Financial Reporting for All Organizations (Exempt and Non-Exempt)

WHO MUST FILE?
All Charitable Gaming Permit holders must file an Annual Financial Report (Form 101) with the Division of Charitable Gaming. Form 101 must also be filed by any organization having funds on hand as of January 1st that were derived from charitable gaming. Form 101 must be filed annually until all funds have been disbursed in accordance with the Code of Virginia, even if the organization has ceased conducting charitable gaming activities.

All Charitable Gaming Permit holders realizing any gaming receipts in any quarter must file Form 102 for that quarter with the Division of Charitable Gaming.

If you need help filing your financial report, please send an e-mail to: Financial Reports Assistance

Please provide your (Division of Charitable Gaming) DCG number, name, and telephone number where you can be reached. Division staff will call you for assistance in filing this report.

WHAT MUST BE FILED?
Form 101 and Form 102
Annual Reports (Form 101) and Quarterly Financial Reports (Form 102) must be filed on the Division of Charitable Gaming forms. No other form or format may be substituted for this form. Photocopies of the DCG forms are acceptable.

Financial Reporting Forms (in the Forms Section)

WHEN TO FILE?
Form 101 is on or before March 15th of each year. The report shall cover all charitable gaming activities for the prior calendar year.

Form 102 shall cover all charitable gaming activities for the report quarter.

Quarter dates and report due dates are listed below:

Quarter	Begin Date	End Date	Report Due Date
First Quarter	January 1	March 31	June 1
Second Quarter	April 1	June 30	September 1
Third Quarter	July1	September 30	December 1
Fourth Quarter	October 1	December 31	March 1

EXTENSIONS
Requests for an extension must be received 15 days prior to the report’s due date. The extension will be granted only for the filing of the report, not for the payment of fees. Payment of estimated audit and administration fees must accompany any request for an extension. Extensions are not automatic and are granted only for compelling hardship reasons. No extension will be granted if the audit and administrative fees due have not been paid. All questions concerning extensions should be directed to Wayne Matthews, Accountant at (804) 786-3022 or wmatthews@dcg.virginia.gov.

WHERE TO FILE?
Completed financial reports should be mailed to the following address:

CAN THESE REPORTS BE FILED ON-LINE?
Both the Quarterly and Annual Reports can be filed on-line. Only registered users may access the on-line financial submission program. In order to become a registered user, the organization’s President must complete the registration form on the Registration for On-Line Submission page and mail it to:

Allow at least two weeks for DCG to process the on-line registration. Once approved, the Division will email the user a temporary User ID and Pin# with instructions for accessing on-line financial filing.

FAILURE TO FILE
Organizations are subject to a late filing penalty of $25 per day from the due date. Pursuant to section 18.2-340.30 E of the Charitable Gaming Statute; "Failure to file reports within 30 days of the time such reports are due shall cause the automatic revocation of the permit, and no organization shall conduct any bingo game or raffle thereafter until the report is properly filed and a new permit is obtained."

REQUIRED SIGNATURE
The President or Chief Executive Officer of the organization must sign the report. A report is not considered complete and received unless signed by the President or other Chief Executive Officer.

FEE DUE
Non-Exempt organizations must pay an audit and administration fee of 1.125% of Total Receipts (line 10 of the form). Volunteer Fire Departments, Rescue Squads and Auxiliary Units thereof, are exempt from paying the audit and administration fee.

Organizations not submitting reports on or before the due date must pay a $25.00 per day late filing fee. Volunteer Fire Departments, Rescue Squads and Auxiliary Units thereof are not exempt from paying late fees.

All fees (audit and administration and late fees) must accompany Form 101 and Form 102. Checks must be made payable to the "Treasurer of Virginia".

A report is not considered complete and received unless it has been signed and the audit and administration fee has been paid.