by going to the
IRS website: https://www.irs.gov/charities-non-profits/charitableorganizations/wheres-my-application-for-tax-exempt-status. You can
also contact the IRS by phone at 877-829-5500; by fax at 855-204-6184;
or by regular mail at:
Internal Revenue Service
EO Determinations; Attn: Manager, EO Correspondence;
P.O. Box 2508; Room 6-403; Cincinnati, OH 45202.
Compliance Begins Immediately
Unless you qualify for an exception from the requirement to file an
annual return or notice, your filing obligations begin as soon as you
are formed. If you have an annual information return or tax return due
while your application is pending, complete the return by checking the
“Application Pending” box in the heading Item B, and submit the return
as indicated in those instructions. You should also determine when you
are required to begin your state’s compliance filings, as each state has
its own set of requirements.
Setting up an exempt organization can be confusing, to say the least.
The HBK Nonprofit Solutions team is here to help.
Read the full Fall issue of Insights, the HBK Nonprofit Solutions quarterly newsletter.