“We Got Our 501(c)(3), So We’re Set… Right?”

You started your nonprofit, filed the forms, and hired a service or professional to handle the

setup. They helped you incorporate, apply for 501(c)(3) status, register as a charity in your

state, maybe even open payroll tax accounts. Eventually you got the determination letter,

registration confirmations, and a neat folder of PDFs.

It feels like a finish line.

Most nonprofits treat that moment as, “We’re done. We’re official. We’re set.” But those initial

registrations are not a lifetime pass. They’re a key that opens the door. After that, compliance becomes an ongoing responsibility—and in the eyes of the state and the IRS, that responsibility belongs to your organization.

One of the most common misconceptions I see is the assumption that the company or

professional who handled the initial setup is now quietly keeping everything current forever.

Unless you signed a clear, ongoing agreement that includes renewals and annual filings, they aren’t. They handled your starting paperwork. They are not logging in every year to renew registrations, file annual reports, or answer state notices.

Accountants, auditors, and advisory firms can absolutely help. They often prepare forms, flag deadlines, and explain confusing notices. But more and more, states are moving nonprofit compliance into online portals tied directly to your organization.

Those portals:

● Live under your email address

● Send codes to your staff or board’s phones

● Often restrict third‑party access

In practice, the people who can actually log in and submit are you and your team, not your

outside professionals.

This matters most with state charity registrations. Many leaders think, “We registered once;

we’re good.” In reality, most states treat charity registration as an annual obligation. If you have a physical office in a state, employees there, or receive a meaningful share of donations from that state, they may expect:

● An initial charity registration, and

● A renewal filing every year

For organizations fundraising online or nationally, that can easily mean ten or more states. It’s common to see nonprofits whose fundraising has grown far beyond their original “home” state, while their registrations never followed.

Firms like ours often step in to gather data, interpret the rules, and prepare the filings. In some states we can submit by mail or email. But in many places, the final step lives in an online portal that only your organization controls. We can prepare every schedule and attachment; we just can’t always press “submit” for you.

That’s why one of the most practical steps a nonprofit can take is to assign clear internal

ownership. Usually this is a board secretary or a specific staff member, responsible for:

● Maintaining a secure list of state logins

● Confirming access each year

● Sitting down at renewal time to complete submissions

We work alongside that person. We prepare, you submit. If filings don’t get made, though,

regulators don’t look to the auditor or advisor first. They look to the nonprofit. Missed

registrations can mean late fees, limits on your ability to solicit in certain states, and awkward questions from donors or grantors when they check your status.

The same pattern exists with annual corporate reports, payroll tax filings, and Form 990s. You

can outsource the prep work; you cannot outsource the ultimate responsibility.

If you’re thinking, “We’re all volunteers; we don’t have time for this,” you’re not alone. The

solution isn’t turning everyone into compliance experts. It’s building simple structure:

● A basic calendar of key deadlines

● One or two point people with portal access

● Professional partners who prepare filings and warn you when something needs attention

Getting your 501(c)(3) and initial registrations was an important milestone, but not the end of the story.

Compliance for a nonprofit is less like a project and more like regular maintenance. With the right systems and support, it doesn’t have to be overwhelming—but it does have to be ongoing. You can bring in experts and tools to make the work lighter, but in the end, the responsibility rests with you and your board.

About the Author: Melinda Kasper, MBA, CNAP

Melinda Kasper, MBA, CNAP, is the owner of Wolverine Precision Financial Operations Group, a firm specializing in nonprofit accounting, financial operations, and grant management. With over a decade of experience serving mission-driven organizations, she helps nonprofits strengthen internal systems, ensure compliance, and build financial clarity that supports long-term sustainability.

Melinda brings a blend of hands-on nonprofit leadership, entrepreneurial experience, and advanced financial training. She has partnered with organizations across sectors to design and refine workflows, implement strong internal controls, and translate financial data into practical insights for boards and leadership teams.

She holds a Master of Business Administration (MBA) with a concentration in Finance and has completed advanced training through the Certified Nonprofit Accounting Professional (CNAP) program. Her professional development also includes coursework with Harvard Business School Online and 365 Financial Analyst.

Wolverine Precision Financial Operations Group is headquartered in West Michigan and Philadelphia and proudly serves nonprofit clients nationwide.