According to article 29.4 of the “Law on Non-governmental Organizations (public unions and funds)” of the Republic of Azerbaijan, NGOs should submit annual financial reports to the Ministry of Finance no later than 1th of April. Annual financial reports should be submitted to the Ministry of Finance of the Republic of Azerbaijan no later than 1th of April of the following year after the reporting period ended.
“Form, content and submission procedure of annual financial report of Non-governmental organizations” was approved by the decision №201 dated 25 December 2009 of Cabinet of Ministers of the Republic of Azerbaijan. Amendment was made to the mentioned Rule by the decision №16 dated 27 January 2015 of Cabinet of Ministers of the Republic of Azerbaijan. According to the decision, number of financial reports of non-governmental organizations decreased and identified as follows:
- On financial condition;
- Report on the results of financial activities;
- Significant accounting policy and explanatory notes;
In addition, a separate reference form on absence of financial activity has been approved. In the absence of financial activities of NGOs, they should only fill out the form and submit to the Ministry of Finance of the Republic of Azerbaijan.
Since 2015, reports by Non-governmental organizations are sent to the Ministry of Finance of the Republic of Azerbaijan in the form of an electronic document using software.
In order to use software, NGO should follow the following rules of procedure:
The organization should obtain “user code” and “password” for exchange of electronic documents between organization and the Ministry of Finance. For this, “Registration of new user” button should be squeezed in the pop-up window.
Application form should be filled out in the new page for exchange of electronic documents between organization and the Ministry of Finance.
Note that, unlike other government agencies, Ministry of Finance does not see the need to sign an agreement for the exchange of electronic documents. To access the software, “user code” and “password” are sent to the email address written when filling out the application. Firstly, all organizations are given the same NGO password and to change the password by the organization is required when attempting to access the system for the first time.
After obtaining “user code” and “password”, to access the software corresponding windows should be filled out entering www.qht-hesabat.maliyye.gov.az.
The software consists of 4 main sections: “Information on registration”, “Reports submitted to the Ministry”, “Download report template book” and “Download reference form”.
Information on requisites of the organization (name, TIN, registration date, code, actual address, founding staff and objective) is placed in “Information on registration” section. If there is any change in the registration data of the organization in the Ministry of Justice, pressing “Edit” button data correction is possible.
“Download report file” and “Submitted reports” links are placed to submit the developed report from in the section of “Reports submitted to the Ministry”.
Sample of annual financial reports that should be submitted by NGOs to the Ministry of Finance is placed in the sections of “Download report template book” and “Download reference form”. Since the information about organization is automatically filled in the downloaded report form, the organization fills out only figures. The organizations, not having activities throughout the year fill out reference instead of reports downloaded from the software.
After preparation of the reports, “Download” button should be squeezed in the section of “Reports submitted to the Ministry” from software. If any error is detected in the report form, warning message appears. For example, software still accepts the files only xlsx format of Excel program, if the file is in other format, the following warning will appear:
After saving developed “Report template book”, you should click “Reports submitted to the Ministry” from main menu, then the reports are sent clicking “Download” button after choosing the file. If the “Report template book” is filled correctly with no mistake, warning on downloading the file, otherwise the mistakes in the “Report template book” are displayed to the user. If any shortcoming isn’t found out by the software during adoption of the report, to get the notification, by pressing “Notification” button in the section of “Submitted Reports” you will receive information related to the adoption of the report.