FinDock supports multiple Gift Aid declarations (GADs) per Contact including gaps in time. This has been implemented in the following way: A GAD is valid on a certain date if:
- The GAD is active and
- The GAD is not in the cooling off period for oral GADs and
- The Start Date is null or Start Date \<= today and
- The End Date is null or End Date > today
The GAD can be registered on the Gift Aid Declaration object. Depending on the version of Gift Aid you are using, there are two ways to create a new GAD:
- Standard Gift Aid: If the related list is added to the Contact page layout, you can simply navigate on the contact to the related list and click the New button to create a new Gift Aid Declaration.
- Advanced Gift Aid: You can use the lightning component to create a new Gift Aid Declaration. This component:
- Shows Gift Aid status on a specific date, today by default.
- Allows for creating a new Gift Aid Declaration
- Allows for closing all Gift Aid Declarations.
Both options to create a Gift Aid Declaration opens the standard modal window, specified by you page layout. The New gift Aid Declaration screen should look something like this:
- Date Made: This field should contain the date the Gift Aid Declaration was take from/made by the donor.
- Start Date: The usage of this fields depends on the Type, for ongoing declarations, this field can be empty to have the maximum allowed timeframe in the past, or can be set to a later date to limit the past donations eligible for Gift Aid. For single declarations, the start date indicates the date on which the donations are eligible for Gift Aid.
- Contact: The contact/donor that the Gift Aid Declaration is for.
- Active: When checked this Gift Aid Declaration can be used to claim Gift Aid.
- Type: Ongoing or Single, Single means that the GAD is only valid on the Start Date, and not before or after that.
- Acquisition Method: How the GAD was obtained, Written, Oral or digital.
- Reason for Deactivation: If you deactivate the GAD, you can specify a reason here. Such as: 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".
Now that you have created a Gift Aid Declaration, the donations made within the allotted timeframe may be eligible for Gift Aid.
The Close All button on the lightning component enables you to close all the Gift Aid Declaration of a particular contact. After clicking the button a modal window is shown in which the following fields can be specified:
- Close Date
- Close Reason (picklist)
Then pressing the “Close All Gift Aid Declarations” button will set the End Date to Close Date for GADS that are:
- Active and
- Start Date \<= Close Date or Start Date is empty and
- Close Date \<= End Date or End Date is empty
The button will set Active to false for GADS that are:
- Active and
- Start Date > Close Date
- Close Date \<= End Date or End Date is empty
Since all transactions in FinDock are captured in the Installment object, the Installment record determines eligibility for Gift Aid. Whether or not an installment is eligible for Gift Aid is determined by the following criteria:
- The contact has at least one valid GAD on the due date
- The installment does not already have a Gift Aid claim created from it.
- Not excluded from Gift Aid using the Exclude From Gift Aid checkbox
- Amount Open = 0
- Amount > 0
- Payment Method != ‘Gift Aid’
- The installment date is within the allotted timeframe (Start of current financial year - 4 years, also see When to claim on the HMRC website).
If an installment is eligible, when performing the Gift Aid claim run through a Payment Schedule, a secondary installment will be created to serve as the claim for that particular donation. 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.
The Gift Aid Distribution assists you in correctly registering Gift Aid for donations from partnerships in accordance with the rules as states in paragraph 3.10.3 "Donations from all form of partnerships" on the HMRC website
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 accomplish this, go the Account Detail page of the partnership. Click the GA Distribution button to open the Distribution screen (if this button is not available, ask an administrator to add it to the relevant page-layouts).
The picklist allows you to select any of the collected installments, and below you will see a list of all contacts connected to this Account that have a valid Gift Aid Declaration on file. You can now distribute the donation across all partners (note that the sum of the percentages can be lower, but cannot exceed 100%).
If you check the Store and auto-apply scenario for each donation from this account checkbox. Any donation made in the future by this partnership will be distributed the same way. Click the submit button to store the distribution scenario and apply it the selected installment. After doing so, you will see that each of the contacts in the list have now a additional installment with a payment method: GiftAid. When you perform your next claim run, these installments will be included and Gift Aid will be claimed on them.
The Gift Aid claim process works like any payment 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.
- The system will then select all Gift Aid eligible installments and create Gift Aid Claim installments for them. These installments are then added to the Payment Schedule.
- When the Payment Schedule is then set to process, a Gift Aid Claim file will be created and send to HMRC for processing.
- When HMRC has accepted the file the system will start to mark the claimed installments as collected. Here is a noticeable difference from the regular bulk collection flow.
- After a success upload of the file to HMRC, but before the installment is closed as collected, the system will update 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.
- The system assumes all claims in the provided claim file are honored since HMRC does not provide a line by line reconciliation process on the gift aid claims.
The details of the file that is created and to be submitted to HMRC are stored on a PaymentHub file record. On this record you can find:
- The Payment Schedule used to create the file.
- The Related Installment records.
- The number of claimed and reversed records.
- The sum of amount claimed and amount reversed.
- The actual file that was created.
...and other relevant data. This data can be used to implement additonal checks on the GiftAid claims and reversals.
If you want to use the Additional SOQL field on a Gift Aid Payment Schedule, you need to prefix every Installment field in the Additional SOQL with “INSTALLMENT.”, for example:
And INSTALLMENT.cpm__Amount__c > 100 and INSTALLMENT.cpm__Payment_Method__c = ‘PayPal’
The reason is that the Additional SOQL needs to be applied to two queries:
- The query that queries non-GiftAid installments for which a GiftAid 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 GiftAid installments to attach to the GiftAid payment schedule. In this query, the Additional SOQL will be added with “INSTALLMENT.” replaced with