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Filing Entities and the Filing Calendar

Find out what your organization and each of its affiliates has to file with the IRS and the state, and when, then read every statutory filing date for all of them from one calendar in Muin.

Tell Muin what each of your legal entities files, and the Filing Calendar turns those statements into the statutory dates you owe for the next twelve months.

When you’d use this

  • You run a parent organization plus a separately incorporated school or foundation, and each one files on its own.
  • You want one list of filing dates instead of a spreadsheet somebody maintains by hand.
  • Your calendar is empty and you need to know whether that means “nothing due” or “nobody has told Muin anything yet”.
  • An affiliate was added mid-year and you need its first return date.

Record what each entity files

Filing Entities is not in the Compliance menu. You reach it from the calendar, which is where the gap shows up, or from the SAM.gov registration card on a federal award’s Federal award tab.

  1. Go to Sidebar → Compliance → Obligations → Filing Calendar.
  2. If any entity has no filing position on record, the top card reads “Some entities have not stated what they file”. Click Record what they file.
  3. On Filing Entities, click Add a filing entity.
  4. Fill in the form:
Field What to enter
Legal name it files under The name on the return, not your trading name. Required: Save stays disabled until it is filled in.
Federal exempt status Not stated yet · Church (IRC §508(c)(1)(A)) · Integrated auxiliary of a church · 501(c)(3) public charity · 501(c)(3) private foundation · 501(c)(4) social welfare · Other exempt · Not exempt
Annual federal return it files Not stated yet · Form 990 · Form 990-EZ · Form 990-N (e-Postcard) · Form 990-PF · None, church exception · None, another reason
Fiscal year ends (month) and Day Your fiscal year end. The calendar computes the return due date from this.
State of incorporation The state the entity is incorporated in.
SAM.gov UEI The 12-character Unique Entity ID on the entity’s SAM.gov registration. Needed for federal awards. Leave it blank if the entity has none.
SAM.gov registration expires The expiry date on that SAM.gov registration.
Does this entity operate a school? No / Yes. Answered per entity: this is what raises the Form 5578 certification.
  1. Click Save. The entity moves from “These entities have not stated what they file” to “Stated filing entities” and the row carries a Stated stamp with who recorded it and when.
  2. Repeat for every entity that files separately. A separately incorporated preschool or foundation is its own filer.

Muin records your statement; it does not determine your status. Your own advisor decides what you are required to file.

Read the Filing Calendar

  1. Go to Sidebar → Compliance → Obligations → Filing Calendar.
  2. Upcoming filings lists each statutory date with a days-remaining badge. The badge changes tone inside 90 days and again inside 30 days.
  3. A deadline that cannot be extended is labelled “No extension available”.
  4. Filing entities lists every entity, including the ones with nothing due. An entity that disappears from a list of dates is an entity nobody is watching, so none are hidden.

If an entity shows no dates, its row reads “Not stated yet” or “Files no annual return”. The first means the calendar has nothing to compute from; the second is a real answer you recorded.

What it affects

  • Charitable Registration (/compliance/charitable-registration) reads the same entities, and assesses each state’s statute against what each one states.
  • The Form 990 workspace uses the entity’s return type and fiscal year end.
  • The Does this entity operate a school? answer is what raises the Form 5578 certification for that entity.
  • The SAM.gov UEI and SAM.gov registration expires on your organization’s own entity are what a federal award’s SAM.gov registration card shows, and what the Grant Compliance Monitor agent watches. It raises a finding when the registration has expired, expires within 30 days, or either field is blank. Muin does not check them against SAM.gov. See Your own SAM.gov registration.
  • Changing a fiscal year end moves every date the calendar derived from it.

When it goes wrong

What you see What it means How to clear it
“Nothing due in the next 12 months” No statutory filing in the window for the entities listed below. Check the entity list under it, if rows read “Not stated yet”, the calendar has nothing to work from. Open each unstated entity and record what it files.
“No filing entity recorded yet” Nothing has been added. Click Add a filing entity and add this organization first, then any separately incorporated school or foundation.
“Could not load the filing calendar” The compliance service did not answer. Click Try again. If it keeps failing, the service is down rather than your data being wrong.
Save fails with a message under the form The server rejected a field, usually an impossible fiscal-year day. Fix the field named in the message and save again.

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