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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

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 must be set to 'Yes'.

  • The batch containing the donation needs to be approved.

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


Create a New Claim

  1. Click Finance, then Gift Aid.

  2. Click Claims and select New.

  3. In the Claim Type field select one of the below:

    • Gift Aid Declaration

    • Sponsorship

  4. Click the Plus button in the Payment Type sublist to select which types to include.

  5. Complete the rest of the details as necessary.

  6. Click Save to progress to the 'Started' stage.

📌 Note: When creating a new claim, the current financial year dates will automatically be populated but can be changed manually.

Stage 1: Started

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

  1. Click Calculate.

    • 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.

  2. Click Yes to continue with the calculation.

  3. Click OK when the calculation has completed.

  4. Click Calculate Claim again if you need to update any details before submitting.

    • 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. Click the Submitted workflow stage to submit the claim if no other income is to be included.

  6. Select Yes.

  7. Click More and then HMRC Online Credentials to amend the details as necessary (this only needs to be done the first time a claim is being made).

  8. Click Yes on the terms and conditions.

Stage 2: Submitted

At this stage, the system assumes the claim has been sent to HMRC.

No further changes can be made to the details of the claim, but individual items can be deleted if necessary, for example 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:

  1. Click the Received Workflow stage.

  2. Select Yes to the prompt.

  3. Enter the date of the payment and click OK.


Stage 3: Received

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

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