ROC Compliance Calculator

The Registered Organisations Commission’s calculator helps organisations, their branches, officers and members understand legislative deadlines.

The calculator provides information on loans, grants and donations statements, financial reporting, annual returns, Officer and Related Party (ORP) statements, elections, notifications of change and governance training.

This calculator is not a replacement for your organisation’s rules or the legislation.  

Instructions:

  1. Select your financial year end.
  2. Expand the section of the calculator that deals with the topic you are seeking information on.
  3. Insert your organisation/branch's specific dates.
  4. Check those dates match the timeframes provided in the calculator.

Some sections of the calculator will not fill in, or be able to be filled in, until actual dates are supplied.

It is not recommended that tasks are done on the last possible day.

 

End of Financial Year:

Sunday, 30 September 2018

The Loans, Grants and Donations Statement is required under s. 237 of the RO Act. It must include the details of any loan, grant or donation over $1000. It must be lodged with the ROC within 90 days after the end of the financial year.

For further information please see our fact sheet.

Statement is due:

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Under s. 253 the General Purpose Financial Report must be prepared by the reporting unit as soon as practicable after the end of the financial year. It must include the financial statements, notes, committee of management statement, section 255(2A) report and may include the Officer Declaration Statement. These documents must be audited by a registered auditor.

For further information please see our financial reporting page.

The full report includes the General Purpose Financial Report, the Operating Report, and the Auditor’s Report (s.265). The default timeline under s. 266 is for the full report to be presented to an AGM within 6 months of the end of the financial year. The full report must also be provided to members 21 days before the date of the meeting (s. 265). The full report must then be lodged with the ROC with a Designated Officer’s Certificate within 14 days of the AGM (s. 268).

For further information please see our financial reporting page.

The AGM will be held:

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The Report will be provided to members:

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The Report will be lodged with ROC:

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The full report includes the General Purpose Financial Report, the Operating Report, and the Auditor’s Report (s. 265). If the organisation/branch’s rules contain a 5% rule (see below), the full report can be presented to a SECOND Committee of Management meeting instead of an AGM (s. 266). This meeting must occur within 6 months of the end of the financial year and then the full report must be lodged with the ROC with a Designated Officer’s Certificate within 14 days of the meeting (s. 268). The full report must be provided to members within 5 months of the end of the financial year (s. 265) and prior to lodgement with the ROC in order to complete the Designated Officer’s Certificate.

For further information please see our financial reporting page.

A 5% rule is a rule that enables five per cent of the members or fewer to call a general meeting for the purposes of considering the financial report.

The (second) COM Meeting will be held:

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The Report will be provided to members:

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The Report will be lodged with ROC:

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The Annual Return of information contains various information including the offices, holders of office, the organisation and its branches (s. 230). It is NOT the financial report of the organisation. The Annual Return must be lodged by the 31st of March.

For further information please see our Annual returns page.

The xxxx Annual Report will be lodged:

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The xxxx Annual Report will be lodged:

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Notifications of change are required to be lodged under s. 233(2). Any change to the records that form part of the Annual return must be notified within 35 calendar days. The notification cannot be made before the change has occurred. The requirement includes changes to the name or addresses of the organisation, branches, office holders and the offices themselves. There is a template to assist with this process and it must be signed by an officer.

For further information please see our notification of changes page.

The Change will take effect on:

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The Notification of Change will be lodged:

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Officer and Related Party Disclosure Statements are required under section 293J to be completed by all branches and organisations, even those branches that do not have financial affairs. It includes information on the relevant remuneration of the top ranked officers, their non-cash benefits and payments to related parties or declared persons or bodies. Relevant remuneration can include remuneration from boards. It must be provided to members and lodged with the ROC within 6 months after the end of the financial year.

For further information please see our Disclosure obligations page.

The ORP will be provided to members:

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The ORP will be lodged with the ROC:

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Prescribed information for elections must be lodged at least two months before the nominations in the election are due to open (s. 189, reg 138). The date nominations open is controlled by an organisation’s rule book. Rule books are published on the Fair Work Commission’s website: www.fwc.gov.au. Prescribed information can contain multiple stages at once; for example a first stage electing a Committee of Management and a second stage electing a President or Secretary from the Committee members.

For further information please see our elections page.

When an officer takes office will be controlled by the rules of the organisation. Once they take office, a notification of change must be lodged within 35 days. Officers with financial duties must undertake financial governance training within 6 months of taking office.

Nominations open on:

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Prescribed Information will be lodged:

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Person will take office on:

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The Notification of Change will be lodged:

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Officer Training must be completed:

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Optimal compliance

The calculator includes practical limitations as well as legal requirements to ensure optimal compliance for organisations and their branches. 

For instance it restricts:

  • the earliest time an AGM can occur to ensure that the full financial report is able to be provided to members 21 days before the AGM or 
  • the last date for providing the report to members to ensure that the Designated Officer's Certificate can be fully completed for lodgement with the ROC.

Disclaimer

The calculator is not a replacement for your organisation’s rules or the legislation. It is designed to be guidance only. If you are uncertain or unsure of the timeframes and how they impact your organisation/branch, you may wish to seek legal advice.

The calculator assumes the financial year occurs at the end of the chosen month – if this is not correct, the calculator will not supply accurate information.