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Make a Gift Aid Claim

Follow these steps to claim or resubmit a gift aid, as well as resolving the issue of having a gift aid claim refused by HMRC because the person's details were incorrect.

Written by Cristiana Ghinea
Updated this week

The following needs to be set up for Gift Aid to be claimed:

  • The donor must have a valid Gift Aid Declaration.

  • The Tax Claimable field on the details tab of the payment is set to Yes.

  • The batch containing the donation has been approved.

  • The Destination Code linked to the payment is NOT marked as 'Do not claim Tax'.


Creating a New Claim

  1. From the navigation menu, click Finance, Gift Aid, Claims and then select New.

  2. In the Claim Type field, click on the drop-down arrow to select whether the claim is a 'Gift Aid Declaration' or a 'Sponsorship'.

  3. The current financial year dates will automatically be populated but can be changed manually.

  4. Complete the rest of the details as necessary.

    • To specify specific payment types to be included, click on the 'plus' button in the Payment Type sublist to select which types to include.

  5. Once done, click on Save to progress to the 'Started' stage.


Stage 1: Started

At this stage, the claim is calculated before sending it to HMRC

  1. From the toolbar, click on the Calculate button.

  2. All income entries that are marked as 'tax claimable' within the given date range and all donors with a valid Gift Aid declaration will be calculated. Click Yes to the dialogue to continue with the calculation.

  3. Click OK when the calculation has completed.

    • To update any details for the claim, run the Calculate Claim option again before submitting it.

  4. The calculation fields will now be populated on the Details tab and the details of all the items within the claim will appear on the Items in Claim tab.

  5. To submit the claim if no other income is to be included, click on the Submitted Workflow stage and select Yes to the prompt.

  6. The first time a claim is being made in Access Charity CRM, the HMRC Online Credentials will need to be filled. This will only need to be completed once. To amend the credentials click on the More drop-down arrow on the toolbar and select HMRC Online Credentials. Amend as necessary.

  7. A prompt will appear with the terms and conditions. When these have been read, click on the Yes button to submit the claim to HMRC.

Stage 2: Submitted

The claim is now at the 'Submitted' stage in the process and the system assumes the claim has been sent to HMRC. At this stage, no further changes can be made to the details of the claim, but individual items can be deleted if necessary (e.g. if HMRC object to a donor in the claim). Use the Re-Submit toolbar button at the top if changes need to be made.


When the money has been received from HMRC, click on the Received Workflow stage and select Yes to the prompt. Enter the date of payment and click OK.


Stage 3: Received

At this stage, the payment made by HMRC can be viewed by clicking on the View Batch button at the top. This will open the Batches form, where the payment will be able to approved, completing the process.

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