[et_pb_section fb_built=”1″ custom_padding_last_edited=”on|phone” _builder_version=”4.23″ custom_padding_tablet=”” custom_padding_phone=”0px||||false|false” da_disable_devices=”off|off|off” locked=”off” global_colors_info=”{}” da_is_popup=”off” da_exit_intent=”off” da_has_close=”on” da_alt_close=”off” da_dark_close=”off” da_not_modal=”on” da_is_singular=”off” da_with_loader=”off” da_has_shadow=”on”][et_pb_row column_structure=”1_3,2_3″ _builder_version=”4.23″ background_size=”initial” background_position=”top_left” background_repeat=”repeat” width=”100%” custom_padding=”||0px||false|false” global_colors_info=”{}”][et_pb_column type=”1_3″ module_class=”table-contents” _builder_version=”4.23″ background_color=”#f3f2f6″ custom_padding=”25px||25px||true|false” sticky_position=”top” sticky_limit_bottom=”section” sticky_position_tablet=”top” sticky_position_phone=”none” sticky_position_last_edited=”on|desktop” border_radii=”on|24px|24px|24px|24px” global_colors_info=”{}” custom_padding__hover=”|||”][et_pb_text _builder_version=”4.23″ text_font=”||||||||” global_colors_info=”{}” background__hover_enabled=”on|desktop”][\/et_pb_text][\/et_pb_column][et_pb_column type=”2_3″ _builder_version=”4.16″ custom_padding=”|||” global_colors_info=”{}” custom_padding__hover=”|||”][et_pb_text admin_label=”Intro” _builder_version=”4.27.6″ header_2_font_size=”32px” hover_enabled=”0″ header_2_font_size_tablet=”30px” header_2_font_size_phone=”26px” header_2_font_size_last_edited=”on|tablet” global_colors_info=”{}” sticky_enabled=”0″]<\/p>\n
Volunteers and donors are the lifeblood of most Australian charities and not-for-profit organisations. But alongside their innate missions comes a stack of compliance duties, including volunteer safety and screening, donor receipts, annual reporting, and more.<\/p>\n
Thankfully, we\u2019re here to give you a complete breakdown of the essentials of volunteer management, donor reporting, and day-to-day compliance, so you and your fellow do-gooders can focus on impact while staying compliant.<\/p>\n
[\/et_pb_text][et_pb_image src=”https:\/\/www.reckon.com\/au\/wp-content\/uploads\/2025\/10\/Volunteer-life-cycle.png” alt=”Volunteer life cycle” title_text=”Volunteer Life Cycle” align=”center” _builder_version=”4.27.4″ _module_preset=”default” global_colors_info=”{}”][\/et_pb_image][et_pb_text admin_label=”Body” _builder_version=”4.27.4″ header_2_font_size=”32px” header_2_font_size_tablet=”30px” header_2_font_size_phone=”26px” header_2_font_size_last_edited=”on|tablet” global_colors_info=”{}”]<\/p>\n
It can be helpful to think of managing volunteers as a clear, repeatable lifecycle in five basic steps:<\/p>\n
Figure out the specifics of the role, how much of a time commitment is needed (including micro volunteering options), the location, and the skills you need. Then advertise volunteer opportunities where your community already is \u2013 on social media, community boards, volunteer centres, etc. Good ads make it so much easier to engage with the right people.<\/p>\n
Match the screening to the risk. That can include things like reference checks<\/a> and any mandated checks (e.g. a Working With Children Check, depending on your program and state\/territory). As a volunteer-involving organisation, you are also responsible for giving volunteers a safe environment and protecting them so far as is reasonably practicable \u2013 think risk assessments, inductions, and incident reporting among other measures.<\/p>\n Give them a short but practical induction. Cover off your mission, code of conduct, privacy basics, safety procedures, who to ask for support and how to record their volunteer time. Make sure your practices line up with the National Standards for Volunteer Involvement<\/a>, too.<\/p>\n Nominate a contact person, check in with them regularly and record all the \u2018volunteer impact information\u2019 (hours, outputs, outcomes). Recognition doesn\u2019t need to be fancy \u2013 a simple shoutout, certificate, reference, or new learning opportunities can keep people engaged.<\/p>\n Thank your volunteers and collect feedback from them. A streamlined exit will help you improve your programs and protect your organisation\u2019s internal controls (e.g. removing former volunteers from being able to access your systems).<\/p>\n Lots of Australian charities try to get a deductible gift recipient (DGR) endorsement so that donors can claim a tax deduction. Most organisations apply for DGR through the ACNC registration process (or with the Australian Taxation Office). Make sure you keep your registration details and governing documents up to date, because any changes can impact your status.<\/p>\n If your organisation issues receipts for tax-deductible gifts<\/a>, the ATO sets out minimum content rules (e.g. your organisation name and ABN, the date and amount, as well as a statement that the gift is for a DGR). Missing information can cause headaches \u2013 so standardise your template across all programs and fundraising events. Also remember that if a donor gets a material benefit (like a gala dinner seat), that payment is not a deductible gift.<\/p>\n You also handle personal information about donors. The Privacy Act 1988 and Australian Privacy Principles<\/a> set out expectations for collection, use, security and access requests \u2013 use a basic privacy notice, restrict all access to donor data and set up \u2018least access\u2019 permissions in your CRM.<\/p>\n If you\u2019re registered for GST, you\u2019ll lodge a BAS and report goods and services tax collected (on taxable supplies) and input tax credits on purchases. Charities and certain not-for-profit organisations can take advantage of GST concessions \u2013 including special rules for fundraising events, raffle or bingo sales, as well as some non-commercial activities. Each of these concessions affect how you remit GST, claim GST credits, and calculate GST turnover for registration.<\/p>\n Here are some examples that will shine further light on how it all works:<\/p>\n Reimbursing one of your volunteers does not automatically let you claim input tax credits. The ATO says<\/a> charities are generally not entitled to GST credits<\/a> on reimbursements to employees, partners, or volunteers, except in a few limited situations. If you reimburse, keep the tax invoice and check the ATO rules before trying to make a claim.<\/p>\n Most charities have to submit an Annual Information Statement<\/a> to the ACNC every year. The statement discloses your organisation\u2019s activities, finances, and governance \u2013 and late lodgement means you risk penalties and, in serious cases, revocation.<\/p>\n Beyond the statement, your governance obligations include meeting the ACNC\u2019s Governance Standards (e.g. acting with due care and diligence, managing your financial affairs responsibly, keeping appropriate internal controls, etc.). Keep minutes, resolutions, and policies up to date \u2013 especially any conflicts of interest, fundraising, safeguarding, and privacy information.<\/p>\n If you\u2019re DGR-endorsed, you also need to be in compliance with the tax law conditions attached to your DGR category (e.g. purpose and public benefit), as well as make sure all donations and tax-deductible gifts are applied to your stated charitable purpose.<\/p>\n And don\u2019t forget to comply with state\/territory fundraising licences and rules when collecting donations in public or online.<\/p>\n Here\u2019s a simple breakdown of what to do and when:<\/p>\n Great volunteer management and donor reporting are essential admin tasks that can make or break your trustworthiness as a non-profit and risk controls.<\/p>\n If you\u2019re not sure about a particular issue (such as whether you can claim GST credits on a complex fundraising event, or whether a grant is a taxable supply), always check with the Australian Taxation Office and ACNC advice, or speak to your accountant as soon as possible. Asking a few \u2018silly questions\u2019 today beats having to pay penalties later on.<\/p>\n [\/et_pb_text][ba_social_share icon_bg=”#03002e” icon_padding=”10px|12px|10px|12px|true|true” layout=”classic” show_text=”off” btn_padding=”0px|0px|0px|0px|false|false” btn_bg_color=”RGBA(255,255,255,0)” _builder_version=”4.23″ _module_preset=”default” custom_margin=”50px||||false|false” custom_padding=”25px||||false|false” custom_css_before=” content: %22SHARE THIS%22;|| font-size: 16px;|| font-weight: 700;|| line-height: 22px;|| letter-spacing: 0em;|| text-align: center;|| color: #ff5447;|| margin-bottom: 10px;|| display: inline-flex;|| position: absolute;|| margin-top: 10px;” border_width_top_main=”1px” border_color_top_main=”#e4e4e4″ border_radii_icon=”on|5px|5px|5px|5px” global_colors_info=”{}” custom_css_before_last_edited=”off|desktop”][ba_social_share_child _builder_version=”4.23″ _module_preset=”default” global_colors_info=”{}”][\/ba_social_share_child][ba_social_share_child network_type=”facebook” _builder_version=”4.23″ _module_preset=”default” global_colors_info=”{}”][\/ba_social_share_child][ba_social_share_child network_type=”linkedin” _builder_version=”4.23″ _module_preset=”default” global_colors_info=”{}”][\/ba_social_share_child][ba_social_share_child network_type=”email” _builder_version=”4.23″ _module_preset=”default” global_colors_info=”{}”][\/ba_social_share_child][\/ba_social_share][\/et_pb_column][\/et_pb_row][\/et_pb_section]<\/p>\n","protected":false},"excerpt":{"rendered":" Volunteer management is a crucial part of running a charity. Here\u2019s how to do it effectively alongside your compliance tasks. <\/p>\n","protected":false},"author":35,"featured_media":297844,"menu_order":0,"template":"","format":"standard","meta":{"_et_pb_use_builder":"on","_et_pb_old_content":"","_et_gb_content_width":"","inline_featured_image":false,"_lmt_disableupdate":"no","_lmt_disable":"","footnotes":""},"sbh_category":[380],"class_list":["post-297826","sbh","type-sbh","status-publish","format-standard","has-post-thumbnail","hentry","sbh_category-not-for-profit"],"yoast_head":"\n3. Onboard and train<\/h3>\n
4. Supervise and recognise<\/h3>\n
5. Exit well<\/h3>\n
Donor reporting 101: DGR, receipts, privacy and more<\/h2>\n
BAS, GST and some \u2018services tax\u2019 scenarios<\/h2>\n
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Volunteer expenses and GST credits<\/h2>\n
Financial reporting and nonprofit compliance<\/h2>\n
Getting into a compliance rhythm<\/h2>\n
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