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Public Notice
The Board’s attention has been drawn to reports that ETrs are being directed to pay subscription fees to the ETrs Council or they face deregistration.

The Board wishes to clarify to members of the public, ETrs and other stakeholders that ONLY the ETrs CO-ORDINATION BOARD has the power to suspend or deregister any registered ETrs for violating the law.

The Board has NOT made any resolution in the recent past to deregister any NGO.

The Board wishes to inform all ETrs that membership to the ETrs Council is voluntary.

The Constitution of Kenya provides for the right to Freedom of Association which includes the right to form, join or participate in the activities of an association of any kind.

By Management

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In case of complaint about Board staff or services, please use any of the following contact to report:
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Administrative Guidelines for Submission of Annual Returns

General guidelines for Annual Returns

A) Administrative guidelines for Annual Returns


Returns are due within three (3) months after the completion of the financial year of an organization.


The financial year of an organization is as stated in their constitution and this can not be changed without express permission from the Board (see requirements for change of constitution)


Each NGO is obliged to know its financial year and should contact the Board in case of doubt.


ETrs have 3 months subsequent to the end of their financial year to prepare and submit audited accounts.


ETrs whose returns are outstanding and are alerted to the same have 21 days within which to submit the returns, failure to which action will be taken against them. ETrs who submit late returns have 21 days to pay the penalty failure to which action will be taken against them.


A filing fee of KES 2,000 should accompany annual returns. The NGO Board discourages filing of nil returns since this implies the NGO is dormant; and this can form a basis for reviewing the ETrs registration. Organizations are encouraged not to base their reports solely on donor funding but to documents as well, contributions from directors in terms of voluntary work and provision of premises as well as contributions from the community. This could be presented as an addendum to form 14


B) Process for submission

Returns should be submitted on a duly filled Form14

ETrs should respond to all the relevant parts of Form14 and should not refer to auxiliary documents. ETrs may key in Form14 and reformat it to accommodate more information if necessary. ETrs are encouraged to file annual narrative reports alongside Form14, and those organizations that do not provide sufficient information on Form14 will be additionally, asked to submit narrative reports.


ETrs with receipts of over KES 1,000,000 per annum must submit audited accounts. Audits should be conducted by registered accounting firms. Financial information should be stated in Kenya shillings as far as possible


C) Guidelines for filling Form14

Period– Refers to a 12 month reporting period based on the ETrs financial year i.e. if the organization's financial year is January to December then the reporting period should be stated “ the period ending December 200_?.

Classification by sector. Refers to the key sector the NGO engages in i.e. Health, Agriculture, Micro finance, HIV/AIDS e.t.c.


D) Personnel

Staff Establishment –Please indicate if staff are volunteers or formally employed. Local Staff- Refers to Kenyan staff employed by the organization. Previous year staff refers to the number of Kenyan staff employed by the NGO in the year previous to the current report. Current Year staff refers to the number of Kenyan staff employed by the NGO in the year under review.

E) Funding

Turnover- Refers to the sum total of new employees and employees who have left the NGO in the period under review. Total amount refers to the total receipts by the NGO for the year in review stated in Kenya Shillings. Where Banked- Refers to the specific bank(s) plus branches where the NGO's money has been banked. Amount spent on Project refers to the specific amounts spent directly on project activities and should specify the projects and amounts spent. It might be necessary to provide a narrative report for this.


Amount spent on administration- Refers to operational costs e.g. rent, as well as utilities like water, telephone maintenance costs etc

Personnel emoluments- Refers to staff salaries, allowances and benefits

Other running costs- Refers to costs not covered above


F) Programmes/Projects

Projects Continued from the Previous year- Refers to projects implemented in the previous year whose implementation was carried forward to the period in review. Projects started during the year-Refers to projects whose implementation started in the year/period in review. Projects completed during the year- Refers to projects whose implementation started earlier or within the reporting period and which implementation was completed in the period in review. It is useful to state the geographical localities where the projects were carried out.

Contribution by the Local Community: Requires the NGO to describe any contributions made towards the implementation of their projects by the communities they work with in terms of Labour, materials and cash. ETrs are encouraged to compute contributions of materials and labour in terms of their monetary value. Nature of Programmes carried: Requires a description of the programs implemented by the NGO stating nature of activities, target group and numbers reached.


Critique of the Program: Requires the NGO to briefly highlight achievements, lessons learnt and proposed way forward.

Staff Development: In house training- Refers to training offered internally by the NGO to its staff.

Other Training: Refers to trainings provided for staff through external sources i.e. through consultants, scholarships, by donors etc

Nature of Collaboration /Interaction with other organizations: Describe collaborations and networks with other organizations other than government institutions giving details on these organizations

With Government Institutions: Describe collaborations and networks with government institutions giving details on the specific government institutions and nature of collaboration

Information on the Status of equipment imported and exempted from duty and tax: Requires the NGO to inventory equipment acquired duty free, state of repair and where located as well as what the equipment is currently being used for.


NOTE: The NGO Coordination Board is aware that Form14 has limitations and is in the process of reviewing it. Suggestions from ETrs and other stakeholders on how best this can be done are welcome.

The Non-Governmental Organisation Co-ordination Board, Co-op Bank House, 15th Floor, Haile Selassie Avenue.
P. O. Box 44617-00100 Nairobi, Kenya. Tel: +254-20-2213938/4044/4231/4487/4813/4821. Fax: +254-20-2214801. Email:
[email protected]