Hawaii Charity Annual Financial Report Tutorial

Developed by the National Center for Charitable Statistics at the Urban Institute

on behalf of

The State of Hawaii, Department of the Attorney General

The Hawaii Charity Annual Financial Report System was created by the nonprofit National Center for Charitable Statistics at the Urban Institute. It builds on its 990 Online system, which was created to help nonprofit organizations complete their IRS 990s, 990-EZs, and state forms.

Detailed information for Hawaii charities is available on the Hawaii Charity Electronic Filing page: http://efile.form990.org/states/hawaii

The Hawaii Charity Annual Financial Report

• Provides that the report shall be the charity's IRS Form 990 or990-EZ.

• Must be filed with the Attorney General on or before the date that the charity files the Form 990 or 990-EZ with the IRS.

• Requires submission of an audited financial statement if thecharity has over $500,000 in gross revenues, or where the charity prepares an audited financial statement pursuant to a requirement by a governmental authority or third party.  Gross revenues do not include grants from governmental authorities of funds held in trust by the organization.

• Charities must also pay an annual fee through the State of Hawaii's payment portal.

Form 990 Filing Options

• Option 1: Form 990 may be completed on our site and transmitted to Hawaii at the same time that the electronic data is transmitted to the IRS.

• Option 2: Form 990 may be completed on our site or through any other system, uploaded as a PDF file, and then transmitted with the HI Transmittal Form.

• Option 3: Form 990, if done by hand, can be converted to PDF format and uploaded. Then transmitted with the HI Transmittal Form.

For the Hawaii Charity Annual Financial Report, there will be references in our system to the Annual Charity Transmittal

or HI Transmittal Form. The Transmittal Form is used by our system to complete the Annual Financial Report.

Form 990 Filing Options

IRS Form 990

Hawaii Annual Financial Report

Hawaii Annual Financial Report

IRS Form 990

Hawaii Annual Financial Report

IRS & State of Hawaii

Uploaded IRS Form 990

State of Hawaii

State of Hawaii

IRS

Option 1

Option 2

Option 3

Types of Forms: Agencies Transmitted to:

Uploaded IRS Form 990

The Annual Financial Report Process

• Your Login ID – Many organizations will have already created a Login ID in our system when they filed their Registration. Your Login ID is your organization’s EIN without the dash, followed by a two digit number (i.e. 01, 02, etc.).

• Create a New Filing – Our system has three options for creating your organization’s Hawaii Charity Annual Financial Report. These options are based on whether your organization has already filed or needs to file Form 990 with the IRS.

• Complete the Hawaii Annual Financial Report – Inputting the information into the report.

• Verify the Form and then Mark the Form as Complete – The system makes sure all required fields are completed, and then you “lock” in the information in our system.

• Electronically “Sign” or Authenticate – Like pressing Submit.

• Transmittal and Fee Payment - When the form has been accepted, you will receive an email. This e-mail will contain a link that will take you to the Hawaii Attorney General’s website to pay your organization’s Annual Fees.

Use the Create Filing Wizard to Create your Hawaii Charity Annual Financial Report

To begin creating your Annual Financial Report, sign in first by

clicking on “Log In.”

Then select "Create New Filing" from the Quick Menu.

Create Filing Wizard – Step 1 of 4

Important! Your organization’s Fiscal Year should be the same as the Fiscal Year of your organization’s Form 990.

Create Filing Wizard – Step 2 of 4What type of filing

does your organization want to complete?

If your organization, has not completed its

Form 990 and wants to use our system to complete it, select

“YES.”

If your organization, has already completed its Form 990, or does not want to use our

system to complete it, select “NO.”

If you select “YES” to this question you will be asked questions to determine if your organization should file a Form

990 or 990-EZ, and if you are eligible to e-file.

Create Filing Wizard – Step 3 of 4

Specify the States that you would like to file.

For the Hawaii Charity Annual Financial Report,

select “YES” and then these checkboxes.

Create Filing Wizard – Step 4 of 4

Answer the question from the drop-down

menu, and then click the “Next” button.

Create Filing Wizard

Congratulations, you are finished with the Create

Filing Wizard and are ready to begin completing

your Hawaii Charity Annual Financial Report.

By clicking on the “Finish” button, you will be

directed to the Control Panel where you may begin completing your

registration by clicking on the Pencil Icon.

The Hawaii filing has been created.

Click on the “pencil” to start editing.

The Control Panel

The Control Panel

You can get back to the Control Panel anytime

from the homepage at the Quick Menu by

selecting the “Control Panel”

link.

The Filing Status Page

The Filing Status page lets you know if your return has been completed, transmitted to Hawaii, and accepted.

Click on the “pencil” again

to begin.

Begin Editing Your Hawaii Charity Annual Financial Report

Select the “Edit

Transmittal” button to

begin.

Navigation Buttons are at

the top and bottom of

each screen.

Phone Numbers should be entered in nnn-nnn-nnnn

format.

By Selecting the “question mark” button,

a pop-up Help Menu will provide instructions for

completing fields.

By selecting the “View PDFs” link from the Quick Jump menu, you can view draft

PDF files of your filing.

This will take you to the View and Build PDFs page, click on

the “Generate PDF files” button

Your PDF files will take several minutes to generate. You can select the “Refresh”

button to see if they are complete.You can select this link to view the PDF files.

For the Hawaii Charity Annual Financial Report, you can upload PDF files of your Form 990, 990-EZ or Audited

Financial Reports

Uploading PDF files is a 2-Step Process

The first step is to upload the file to our system.

The second step is linking the attachment to a

question.This is a 2-Step Process because an attachment can be used in multiple forms for multiple states.

To begin uploading a

PDF file, select the link for

“Upload New Attachment.”

Then select the “Add a New Attachment”

Button.

From the drop-down menu select “IRS Form

990 or 990-EZ,” and add a description of the type of

file that you are uploading.

Then select the link for “Attach a File.”

Please DO NOT upload Schedule B (Schedule of Contributors) in the same PDF file as the

Form 990 and other schedules and statements.

Please upload separate PDF files.

Select the “Browse” button and the file from your

computer that you would like to upload.

Then select the “Submit” button.

Next select the “Save & Return”

button.

Then Select the “Return” button.

From the drop-down menu, select

the file that you would like to link.

Your PDF file will now be linked to

your Hawaii Charity Annual Financial

Report.

The State of Hawaii requires submission of an

audited financial statement if the

charity has over $500,000 in gross revenues, or

where the charity prepares

an audited financial statement pursuant to a

requirement by a governmental

authority or third party. 

Gross revenues do not include grants from

governmental authorities of funds held in trust by the organization.

The process to uploading and attaching a PDF file of your organization’s audited financial

statements is the same as uploading and attaching your organization’s Form 990.

One individual that can sign for your

organization must be selected.

They will need to authenticate the

return.

They need to be registered with our system, in order for you to select them

here.If officer is not registered, the primary user of an account can add other users. The primary user of the account is generally the person who registers the first account in

our system.

Verification

Select “Verify This Form”

from the Quick Jump menu to

begin the Verification

Process.

Verification – Step 2

When you verify your return, errors will be listed that you will need to correct before you

mark the return as complete.

You can click on error to jump to that part of the return.

Mark as Complete

When your return verifies without errors, you can mark it as complete from the Quick

Jump menu.

Mark as Complete – Step 2

You can select to file your

return electronically

or by mail.

Then you can Mark your return as complete.

Authentication

You can view a final PDF copy of your return

here.

You can begin the

authentication process by

selecting this link.

Authentication – Step 2

Please make sure that your e-mail address

is correct.

Authentication – Step 3

Select “Sign Filing” if you

agree with the Declaration.

Authentication – Step 4

You should receive an e-mail like this

from efiletechsupport@

urban.org.

Select this link to complete the

authentication process.

Authentication – Step 5

Select the “Certify” button to complete the Authentication

process.

Transmission & Payment

Congratulations! Once you complete the authentication process, you have completed the electronic filing process.

You should receive an acceptance e-mail that your return has been transmitted

within 24 hours.

This e-mail will contain a link that will take you to the

Hawaii Attorney General’s website to pay your

organization’s Annual Fees.