If your claim is for a sponsorship for which there are a large number of donors, you don't need to include all individual donor details.
Instead, you will need to create a source code for the sponsorship, add the details of the person participating in the event (i.e. being sponsored) along with the money they raised, and set your claim to calculate sponsorship donations.
📌 Note: Before you start the Gift Aid process, make sure you have created a contact record for the person being sponsored.
Create a source code for the sponsorship
Click Finance, then click Admin.
Select Source Codes.
Click New to start adding details of the event.
Enter a brief description of the event in the Description field.
For example, 'London Marathon'.
Select the Source Type from the drop-down menu in the Source Type field.
For example, Event.
Click the Control tab.
Select the Sponsorship checkbox.
Enter any other relevant information for the sponsorship event.
Click Save.
Record the sponsorship money
Instead of recording every single donation for the event, you can record the total amount against the participating contact on the Batches form.
Make sure that you have first set up the participant as a contact in the system.
Click Finance, then click Batches.
Click New.
Enter the details of the sponsorship donation, including:
Expected Value: The total amount you will receive.
Expected No. of Items: The total amount of payments, which in this case would be 1 unless you are splitting the amount into Gift Aid claimable and not Gift Aid claimable.
At the top, click Save.
Click the Payments tab.
Click the Plus icon to record the person who participated in the event and the total amount raised.
Select the source code you created for the event and select the destination code to indicate where the money is going to.
Make sure the Tax Claimable field is set to Yes.
If only a proportion of supporters indicate that they are a tax payer, then split the payment into two entries, one tax claimable and one not tax claimable.
When complete, click Save.
Click the Approved workflow stage to approve the batch.
Claim Gift Aid for sponsored events
When you have set up all your sponsored events, you can begin to claim Gift Aid for them.
📌 Note: You do not need to have a Gift Aid Declaration for a sponsored event.
Select the Claims option.
Click the New toolbar button to start a new claim.
Click the Claim Type drop-down and select Sponsorship.
Make sure the date range is set correctly for the right financial year.
Complete the rest of the details as necessary and click Save.
You are now ready to start calculating the Gift Aid for all your sponsored events within the given date range.