Manage who can access your charity account
Clarification about Form T1235, Director/Trustee and Like Official worksheet
Form T1235 is used for reporting and transparency purposes only, and the information is displayed in the List of charities. It cannot be used to add or remove directors or grant a person access to your charity account.
Follow the instructions below to authorize a person to:
- discuss your charity account with us over the phone
- view or make changes to your charity account online or by mail
Only the following people can discuss, access or make changes to your charity account:
- Members of the board of the directors with voting rights (for example, directors, trustees and like officials)
- Other authorized representatives (for example, accountants, lawyers, bookkeepers, or other volunteers for the charity)
To ensure your charity account is managed effectively, make sure to authorize the relevant people and keep the list up to date.
Through My Business Account
If your registered charity is incorporated
Before requesting a change, ensure that any changes to your corporation’s structure or ownership have been updated and validated by the relevant federal, provincial, or territorial incorporating authorities.
If you’re new to online filing, go to Access our online services for charities for information on how to create an account.
- Sign in to your CRA account.
- Select My Business Account (MyBA).
- Under your registered charity account, select “Update registered charity or RCAAA information.”
- Then, select “Change director” from the dropdown menu.
Then, provide the following about each person:
- first and last name
- position on the board
- phone number
- social insurance number (SIN)
The SIN is required for the new director, trustee or like official to get online access to the charity account on MyBA. Other directors will not be able to see their SIN.
On paper
If your registered charity is incorporated
Before requesting a change, ensure that any changes to your corporation’s structure or ownership have been updated and validated by the relevant federal, provincial, or territorial incorporating authorities.
To authorize a person on paper, prepare a letter that includes the following details:
- Action being taken
- Specify whether you are adding or removing an individual’s access to your charity account, or whether you are updating their information.
- Charity information
- Charity name
- BN/Registration number
- Person’s information
- First and last name
- Position on board
- Phone number
- SIN
The SIN is required for the new director, trustee or like official to get online access to the charity account on MyBA. Other directors will not be able to see their SIN.
- Certification
- Your request must be signed by a person who is authorized for the BN account or a person who has been granted delegate authority (level 3) to sign for the charity. Include the:
- name (print)
- position in the charity
- date
- signature
- Your request must be signed by a person who is authorized for the BN account or a person who has been granted delegate authority (level 3) to sign for the charity. Include the:
Send the completed form to the Charities Directorate by mail:
Charities Directorate
Canada Revenue Agency
Ottawa ON K1A 0L5
Through My Business Account
If you’re new to online filing, go to Access our online services for charities for information on how to create an account.
- Sign in to your CRA acount.
- Select My Business Account.
- Select your business name at the top of the page, then “Profile.”
- Select “Manage authorized representatives.”
Through Represent a Client
Your representative can submit a request to become your charity’s authorized representative, using their RepID.
Once this is done:
- Sign in to your CRA account.
- Select My Business Account.
- Select your business name at the top of the page, then “Profile.”
- Select “Manage authorized representatives.”
- Confirm the request.
In some cases, there may be exclusions. For more information, go to Exclusions to the Confirm my Representative service.
On paper
Mailing a paper request will provide offline access to your charity account only
If you decide to mail a paper request, your authorized representative will gain access to your charity information only over the phone or by mail.
If your authorized representative needs to view or make changes to your charity account online:
- send a request through My Business Account
- have the authorized representative submit a request through Represent a Client
To authorize a representative by mail, either submit Form AUT-01, Authorize a representative for offline access, or prepare a letter with the following information:
- charity or applicant organization’s name
- charity or applicant organization’s registration number (if applicable)
- representative’s name
- representative’s telephone number
- effective date
- expiry date (if you want the consent to automatically expire)
Date the letter and include the printed name and signature of a director, trustee, or like official that the Charities Directorate has on file.
Send your letter or your completed form to the Charities Directorate by mail:
Charities Directorate
Canada Revenue Agency
Ottawa ON K1A 0L5
Privacy notice
Personal information is collected under the authority of the Income Tax Act and is used to establish and validate the identity and contact information of directors, trustees, or like officials of the organization. This information will also be used as a basis for the indirect collection of additional personal information from other internal and external sources, which includes social insurance number (SIN), personal tax information, and relevant financial and biographical information. This information may be used to assess the risk of registration with respect to the obligations and requirements as outlined in the Act and the common law. The SIN is collected under subsection 237 of the Act and is used for identification purposes.
Personal information may be disclosed to the organization and/or its representatives and other third parties under the disclosure provisions of section 241 of the Act. Personal information may also be shared with other government agencies and departments under information-sharing agreements, in accordance with the disclosure provisions under section 241 of the Act. Incomplete or inaccurate information may result in the Charities Directorate not processing your request.
Personal information is described in personal information bank CRA PPU 200 and is protected under the Privacy Act. Individuals have a right of protection, access to and correction or notation of their personal information. You are entitled to complain to the Privacy Commissioner of Canada regarding our handling of your information.
References
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