Gift Aid Claim Processing – Changes from April
Contents
1. Report Folders Finance Claims Name Transactions in Claim Finance Claims Bes cans _ Oy Receipts G E Fundraising E Major Donor Relationships gj Memberships E Organisations Reports tee a 1273 Henog General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF vanced NFP Ad Events based Claims As with previous builds of Donor Strategy 4 12 supports the generation of Event based claims and things have changed slightly here as well As with previous versions be sure to select Event Sponsorship as your claim type You are now also required to select from available events before proceeding In this example I will leave the submission method as it is and produce a physical R68i thereafter UK Tax Relief Regulations Your organisation is registered as a trust for tax purposes A charity which is a trust for tax purposes must make any daim within five years of the 31st of January in the year following the end of the tax year to which the daim relates F2. ccccccccccccccceceeeeeeceeeeesseeeeeeeeeeeeeessaeaeees 23 POT Ny a PUES a A aA E ER 24 RGS Generation froma Sponsors Niseni eain a Eiai iaai 24 HMRC Excel Spread Sheet Generation from a Sponsorship ccccccsseeeeeeceeeeeceeeeseeeeeeeeeeeaeeeeeeeeeeeesaaesesss 25 S h i r N EEE N N P AA A A E E E E AP E T 25 Guos tons PEC ANON Tis GUIU oars seccceedesceteanneciderdennezaanecoesedescudeannecddendetctesaunecoestdeszuesaunecddeeseneneseamaceeeedecs 25 General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF vanced NFP Ad Charities Online Charities will be able to reclaim Gift Aid electronically from April 22 9013 onwards This document will describe the ways in which Donor Strategy 4 12 onwards supports these changes rather than going into great detail about the nature of the changes themselves We will inevitably touch on the business rules inherent to these new forms of submission and the transitional arrangements that have been put in place by HM Revenue amp Customs HMRC Howev
3. Di Advanced Gift Aid Claim Processing Changes from April 2013 Donor Strategy amp Member Strategy Relevant to version 4 12 1 onwards Document Updated 19 06 13 Contents 6 ED E eee E ee A nee eee eee ee eee ee ee ene EE eee eee ee T E 2 rN ee ese acces nce Se ce ences tec ce seine Sec eee ese asc tsetse occas seem a a NS 3 EOE EO ip ae tected nana EN aa EI E A ET E E A ATI eae aoe i cena eens TY 7 Tiec Neinoos olr UMIS ION amen ene nea mne ce neon mann enter nen taser sere mente terns fervent eeeia eer ere or srr teen eee eet tne 8 MN e EAEE E TEA N AIEEE IAE PA AIA een A IE sen et AIA A A E IE AIA 8 carnng tough your Gala o c 2 eisini aa nn nt ree nen nee ete a eee enna en eee 14 Frea CE EE a TE ene ree oe eer er eee rene a 16 cole gelele eB o1 9 2 i gt eee een mney EE 16 ea PaO 6 iaaaainiaagerbe cman bees brunt ernie ranma arabe A 16 i CIAIS sessin aai ARA a EAE E R aa E Oa Er a Ea a 17 Gift Aid Small Donations Scheme GAGS spcsaes toni sareneustswsesbnasecdeusduncacubeseaseesdendasyeeeaaeensbesteeveeaennecaaatn 19 Gift Aid rules implemented in IDS 4 12 orissridsuiereninsinh anirno anaa aiaia daaa aaiae 20 Upgrade Script Data Manipulation and Ul functionality changes ccccceececeecseeeeeeeecaeeeeeeeeeseeeeeeeesaaneeeeseeas 20 me 2118 2106 Aaime PUIESTEE a A A A TAE ee 22 ROS Generation rom a standard Cain aisusissitsneciinnii esa aa a aR Aiai 23 HMRC Excel Spread Sheet Generation from a standard Claim
4. But only the Online Form 1000 or less per claim can be exported to HMRC s Excel spread sheet format for upload to their website 7 The term claim lines is used to refer to the number of lines in a claim that the claim s associated transactions take up The term is used because there are circumstances where transactions are combined onto one claim line So there will be instances where the claim line count is smaller than the total transaction count however it will never be the other way around 8 For standard claims transactions are combined where the Donor is the same By Donor we mean the Contactld of the Transaction not the attributed to There is no limit to the total aggregation count 9 Attaching an Eventid to a transaction does not make it a sponsorship payment Sponsorship payments can only ever be created from within the Events module Transactions that have Eventld s attached to them are effectively donations made directly to an event that were not the result of a General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Port
5. You can use the Update schedules button to add further schedules as you need them You will not be able to add a schedule for a penod until that penod has started Donations made from 06 April 2013 to 05 April 2014 Ra ere 42 04 2013 2x Mr Jonathan Air 51 Bridle Court GL5 6PB 12 04 2013 510 00 Total Gift Aid donations in this period 532 50 Finally referring to the Events section itself you can see that the fields pertaining to the sponsorship have also been amended to take account of the new business rules Itis also worth noting at this stage that the certificate used to mark a transaction as eligible for Gift Aid is that of the sponsor rather than the event participant and is created simply by ticking the relevant checkbox in that row Partopants Abberley Tarra Prof ABBOO004 j Ci f 7 Prof Abberley from The Arts Council of England Prof Tarra Abberley 63 Julia Drive Lanley Lancashire F 8 30M Member Renewer Prof Phone 8362 832572 Tarra Abberley Email Ta Abbottf anymail com Membership Recipient Valid Gift Aid declarations 7 7 4 2002 Region North West har ftwa 1 pledges on file gross value 6410 26 Trustee The Arts Armed Services Air Force Bingo Interests Cats Games and Puzzles Genealogy and __ Council of En land N Heraldry Golf Volunteer Employer Bobby Smith Husband o Sponsors Title Forename Surname Address Line 1 Post Code Date Pledged Received Receive Date R
6. part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF
7. 2007 Ref Ref 3 Verbal Certificate Both Partners Notes Donor Strategy 4 12 Gift Aid ranea D e Pvc ep corr ne Ba 6 oe GSN mero SB Certificates Cert No CertificateName Mr Stanley Abbett Title Meo Forename Stanley House No or Name 18 Acaia Avenue PostCode BSS 7AE Date Signed 04 04 2013 Refl Eff Date 06 04 2007 Ref2 Eff Until Powe Ref 3 Signed Higher Rate Tax Self Assessment Signed On Web Verbal Certificate Both Partners Notes General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF vanced NFP For those upgrading to 4 12 from earlier builds the upgrade process will separate out the elements of the donor s name and incorporate the appropriate elements of the address It will do this by looking firstly for a home address on the contact s record and by working through the alternate addresses table if it fails to find one Ad HMRC acknowledges that not all charities will hold addresses for all of their donors and transitional arrang
8. House Portsmouth Road Cobham Surrey KT11 1TF vanced NFP Ad Making a Claim The creation of a new Gift Aid claim is going to be very familiar to client s who have used previous versions of Donor Strategy There are often a number of different routes to the same destination in Donor Strategy but we suggest starting from the Claims section From there refer to the horizontal toolbar at the top of the application and click New SO 2 1 4 B wl ta New Delete Edit Pas Search Load Goto Properties R68i HMRC GA Export The resultant pop up is very similar to those we have seen before but has new functionality reflecting the new methods of submission Specifically we have a new drop down highlighted in the screenshot enabling the end user to specify their preferred submission method ii Create New Claim a e cen x UK Tax Relief Regulations Your organisation is registered as a trust for tax purposes A charity which is a trust for tax purposes must make any daim within five years of the 31st of January in the year following the end of the tax year to which the daim relates From 05 04 2010 this period is set to four years following the Sth of April in the year to which the daim relates Description e Net Amount e G A Amount be Tax To Clair Tax Claime 100 00 a reman ansa pa w o s Cu reiomp em oeps pries a ol os CE See Se e e E E ee ee A General Enquiries 0844 815 5
9. and PostCode fields are auto populated directly from the existing address based fields c The new Title Forename and Surname fields are auto populated from the existing sponsor name field General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF gt vanced NFP Ad Standard Claims Rules 1 For a transaction to be included in a claim it must have one or more associated valid Gift Aid Certificates At least one certificate must be present on the contact associated with the transaction Note this contact is never the Attributed To contact it is always the actual contact that made the payment 2 Fora Gift Aid Certificate to be deemed valid it must have the following characteristics a It must have the House No or Name and Post Code fields filled in Note IDS performs no validation on Post Code formatting for this field other than ensuring that it doesn t exceed the maximum field length defined by HMRC b The Effective Date must be on or before the transaction date of t
10. post code on either the main or alternate addresses will now result in the system warning the user to review that contact s Gift Aid Certificates when that contact is saved Note these warnings will only appear if the contact in question has one or more Gift Aid Certificates otherwise no warning dialog is produced 4 Existing claims in the system will remain as they are However claims now have one additional new field called Submission Method This field will always be set to NFP Portal Submission Unlimited for existing claims The system picks this submission method over Online Form 1000 or less per claim as there are no limitations on this type of submission with regard to claim line size The upshot of this is that existing claims cannot be exported to the HMRC Spread sheet format though they can still be exported to the R68i and the NFP Claims portal 5 Events based sponsorships have had their fields modified too The Name field is now split into Title Forename and Surname fields Also the original Address field is now split into Address Line 1 and Post Code fields To facilitate these field changes the upgrade script performs the following changes a The existing Name and Address fields are retained on the database but are not used by the system These fields are retained on the database to protect the user s existing data Data in these existing fields is not altered by the system in any way b The new Address1
11. to those using earlier builds To produce an R68i for submission generate a new claim as previously discussed confirm that the transactions listed are legitimately part of that claim and click ok bottom right A familiar pop up appears con s a You have selected 3 transactions totalling 4 520 00 This process will create a new Gift Aid claim for the selected transactions All selected transactions will be updated with the new claim number Once a transaction is claimed the main details can no longer be changed Note that it is possible to undo a claim Do you wish to proceed Don t show this message again Click Yes General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF 5 vanced NFP From here unlike previous versions you will be taken directly back to the browse grid to the list of claims past and present Ad Claims Chi Chim Date Description Net Amount i Received From HMRC 61 12 04 2013 1 520 00 428 72 167 00 21 099 00 550 00 1
12. 40 00 120 00 600 00 92 50 212 00 95 00 605 00 l l To produce the R68i simply ensure that the relevant claim is highlighted by default it will be and click the new R68i icon towards the right of the horizontal toolbar So2 Pa Oe 90 Be Delete Edit Search Filters Goto Properties R68i HMRC GA Export General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF Advan Adva ced HM Revenue o amp Customs Gift Aid and tax repayment claims Date paid and initials HMRC Charities ref About your organisation Name of charity Community Amateur Sports Correspondence address Club CASC or other organisation entitled to UK charity tax reliefs 303B Dean Road Demo Charity HMRC Charities reference This is the reference that your organisation was given Postcode B511 GAT when it registered with HM Revenue amp Customs County United Kingdom it begins with a letter X 12345 Submitting information on a disc If your claims exceed 200 entries you may submit your Person auth
13. 640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF vanced NFP Ad Three Methods of Submission Under the new arrangements charities will be able to reclaim Gift Aid by one of three different methods via an online form via a database or via a paper form and we will work through these in turn It is worth stating at the outset that charities wishing to claim by either of the first two methods will need to sign up to use HMRC s Online Services and enrol for Charities Online Queries regarding this process should be submitted directly to HMRC Before we get onto these new methods we should acknowledge the transitional arrangements and talk about the R68i The R68i HMRC have acknowledged that some charities will need time to adapt their processes and systems As such transitional arrangements have been made and paper based R68i forms will continue to be accepted until the 30 of September 2013 Donor Strategy 4 12 is the first build to support this interim R68 form and the generation thereof will be very familiar
14. Advanced Incidentally for new donors or for those completing Gift Aid certificates for the first time simply use the button at the bottom of this tab om tat tm fe When a new certificate is created in Donor Strategy the system will automatically populate many of the fields including the address information for that contact All of these fields can be manually overwritten by the user if required In addition to this Donor Strategy provides a simple mechanism to allow users to pick appropriate addresses for the certificate Clicking the new Pick Address button will result in the address picker dialog being displayed Address Picker 1 E 1 3 OF Sala GVYVEeMLUEeE AMSA Home 18 Acaia Avenue B58 7AE Alternate Home 14 Townshend Avenue PL 27 Alternate Other 18 Downend Way BS16 SHiW The user can now pick the address that they wish to use for the certificate Gift Aid addresses are not directly linked to the contact addresses For example if a contact s address is altered the certificate addresses will remain as they are We decided to design the system in this way as there is no easy way to determine which certificates should be updated plus a user might want to retain the previous address on the certificate for historical book keeping purposes General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Adv
15. Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF Vi Vil vill gt Advanced Address1 and Postcode fields This is the only time that the system will allow these fields to be blank When creating a new certificate the system will not allow a user to save the certificate until these fields have been filled out Certificates with blank Address1 and Postcode fields are classed as not valid for claiming purposes So it is important that the users review their system post upgrade to check which certificates have blank address information A report is provided to aid with this task The report is called People with GA Certs without Addr or Post Code and is found under Reports gt Finance When the user creates a new certificate the Title Forename Surname Address1 and Post Code fields will automatically be filled in based on the associated contact data However all of these fields can be manually altered by the user if desired Each certificate has an Address Picker button When clicked this button will present the user with a list of all addresses associated with the contact The user can then pick the address they want to use for their Gift Aid Certificate from this list Note this button is disabled where there are no certificates Changing a contact s address information Address Line 1 or
16. anced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF vanced NFP However we do acknowledge that some users may want to update their certificates but may forget to do this after updating the main record Therefore the system will now display the following warning where the first line of the individual s address or their post code have been altered for any of their addresses Ad rey One or more address fields that could impact on associated Gift Aid certificates have been changed Please review this Contact s Gift Aid Certificates At this point the user can choose to visit the Gift Aid tab and then use the Address Picker as demonstrated above to pick the relevant address for the currently displayed certificate General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro
17. ced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF Save the file in your desired location d GAD Export Claim 61 Save in Charity Software r o f em Name Date modified erby E learning Recent Places m Expenses d Gift Aid claims di Holiday requests HR Review di Internal Training di Invoice requests Libraries di Meetings and Minutes puan Ji Objectives a Presenting Magically Computer di Presenting Powerfully di Processes d Proiects Implementation rr 07 03 2013 11 04 11 04 2015 11 06 12 04 2013 13 24 06 03 2013 09 24 07 03 2013 11 05 07 03 2013 11 05 07 03 2013 11 05 07 03 2013 11 05 07 03 2013 11 05 07 03 2013 11 06 07 03 2013 11 10 07 03 2013 11 10 07 03 2013 11 10 Claim61 Save as pe General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF Ad 9 vanced Type File fol d File fo
18. ece Chivers The Old Brewery BS20 6EF 11 01 2012 5 00 ee Ms esy ats i8RedendRod Jesss 2pm woo wo W Mo Donaton ar 518rdecourt ases 12042013 510 00 W General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF gt vanced NFP Ad Gift Aid Small Donations Scheme GASDS As this guide shows significant changes have been made to the Gift Aid functionality to support the launch of the HMRC s new on line claim services However at this time there are no current plans to incorporate functionality to support the Gift Aid Small Donations Scheme GASDS The main reason for this decision is because the GASDS caters for donations which are anonymous as under the GASDS no Gift Aid Declaration is required As such to tailor the existing Gift Aid functionality which is specifically designed to work with donations recorded against known donors who have completed a Gift Aid Declaration would require extensive re design of the product Another reason for the decision not to support the GASDS is that
19. ements are in place However Donor Strategy will now insist on address details being present in order for a donation to be included in a claim When trying to save a certificate without this information the following dialogue will appear Message Gift Aid CertNo 1 No donor address specified Gift Aid Certo 1 No donor e specified For those clients upgrading to 4 12 from previous builds who may have certificates stored against donors for whom they do not have address details we have included a report to help you identify these records The report called People with GA Certs without Addresses can be found under Reports gt Finance See below The certificates or more accurately the Gift Aid tabs will then need to be manually updated in order for the attendant donations to be brought into a subsequent claim claims Folder Receipts Folder People with GA Certs without Ad Finance H Events Reports 7S General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF 5
20. er specific queries regarding the changes being imposed should be addressed to HMRC Charities Helpline rather than to Advanced NFP Our purpose here is to focus on changes to the database itself For more information on the changes or for details on how to contact the HMRC Charities Helpline please go to the HMRC website www hmrc gov uk General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF vanced NFP Ad Gift Aid Certificates New business rules governing the content of Gift Aid claims have necessitated us making changes to the Gift Aid tab with which you are probably already familiar Historically it has been sufficient to store a certificate name and effective date s in this area but this has now changed Going forward it will be necessary to separate out the donor s firstname and surname title is optional and to include their house name or number and post code so our system has been amended accordingly Compare the following two screenshots Donor Strategy 4 11 03 04 2012 06 04
21. h Road Cobham Surrey KT11 1TF vanced NFP Ad Note at the time of publishing this guide April 2013 it is our understanding that the HMRC will continue to accept the R68i Gift Aid Schedule pages produced by Donor Strategy until September 2013 This is providing you submit the Schedule pages printed from Donor Strategy together with an R68i form with the relevant sections completed to support the schedule of donors For further information on the interim claim arrangements or if you have any questions about submitting a claim using the R68l form please contact the HMRC direct General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF vanced NFP Ad Claiming using an online form Claiming using an online form or option one is supported by Donor Strategy 4 12 and above In essence this involves the production of an electronic schedule spreadsheet which is then submitted via HMRC s online services For information on the latter the actual upload please co
22. he transaction c The Effective Until date must either be blank or where present be larger or equal to the transaction date d The certificate must have its Signed field ticked 3 Where there are many valid Gift Aid Certificates covering the period of the transaction the system will pick the latest one Latest is defined as the last Gift Aid Certificate of the valid group that was entered into the system by the user 4 Transactions must also have the following additional characteristics before they can be included in a claim a They must fall within the claim period of the claim they are being added to b They must be batched where this option is set under System Settings c They cannot have a zero value in their Gift Aid Amount field GAAmount Note negative numbers are fine d The payment type and giving types must be claimable types as defined in the Config Data section of the control panel 5 Standard Claims currently support two types of submission methods These are a NFP Portal Submission Unlimited Allows the user to add unlimited transactions to the claim but it cannot be used for export to a HMRC Spread sheet due to its 1000 claim line limitation b Online Form 1000 or less per claim Restricts the user to 1000 claim lines per claim These claims can be exported to the HMRC Spread sheet 6 Both Submission methods can be exported to the R68i and the NFP Portal via a CSV export
23. ie ae See Se eC ee ee rr ee ee eee Se eee ee ee ee eee ee ee ee ee ee ee E O eee ee ee Net Amount 298 50 Tax Claim 84 18 Claimlines 5 1000 General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF Advanced as NFP Again we are asked to confirm that we want to claim for these transactions before being returned to the browse grid Confirm _ lan You have selected 7 transactions totalling 298 50 This process will create a mew Gift Aid claim for the selected transactions All selected transactions will be updated with the new claim number Once a transaction is claimed the main details can no longer be changed Note that it is possible to undo a claim Do you wish to proceed Don t show this message again In this scenario we need to select the HMRC icon from the right of the toolbar above the browse grid New Delete Edit Search Filters Load Goto Properties R68i HMRC GA Export A formatted spreadsheet will appear the
24. l File fol File fol File fol File fol File fol File fol File fol File fol File fol File fol File foll I NFP vanced NFP Ad Paper based Claims Hardcopy ChR1 forms are due to be available from the HMRC Charities Helpline as of the end of March 2013 These forms are designed to be scanned automatically by HMRC systems and will replace all paper based R68 forms in due course At the time of writing there are no plans for Donor Strategy to support the production or completion of these forms Aggregated Donations As we have seen Donor Strategy 4 12 and upwards supports aggregation by donor meaning that multiple donations from a single donor will appear as one aggregated line on claim forms It does not support small donor aggregation whereby donations of under 20 can be totalled and claimed without reference to the actual donor Using Donor Strategy eligible donations will be aggregated by donor regardless of size and appear on claim forms as such Two New Reports As we have seen we have added a report to Reports gt Finance in order to help clients identify records which do not have sufficient address details to support the certificate in place We have also added a report to Reports gt Finance gt Claims see below which will enable you to print the contents on a claim should you ever need to This exists as an alternative to simply accessing the claim directly and printing from there
25. ll Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF gt vanced NFP Ad Note 3 One cannot simply add the adjustment figure to the total to arrive at the R68i total because this figure is Tax Claimed not the total negative donations As a result it can be difficult to instantly correlate the Excel output with the R68i or the Claims screen in IDS Sponsorship Claims Rules 1 2 Sponsorship based transactions can only be created from the Events module Sponsors do not exist as contacts on the system As a result their details are entered directly into the Events Sponsorship page Sponsors must be sponsoring a participant The participant MUST be a contact on the contacts table With regard to Gift Aid Certificates the Participant does not need to have a Gift Aid Certificate to allow a Sponsor to claim Gift Aid Instead there is a check box in the sponsors tab section per donation that indicates that the sponsor in question has a valid Gift Aid Certificate However although the participant does not require a Gift Aid Certificate all soonsorship claims are made against the participa
26. nt It is the participant s name and address details that are used to generate the claim lines used by the claim It is a HMRC requirement that the participant have valid address details By valid we mean an Address line 1 and a post code field filled in If the participant has no address information that participant cannot claim even if all their soonsors have Gift Aid Certificates The system obtains the participants address information using the same algorithm described in Upgrade Scripts section item 3b In addition to the address rules for the participant each and every sponsor must also provide address details to be valid for a claim The system will not allow and has never allowed sponsorships to be entered without providing address details Aggregation rules for sponsorships are a little different from standard claims They are as follows a Sponsorship donations are aggregated by participant and not by sponsor subject to the rules below b Ifthe donation amount is less than or equal to 500 then that payment will be aggregated with other sponsorship donations for that participant c Ifthe sponsorship donation is larger than 500 the sponsorship donation is never aggregated with anything It will always have its own claim line even if the same sponsor was to pay two donations for the same participant d In addition to the above donations of over 500 are treated as standard donations with regard to claim line outp
27. ntact HMRC Charities Helpline For information on the generation of the schedule spreadsheet itself please read on This method of claiming is ideal for most Donor Strategy users although it should be noted that claims submitted in this way are limited to 1 000 aggregated lines effectively 1 000 individual donors For organisations whose claims normally exceed that be aware that there is no limit to the number of claims you can submit in this way so there is nothing to stop you breaking a claim comprising 3 000 donors into three separate schedule spreadsheets Indeed Donor Strategy will only select the first 1 000 aggregated lines and producing a message advising that x amount have been omitted When generating a claim to be submitted in this way be sure to set the submission method to Online Form A new column will appear bottom right advising how many aggregated lines are in this claim Your organisation is registered as a trust for tax purposes A charity which is a trust for tax purposes must make any daim within five years of the 31st of January in the year following the end of the tax year to which the daim relates From 05 04 2010 this period is set to four years following the Sth of April in the year to which the daim relates Available Items 6 April 2012 5 April 2013 7 transactions 84 18 of tax Select Trans No Date Contact Donor Name Description E C Tax To Caime Tax Claime Ta aa sas pike ern
28. nto the Title Forename and Surname fields The output to the CertificateName field is achieved by the system concatenating all of these fields together So in effect the CertificateName field will always have the format of lt Title gt lt Forename gt lt Surname gt b The certificate address fields are a completely new addition and a new legal requirement from HMRC When the upgrade scripts are run for the first time the system will attempt to auto populate these fields They are auto populated from the contact s existing address information using the following rules in the order presented below The system will execute each rule until it finds an appropriate address I The system will attempt to locate a Home address from the contact Starting with the main address then moving on to alternate addresses li If the system does not find a Home type address it will then use the Contacts Main Address by default iii If the contact does not have a main address the system will choose the first alternate address that it finds for the user iv If no address information is found at all the Gift Aid Certificate will have blank General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company
29. o included in the donor aggregations so will affect an aggregated total for a particular donor HMRC Excel Spread Sheet Generation from a standard claim 1 HMRC Excel Exports can only be created on claims that have their submission methods set to Online Form 1000 or less per claim 2 Claim Line Title First Name Last Name House name or number and Post Code are taken directly from the Gift Aid Certificate associated with the Donor 3 IDS will use all negative donations in a claim to generate the claim adjustment figure On the spread sheet this field is called the Previously Over Claimed Amount field 4 The way the system obtains the adjustment figure is by taking out all of the negative donations from the claim they are not required at claim line level It will then total these negative donations up and calculate the Claim Tax Due on them it is this figure that is displayed in the Previously Over Claimed Amount field Note 1 In IDS the Aggregated Donations column will always be blank as we do not support the small claims system Note 2 It should be noted that as the negative claims are removed from the claim lines section the claim lines and totals will be different between an R68i and the HMRC Excel Spread sheet The R68i does not remove negative transactions but then again it has no adjustment field General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pi
30. onsr table This is in direct contrast with rule 3 above Note Regardless of totals the HMRC Spread sheet will never display event details Other Notes Although the R68i and HMRC Excel spread sheets are coded to allow for mixed claims the reality is that IDS itself only allows claims to be composed of either all soonsorship payments or all standard payments The upshot of this is that in 4 12 at least one will never see mixed claim outputs The GAD Portal CSV export currently follows the R68i Business rules and not the HMRC Excel Spread sheet business rules These notes are correct as of IDS 4 12 RC3 Build 3977 Questions regarding this guide Throughout this guide we have indicated when questions regarding specific areas of the claim process should be referred to the HMRC direct This is to save you time and ensure you receive answers to your queries from the appropriate organisation However if you have any questions regarding the Donor Strategy aspects of the claim process please log a support case with the NFP Helpdesk in one of the following ways Telephone 0845 226 2544 Option 2 then Option 1 Email donorstrateqy support advancedcomputersoftware com eService http www advancednfp com eservice General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd
31. orised to make this claim documents on a disc Please refer to the guidance on what ies ee te pec rade ere information the disc must contain and in what format HM Revenue amp Customs as the authorised official Please tick this box if you are submitting supporting documents on a disc Daytime phone number including intemationa dialling code if outside the UK tel 06452 26 26 r1 By clicking through to the schedule itself you will see that the R68i includes the address details of the donor and aggregates their donations For official use only we Sar i cn a 05 April 2012 428 72 Gift Aid schedules You can use the Update schedules button to add further schedules as you need them You will not be able to add a schedule for a penod until that penod has started Donations made from 06 April 2011 to 05 April 2012 atest in series Miss Jose Smith 52 Nancy Drive CR8 1JH 05 12 2011 1 520 00 Total Gift Aid donations in this period 1 520 00 General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www putersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmout
32. r claimed amount as shown in the screenshot above To utilise this field simply add receipts to the claim with negative values These will be totalled up and the tax due on the total will be calculated and inserted into the Previously over claimed amount field Negative receipts will not appear in the Donations schedule table their sole purpose is to populate the Previously over claimed amount field General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF vanced NFP Ad Claiming through your database Claiming via your database or option two involves a csv file produced by the database being submitted directly to HMRC via an online portal Donor Strategy 4 12 already partially supports this to the extent that it is capable of producing the file for submission However at the time of writing there is no means of actually submitting the resultant form The broader Advanced NFP team are working on application to do just this which should be available as of June 2013 To prod
33. reafter Important note You must not alter the structure or formatting of data in this schedule If you do HMRC will not accept your schedule More information about how to fill in this schedule is available on the HMRC website by following the link below You must be connected to the internet to access the guide p gt Charities Online guidance Earliest donation date For schedules that include aggregate donations the date entered in Box 1 may be earlier ste aie 15 05 2012 DD MM YY than any date entered in the donation date column of the donations schedule table below Previously over claimed amount Please enter the previously over claimed amount for Gift Aid donations in Box 2 Box 2 ooo The total below is automatically calculated from the amounts you enter in the schedule Total donations 298 50 Donations schedule table Sponsored event Yes blank DD MMIYY litem Title First name Last name House name ornumber Postcode Aggregated donations Donation date Amount Prof fara Abbot 63JuiaDrive Os FY83QN_ TO AProf tara CM bott 63 JuliaDrive FY83QN TO gMr Kent Cdl 8 Chester Street NE707DT Jo Mr Stanley inet 2 Guillermo Drive GL72DX_ J 12n Miss Ella Met 108 Uphill Way CBB ATS P15 01 2013 gMr Craig Ares dA AmaliaRoad ISTB7QU 26 02 2013 a a a SS Se a E po ary a rs E E a S ee ees ee O Qf Donor Strategy does support HMRC s Claim Adjustment field called Previously ove
34. rom 05 04 2010 this period is set to four years following the 5th of April in the year to which the daim relates arabe ens Sie 2013 5 Aeri 18 Sraa ED gt Submission Method NFP Portal Submission unlimited Put Available Events FUNO8 Fun Run 2008 Select Trans No ae Date Y l Contact l peseription C aemer m E Tax To Ch Abberley Tarra Prof ABI ee ea eae oe ot Alfiieky Semeenne wo Wn ii Toe Ao mapote Serine Sogo aal General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF vanced NFP With regards to the resultant claim in most instances sponsors are aggregated by participant meaning it is the participant whose name will appear on the claim rather than the donor The exception to this is where the amount of the sponsorship exceeds 500 in which case the name of the sponsor will appear as a standalone item and without reference to the actual event Ad For official use only Sarane En 05Aprit2014 oo S 150 20 Gift Aid schedules
35. rules the system also follows additional rules with regard to the first time running of the upgrade scripts Most of the upgrade script functionality is directly tied to Ul changes so for the purposes of this document those changes will be described in that section Upgrade Script Data Manipulation and UI functionality changes 1 To support HMRC s new input methods a number of changes were made to the Gift Aid system both in terms of data structures and business rules The rules are described in the following two sections 2 The upgrade mechanism is designed such that it will never change or remove existing data It will only populate the new fields based on that existing data 3 The biggest change is with the Gift Aid Certificates themselves These are as follows a CertificateName is now a read only field This field is retained purely for historical purposes only The upgrade scripts will never alter existing data in this field However they will take what is there and use it to automatically populate the following Gift Aid Certificate fields i Fields 1 Title 2 Forename 3 Surname li The population of the above fields uses a complex algorithm that compares the data in the CertificateName with data already held in the Contacts table and in the Db list of titles This ensures a very accurate auto population of these new fields iii Under the new system the read only CertificateName field is populated by the users manual input i
36. s Address Line 1 gt lt Sponsor s Post Code gt This is an important distinction For donations of over 500 it is the Sponsor s details that are used and not that of the participant In addition to this no event information is included HMRC Excel Spread Sheet Generation from a Sponsorship i HMRC Excel Spread Sheet exports follow the same rules as for standard claims but with the following exceptions as noted below The Sponsored Event field is filled in as YES for all sponsorship claims except where it represents a singular sponsorship donation of over 500 In this case the field is left blank For claim lines representing individual donations of 500 or less the Title First Name Last Name House name or number and Post Code fields are derived directly from the participant on the Contact s table Note these details do not come from the participant s Gift Aid Certificate assuming they hold any as the participant s Gift Aid Certificates are not used for sponsorship payments Note Claim lines representing individual donations of 500 or less can aggregate to totals that are larger than 500 The important thing is that no individual donation within the aggregation will be over 500 For claim lines representing an individual sponsorship donation of over 500 the Title First name Last name House name or number and Post Code fields are derived from the Sponsor s data as stored in the events section s EvSp
37. smouth Road Cobham Surrey KT11 1TF Advanced sponsorship donation Other than the Eventld these donations are treated exactly the same as all other standard donations Note HMRC has a different definition for aggregated claims as part of their small claims rules which we do not support We simply use the term to refer to the merging of transactions that are submitted by the same Donor R68 Generation from a standard claim 1 R68i s can be generated from any claim type or submission method There are no restrictions 2 The R68i displays claim lines and not transactions as a result it will not look identical to the claims window in IDS All donations from the same Donor not the attributed to are combined into one Claim Line 4 The Name of the Donor Field has the following format a lt Full Name gt lt Address Line 1 gt lt Post Code gt b All of the above data is obtained directly from the associated Gift Aid Certificate As such it is possible to see names that don t match the contact name where the user has put a different name on the certificate this is by design 5 The Date of the payment will be the Trans date of the donation Where a number of donations have been aggregated together this date will be the date of the latest transaction in the aggregation 6 Negative donations can be included in the claim lines and will affect the overall total Negative donations are als
38. the scheme imposes a limit on the maximum amount that can be claimed in any one year 5 000 net equating to 1 250 in reclaimed tax Therefore we felt this small level of claim could be handled manually outside of the Donor Strategy product leaving organisations to choose if how and when they record this income in their databases Of course we are continually reviewing the functionality that Donor Strategy offers and should we have enough customers who would benefit from additional functionality to support the GASDS we will review the situation again In the meantime if you have any further questions please let us know General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF gt vanced NFP Ad Gift Aid rules implemented in IDS 4 12 There are two claim types standard claims and sponsorship claims each with their own rules In addition to this there are two output formats the R68i and the HMRC Excel export both of these have subtly different business rules On top of the business
39. uce the file itself follow the same process as usual into the Claims section click New and ensure that the Submission Method is set to NFP Portal Submission UK Tax Relief Regulations Your organisation is registered as a trust for tax purposes A charity which is a trust for tax purposes must make any daim within five years of the 31st of January in the year following the end of the tax year to which the daim relates From 05 04 2010 this period is set to four years following the Sth of April in the year to which the daim relates wal Submission Method NFP Portal Submission unlimited Check the transactions and generate in the normal way and when you are back at the browse grid ensure the latest claim is highlighted Click the GA Export icon on the extreme right of the horizontal toolbar 207 J S 8 EA New Delete Edit Search Goto Properties R68i HMRC GA Export You will be prompted to enter submitter details and Export GAD Portal Claim Exporter Claim No 61 b a Submitter Details Tite Mr Forenames Warren Surname Ellis Phone No 01275 365045 General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advan
40. ut See the sections below for R68i and HMRC Excel Spread sheet output R68i Generation from a Sponsorship 1 The R68i output for a sponsorship claim follows the same rules as that for a standard claim but with the exceptions as noted below For sponsorship payments of 500 or less the Name of the Donor field is filled out as follows Sponsored Event lt Event Name gt lt Participant Name gt lt Participant Address Line 1 gt lt Participant Post Code gt Unlike a standard claim the participant s details are derived directly from the participant and not from a Gift Aid Certificate as these are not used for Sponsorships It is the Sponsors that have the certificates and these are only modelled via a checkbox in the Sponsors tab of the Event Section General Enquiries 0844 815 5640 Support 0845 226 2544 The Distillery The Old Brewery Lodway Pill Bristol BS20 ODH www advancedcomputersoftware com nfp Advanced NFP is a trading name of Computer Software Group Ltd part of Advanced Business Solutions an Advanced Computer Software Group plc company Advanced NFP 2013 All rights reserved Computer Software Group Ltd is registered in England No 4023140 Registered Office Munro House Portsmouth Road Cobham Surrey KT11 1TF 3 Advanced NFP For sponsorship payments of over 500 the Name of the Donor field is filled out as follows lt Sponsor s Name gt lt Sponsor
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