Creating a Claim
We are able to use iKnow to claim Gift Aid, from HMRC.
To create a new claim, we will need to go to Gift Aid, in the Finance module.
The Gift Aid page has 2 tabs, Active Claims, and Closed Claims. Active Claims shows any Gift Aid claims that are currently open, and have not been submitted to HMRC. Closed Claims shows any Gift Aid claims that have been submitted to HMRC, and the funds have been paid.
To create a new claim, we will need to click the Add Claim button.
We will need to select which Legal Entity the claim is for, and enter the date range we wish the claim to cover. We can also choose to Include any repayments due to HMRC, by switching the toggle on. This will mean that any donations that have had Gift Aid claimed for them, that shouldn’t have been claimed, will be deducted from the claim. We have another video that goes through removing transactions from a Gift Aid claim.
We will then need to click the Create Claim button, to create a new Gift Aid claim.
Once we have created a claim, it will appear in the Active Claims, and any Gift Aid on transactions within the date range we entered, will be added automatically.
To refresh the claim, which will make sure that any new donations that have been added, since the claim was created, are included, we can click the blue refresh button.
If we want to see a list of all the donations on the claim, we will need to click the blue Download button. We can choose to export to a PDF or a CSV file, and the download will appear in the Downloads section. This can be used to check that the claim has all the necessary information included, so that it isn’t rejected by HMRC. For each donation we will need to ensure that the first name includes at least an initial. That the surname is included, and that the address includes at least a house number, and the correct postcode. If any of these are incorrect, we will need to update the Donor Profile before submitting the claim to HMRC.
Submitting a Claim
To submit the claim, we will need to click the orange lock button and confirm that we are ready to lock the claim. Once the claim is locked, we won’t be able to make any changes to it. When we have locked the claim, the orange lock button will change to a green tick button, which we will need to click to submit the claim.
When we click the button, we will see a window confirming the details of the Legal Entity the claim is for and the details of the claim. We should check that these are accurate before submitting the claim. At the bottom of the window, we can enter our HMRC username and password. Make sure we don’t enter our iKnow login details here as the claim will be rejected if we do.
Once we have entered your HMRC details, we can click the Submit Claim button and it will be sent to HMRC.
When a claim is submitted, we will see a new Gift Aid Distribution button on the Active Claims page. Clicking this will let us see how much Gift Aid has been claimed for our different campaigns.