Annual returns for associated entities

We have updated this page after changes to the Electoral Act 2002. These changes refer to rules about funding and donation disclosure. 

Read this information carefully. Your legal duties have changed under the new laws.

On this page:

What is an annual return?

An annual return is a summary of money a political participant receives, spends, and owes in a financial year (1 July to 30 June inclusive). For associated entities the return relates to your state campaign account.

We use annual returns to check that associated entities and other entities are complying with funding and disclosure laws. This includes disclosing relevant political donations.

Part 12 of the Electoral Act 2002 (Vic) (Electoral Act) outlines annual return requirements.

The following information will help you understand your obligations. Please refer to the legislation for the full requirements or seek independent legal advice.

Annual returns for associated entities

Your registered agent must submit an annual return to us. This applies even if the entity did not receive any political donations or incur political expenditure.

We only require information about your state campaign account.

Due date for annual returns

You must submit your annual return by 20 October each year.

Please note: the annual return for the 2025-26 financial year must only cover the period 15 April to 30 June 2026.

We do not have the power or discretion to extend due dates prescribed in Part 12 of the Electoral Act. This includes when dates fall on a weekend or a public holiday.

Submissions open 1 July each year. We encourage early submissions.

How to submit an annual return

You must submit your annual return through VEC Disclosures. You need to set up an account before you can submit your return.

Read how to submit an annual return (PDF) for instructions and help. If you need an alternative format, please call 03 8620 1356 from 9 am to 5 pm Monday to Friday.

You may complete your annual return over more than one session. You can export and print your annual return for your records.

Information you must submit

In relation to your state campaign account for the financial year, you must submit (including GST):

  • Total disclosed political donations

    The total dollar value of disclosed political donations received during the financial year equal to or above the disclosure threshold. This includes where the donor made multiple donations that total the disclosure threshold or greater.

    You must check you have disclosed these donations before starting your annual return. This information automatically populates in the annual return and cannot be edited. If any details are incorrect, please contact us at disclosures@vec.vic.gov.au.

    This figure will not include donations disclosed in VEC Disclosures that are less than the disclosure threshold. The exception is when combined donations go above the threshold. You must manually enter these in the 'Total undisclosed political donations' field.

  • Total undisclosed political donations

    Total dollar value of all political donations under the disclosure threshold received during the financial year that are not included in the 'Total disclosed political donations', including small contributions.

  • Number of donors for undisclosed political donations

    The number of individual donors that made a political donation under the disclosure threshold for the financial year.

  • Total amounts received other than political donations

    The total of all amounts received by, or on behalf of, the entity during the financial year other than political donations. 

  • Amounts received other than political donations that exceed the disclosure threshold

    If the sum of amounts received other than political donations from a single person or entity during the financial year exceeds the disclosure threshold, provide details in the relevant table with the full name and address of the provider, and the sum of the amount received.

  • Membership fees, affiliation fees and levies

    Annual subscriptions paid to an associated entity as membership fees and deposited into the state campaign account must be reported as a political donation. Any amounts from a single person or entity during the financial year that exceed the disclosure threshold must be itemised.

  • Total income

    This field will be automatically populated in your annual return as a sum of total disclosed political donations, total undisclosed political donations and total amounts received other than political donations.

  • Total expenditure

    The total expenses incurred by, or on behalf of, the entity during the financial year.

  • Total outstanding debts
    The total outstanding amount of all debts incurred by, or on behalf of, the entity as at the end of the financial year.
  • Debts that exceed the disclosure threshold

    At the end of the financial year, if the sum of all outstanding debts to a single person or entity exceeds the disclosure threshold, provide details in the relevant table:

    • the full name and address of the debtor
    • the sum of the debt owed to that debtor, and
    • whether the debtor is a financial institution or non-financial institution.

    • Audit requirements

    Your return must be audited by an independent auditor and include a completed audit certificate form.

    Your auditor must use our associated entities audit certificate form (PDF), which includes guidance notes. This is the only format of audit certificate we will accept.

    Other documentation needed

    You must provide copies of the following documents for the associated entity as part of your return under section 224 of the Electoral Act:

    • a loan, grant or donation statement under section 237 of the Fair Work (Registered Organisations) Act 2009 (Cth) (Fair Work Act)
    • a general-purpose financial statement under section 253 of the Fair Work Act
    • financial statements under section 102 of the Associations Incorporation Reform Act 2012 (Vic)
    • a financial report under section 319 or 320 of the Corporations Act 2001 (Cth).

    If you do not report on a standard financial year schedule (i.e your reporting period is not 1 July to 30 June), you must provide the most recent documents. For example, if your reporting period is 1 January to 31 December, you must provide us with relevant documents covering this period.

    You can upload documents up to 5MB to VEC Disclosures. Larger documents must be emailed to disclosures@vec.vic.gov.au

    If documents are not available when you submit your return, you must email them to disclosures@vec.vic.gov.au as soon as practicable.

    Political donations

    Donations must be up to date before you start your return

    You must disclose all donations your entity received, equal to or greater than the disclosure threshold in VEC Disclosures. The disclosure threshold applies to the total amount donated by a donor during the financial year.

    The field 'Total disclosed political donations (inc. GST)' auto-populates with donations disclosed in VEC Disclosures. If you start your return before checking your donation disclosures are up to date, your return will be incomplete. You will have to request to resubmit your return and have your auditor re-issue the audit certificate.

    We check silent elector status to ensure we do not publish suppressed addresses. You must provide a full name and address in your annual return to enable these checks.

    Silent electors

    We publish address details in your annual return as follows:

    • organisation: full address details
    • natural person: suburb and state
    • silent elector: no address details.

    We check silent elector status to ensure we do not publish suppressed addresses. You must provide a full name and address in your annual return to enable these checks.

    State campaign accounts

    Under section 264(1) of the Electoral Act, you must keep a state campaign account to manage money associated with state elections. These accounts must be with an authorised deposit-taking institution. Having separate accounts helps identify relevant transactions for disclosure.

    Offences

    It is a serious offence to breach the Electoral Act. Consequences for breaches of Part 12 may include, but are not limited to:

    • fines
    • prison sentences
    • forfeiture of prohibited donations to the state.

    A person who:

    • fails to provide an annual return as required under Part 12 of the Electoral Act is guilty of an offence under section 274(1), with a penalty of 200 penalty units
    • provides an annual return containing particulars that are, to the knowledge of the person, false or misleading, is guilty of an offence under section 274(2), with a penalty of 300 penalty units or 2 years imprisonment or both.

    See Division 7 of Part 12 for a full description of offences and related penalties.

    Our role

    We provide information in relation to the operation of the Electoral Act. This information is not:

    • legal advice
    • an indication of liability, or
    • an exemption of liability for offences under the Electoral Act.

    We take no responsibility for decisions made by recipients, donors, agents, or other entities with obligations under the Electoral Act. 

    By law, the VEC cannot and will not exempt any person from prosecution for any offence under the Electoral Act.

    What happens after you submit your annual return

    We will check you have supplied all the information required by the Electoral Act. We may contact you or your auditor for more information or clarification, or if we identify an error. You  may need to amend your annual return and/or submit a new audit certificate.

    If you make an error in a submitted return, please request an amendment in VEC Disclosures. We will contact you about next steps.

    We publish all annual returns by 31 December on our website. This information is available to the public.

    Contacting us

    If you have any questions or cannot access VEC Disclosures, please email disclosures@vec.vic.gov.au or call us on 03 8620 1356.