FinDock supports multiple Gift Aid declarations per contact. Each declaration is valid on a certain date if all the following are true:
- The declaration is active.
- The declaration is not in the cooling off period.
- The start date is empty or less than / equal to today.
- The end date is empty or greater than today.
Declarations are registered with the Gift Aid Declaration object. Use the Gift Aid Declaration Lightning component to create a new declaration. In addition to creating a new declaration, you can use this component to check the status of a declaration for a given date as well as close all declarations for the contact.
To create a new declaration:
- Open the record for the contact.
- On the Gift Aid Declarations component, click New.
- Fill in the declaration details and click Save. Click Save & New instead if you want to create another declaration.
|Date Made||Date the declaration was made by the donor (or when you received it|
|Type||Single or Ongoing. Single means declaration is only valid on the Start Date, and not before or after that. Ongoing means the declarations valid for the specified time period.|
|Start Date||For ongoing declarations, this field can be left empty to have the maximum allowed validity period, or you can set a start date that limits past donations making them ineligible for Gift Aid.|
For single declarations, the start date indicates the specific date on which the donations are eligible for Gift Aid. Contact | The donor who has made theGift Aid declaration. Active | When checked, the declaration can be used to claim Gift Aid. Acquisition Method | Define here how the declaration was received by your organization. The options are Written, Oral or Digital. Reason for Deactivation | If you deactivate the declaration, you can specify a reason here, e.g. Retracted by donor, donor passed away, etc. Housename or number | Enter the house or building number or name for UK residents, for non-UK residents, enter the Street, Number and City. Postalcode | Enter the postal code for UK residents, for non UK Residents, enter "X"
You can use the Gift Aid Declaration Lightning component to close declarations. Click the Close All button and fill in the fields in the popup window:
- Close Date
- Close Reason (picklist)
When you click Close All Gift Aid Declarations, this does two things: changes End Date to Close Date and changes Active to false (unchecked). The rules for these actions are as follows:
- Change End Date to Close Date for declarations are:
- Active and
- Start Date <= Close Date or Start Date is empty and
- Close Date <= End Date or End Date is empty
- Set active to false for declarations that are:
- Start Date > Close Date
- Close Date <= End Date or End Date is empty
The Installment record determines eligibility for Gift Aid according to the following criteria:
- The contact has at least one valid declaration on the due date of the installment.
- The installment does not already have a Gift Aid claim created from it.
- The installment is not excluded from Gift Aid using the Exclude From Gift Aid checkbox.
- Amount Open is 0
- Amount is greater than 0
- Payment Method is not ‘Gift Aid’
- The installment date is within the allotted time frame. This is the start of the current financial year - 4 years. For further information, see When to claim on the HMRC website.
If an installment is eligible, a secondary installment will be created to serve as the claim for that particular donation when performing the Gift Aid claim run through a Payment Schedule. When dealing with installments linked to an account, the installment might still generate Gift Aid claims. This is done through the Gift Aid distribution functionality.
Gift Aid distribution assists you in correctly registering Gift Aid for donations from partnerships in accordance with the rules as stated by the HMRC.
To claim Gift Aid on partnership donations, make sure every individual partner has signed a Gift Aid declaration. When the donation is logged in the system under the Account of the partnership, you can distribute the donation across the various partners to claim Gift Aid.
To distribute Gift Aid for partnerships:
- Go to the Account Detail page of the partnership.
- Click the GA Distribution button to open the Distribution screen.
- Select an installment from the picklist and distribute the amount among the partners listed below. The partner list includes contacts connected to the account that have a valid Gift Aid declaration. You can distribute the donations as needed. The sum of the percentages can be less than, but cannot exceed 100%.
- Check the ‘Store and auto-apply scenario’ if you want future donations by this partnership to be distributed the same way.
- Click Submit when you are done setting distribution percentages.
After submitting, you will see that each of the contacts in the list have an additional installment with Gift Aid as the payment method. When you perform your next Gift Aid claim run, these installments will be included.
Claiming Gift Aid
The Gift Aid claim process is similar to a bulk collection run.
- Create the payment schedule with the appropriate Processing Details as shown in the screenshot below.
- After the payment schedule is created, either wait for the scheduled job to pick it up, or click the Start Generation button.
- FinDock checks for eligible installments, creates Gift Aid Claim installments for them, and adds the claim installments to the payment schedule.
- When the payment schedule is set to process, a Gift Aid claim file is created and sent to HMRC for processing.
- When HMRC has accepted the file, FinDock marks the claimed installments as collected.
- After a successful upload of the file to HMRC, but before the installment is closed as collected, FinDock updates the amount of the installments to reflect the amount of Gift Aid you will receive for that installment based on the current basic tax rate.
Example: If the Donation is for 100 pounds, the system will add the 100 GBP to the claim file. After submission, the installment will be updated to 100 * 0.25 = 25 pounds of gift aid (based on a basic tax rate of 20%). The payment created will also reflect this updated amount.
FinDock assumes all claims in the provided claim file are honored since HMRC does not provide a line by line reconciliation process on Gift Aid claims.
If you want to use the additional SOQL field on a Gift Aid Payment Schedule, you need to prefix every Installment field in the SOQL with “INSTALLMENT.”
and INSTALLMENT.cpm__Amount__c > 100 and INSTALLMENT.cpm__Payment_Method__c = ‘PayPal’
The reason for this is that the additions need to be applied to two queries:
- The query that queries non-Gif tAid installments for which a Gift Aid installment may need to be created. In this query, the Additional SOQL will be added with “INSTALLMENT.” Replaced with an empty string.
- The query that queries Gift Aid installments to attach to the Gift Aid payment schedule. In this query, the Additional SOQL will be added with “INSTALLMENT.” replaced with