Gift Aid - Overview and set up

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UK-based charities are able to claim an additional 20% on each eligible donation to your charity. So that £10 donation in effect becomes £12.50!

Donorfy’s automated processes dispenses with the manual claim schedules from the HMRC, making it the claim process quick and easy. Donorfy compiles the claim from eligible donations, you review the claim, Donorfy submits the claim and adds the amount claimed back to the original transactions.

 

How does Gift Aid work in Donorfy?

When a donation is added to a constituent’s Timeline, Donorfy will assess its eligibility, and if it qualifies the donation will be added to the Active Claim.

At the end of each month, Donorfy’s automated process moves the Active Claim to the Ready to Claim area and will email you to invite you to check the details. Once checked the claim can either be submitted to the HMRC at a click of a button or you can opt for the automated process to send it for you.

For those claims that are being automatically sent to the HMRC, these will be sent at the start of month.

Once the claim has been sent to the HMRC it will be listed in the Previous Claims area, where the details can be downloaded as a CSV file.

All donations on successful claims will have the amount that was claimed added to the payment header on the timeline transaction.

 

Setting it all up in Donorfy


To get started claiming Gift Aid with Donorfy you need to register with HMRC to use 'Charities Online' - see this page for more information. 

Once you have registered, the HMRC will provide you with a Sender Id and Password.

As with any third-party processor, these details will be required in order to securely send the claim information to the HMRC. These details will be held within your Donorfy securely.

 

Keeping your details secure

We take security really seriously here at Donorfy. Your login details will be held securely and we will never use these details to directly login to your HMRC account.

 

In Donorfy go to Financial > Gift Aid


Once in the Gift Aid area, click on the Settings tab and complete the fields.

Organisation Details:

  • Organisation Name
  • Charity Regulator
  • Charity registration Number
  • Year End Day and Year End Month


HMRC Submission Settings:

  • User Id – also known as a Government Gateway Id or Sender Id
  • Password
  • Your HMRC Reference - this is provided to you by the HMRC


Authoroised Official:

These details are for the main named person registered with the HMRC.

  • Title, Forename and Surname
  • Post Code and Telephone number


Once you have entered your details click on Save Settings

 

Important

When entering your information in the Gift Aid Settings tab please ensure that they are exactly the same as the details the HMRC holds for your organisation. Any incorrect detail will result in a failed submission - see HMRC rejected a claim - Authentication Failure

If your government gateway password is longer than 12 characters only enter the first 12 into Donorfy.

 

Once you have entered your details click on Save Settings

To check you have entered a valid Sender id and Password click Test Sign On. If the test fails you will need to correct the Sender id and Password in Donorfy or verify with the HMRC.

Once the test has been successful, you can opt to toggle the Submit Gift Aid Claims to HMRC to Yes and then click on Save Settings. This will then ensure that your Gift Aid Claim follows the automated claim process in Donorfy. 

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Donorfy will automatically start building up your claim as per How is a Gift Aid Claim compiled and submitted? Eligibility explained.

 

If you do not wish to claim Gift Aid at this time set the Submit Gift Aid Claims to HMRC to No.  This will stop the automatic claims that happen monthly and also any manual claims.  Once you are happy to proceed with your claims set this button to Yes 

 

 

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