How to issue a tax receipt for a participant

Introduction
  1. CRA Guidelines
  2. How to retrieve needed information to issue a tax receipt
  3. Important changes for 2017
  4. Tax Receipt Template

 

Introduction

In Scouts Canada, the Group level of the organization is currently responsible for issuing tax receipts to members that register via paper form at their group.

 

Members who registered their youth online on myscouts.ca, are automatically issued a tax receipt upon completion of their self-registration process, and can also retrieve copies via Myscouts.

 

The following information is therefore applicable to receipts for paper registrations only.

 

CRA Guidelines

Tax receipts must conform to the standards of the Canadian Revenue Agency as per the instructions available on their website. 

 

How to retrieve needed information to issue a tax receipt

 

To retrieve the information required by the CRA to issue a receipt, you can use the Membership Listing report on myscouts.ca to download your group's membership details into an Excel file, and use the Quick Report feature on your section's profile to access the parent information (the Membership Listing report does not contain the parent information).

Attached to this entry is a tax receipt template that groups may use to provide documentation to their participants' families. If completed fully, it adheres to the requirements for the Child Fitness Tax Credit.

Important: If a participant has had their registration fees subsidised, (ie. No one left behind) then this subsidised portion of their registration fee is not eligible to be included in the receipt amount.

 

Important Changes for 2017

As of 2017, the Child fitness rebate will no longer be offered by the Canada Revenue Agency. Any registrations completed as of January 1st 2017 will not be eligible for this rebate and a tax receipt is not required. For more information please visit this article.

 

Help Centre

Still need help? Please feel free to contact the Scouts Canada Help Centre:

Scouts Canada Help Centre

helpcentre@scouts.ca

1-888-855-3336

Have more questions? Submit a request

Comments

  • Avatar
    Brent McLean

    Would be nice to have a Microsoft Word version of the Tax Receipt template. Then I can add fields to the template that can read the data from the Excel spreadsheet. 

  • Avatar
    Brent McLean

    Here's the word version of the pdf file. Next step is to add the merge fields. If I have time I'll do that and post it here. 

  • Avatar
    Brent McLean

    BTW - The other missing piece of information, the actual amount paid, is in the BATCH reports. 

  • Avatar
    John Laidlaw

    What I've found is that I can save some PDF's as Word or WordPerfect documents - which makes them accessible for MailMerge processes.

    (At the moment, I still prefer WP to MSW - there are functionalities in it that far out-do those in Word, yet it will save to that format. One of these is the ability to build a table in the document that will accept and calculate formulae - sums, tax values, and the like - rather than having to import all my data from a spreadsheet.)

  • Avatar
    David White

    Hi Brent:

    Here are some additional thoughts:

    • The text of the pdf refers to Scouting Registration and Groups which put on a program of "going to CJ" or "taking a canoe trip" are offering programs which are also eligible as receipts for tax credit purposes if the receipts are appropriately formatted with sufficient information.  This second use has to first be claimed as child care but when that has been topped out can be used for the tax credits with respect to children's activities.
    • Using the amount in the batch report as the actual amount is dangerous.  Truly it reflects the cost of registering the participant, but part of that cost may have been paid by "No One Left Behind", or the Group itself.   In a separation with split custody part may have been paid by one parent and part by another.   Remember, CRA's requirement is that the actual payer's name and the amount he/she actually paid has to be on the receipt for it to be acceptable as for tax credit purposes.
  • Avatar
    Bob Langford

    Alex

    Check the link to the child tax credit.  it does not work now.

     

    try  http://healthycanadians.gc.ca/kids-enfants/physical-physique/tax-credit-impot-eng.php

     

    YiS

    Bob Langford 

  • Avatar
    David White

    I just tried < http://www.cra-arc.gc.ca/fitness/> and I got to the CRA version of the information OK..maybe the site was down for a moment

  • Avatar
    Linda Scarfo

    The amount is NOT claimed under Fitness, but under ARTS tax credit - I do taxes for H&R Block and have the details of the items that can be claimed.

  • Avatar
    Brian Gilchrist

    Actually Linda, while Scouting is specified for the arts tax credit, it does meet the definition for items that can be claimed under the fitness tax credit as well. Also, SC has been providing a support and position letter for this since the fitness tax credit was introduced.

  • Avatar
    Brian Gilchrist

    Sorry, I should clarify my previous comment.

    SC took the position when the Children's Fitness tax credit was introduced that scouting met that criteria.

    However, it also meets the criteria listed in the Arts credit. 

    Now, depending on the age and section, it may be clearer to claim it one than the other. For example, a beaver colony that spends a lot of their time playing games in their meeting would be closer to the Fitness aspect than a scout troop that spends a substantial time camping and hiking. In the end though, the responsibility lies with the parents to ensure it is claimed under the appropriate category

     

    I

  • Avatar
    Peter Smith

    In January  we will be able to create the tax receipts for 2013.  Could there a SC Guide to creating these with sample (and yet working) merge fields defined in both Word and Excel files to make this simple for the less tech-savvy registrars?  Perhaps a dedicated report that provides the correct headings in Excel?  I know we would have to populate parent details and amounts, but everything else should be originating from Myscouts.

    Also, there should be a template that provides 4 records per 8.5x11 and therefore saving a few trees.  A <<section name>> field would also help to sort the receipts for handing out to the sections.

    Some day this will be automatically generated by Myscouts and emailed to each member like the Guides have done for years?

     

     

  • Avatar
    David White

    Hi Peter:

    If you go to the North Waterloo Area internet site and examine the "Forms & Documents" page there (link: http://nw.scouter.ca/index.php/forms-documents), you will find a section near the bottom called "Receipt Maker" which allows you to download three file.

    1st is the "Guide"

    2nd is the spreadsheet to enter the data not in MyScouts

    3rd is a Word Mail Merge to produce 2-up receipts (sorry only save some of the trees that 4-up would

    As well you download a MyScouts.ca membership report and your MyScouyts.ca batch report. Start it all up and out pops your receipts

    It also has a sort capability so that you can sort the payers. A papyer with both a Beaver and a Cub can be sorted together to be easy to hand out at one or other of the Section meetings.

    Check it out, I think you will find it comes close to what you asked for

    YiS

    David White

    Registrar

    24th Kitchener Group

  • Avatar
    David White

    P.S.

    I just made some changes to support the latest Batch Report Column Name changes.  the "Member Name" column has become the "First Name" & "Last Name" columns.   Give our Webmaster a couple days to upload the new spreadsheet

  • Avatar
    Peter Smith

    Thanks David.  Something to play with over the holidaze.  While I applaud your awesome Excel talents, it is unfortunate a report from Myscouts could not reduce the amount of parental data to be entered.  A streamlined receipt just for registration is also something I will try to get going.  Happy Holidays.

  • Avatar
    David White

    I agree AND it is equally unfortunate that the Batch reports don't allow more applicable transaction info too.

  • Avatar
    David White

    Hi Peter:

    Another thought: If you are thinking of entering a "Request a Feature" on the topic of streamlining so that what is entered into MyScouts.ca could come out in a form user-friendly to the administrative Scouters at the Group level, then you might find the following "Request a Feature" helpful

    "More data in the Batch Detail Report" which is

    https://myscouts.zendesk.com/entries/21648620-More-data-in-the-Batch-Detail-Report

    I entered it last Scouting year. You'll find things that should be changed (I've learned more since doing that "Request a Feature" :-) But the ideas are there for the information that needs to be able to be captured at creation time so that streamlined reports could be produced.

  • Avatar
    David White

    I'd like to thank Bill Swan for sending a heads-up that the comment in this entry that has a link to the Receipt Maker files on the North Waterloo site has an error.

    For some weird reason, the link errantly includes the ">" at the end.   The real link should be:

                                       http://nw.scouter.ca/index.php/forms-documents

    YiS

    David

  • Avatar
    British Columbia / Yukon Service Centre

    The link for the receipt does not seem to work?

  • Avatar
    Dennis Peters

    Many thanks to David White and Northwaterloo group for making the receipt maker. Just to note that the updated link is http://northwaterloo.scouter.ca/index.php/forms-documents

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