CHARITIES ONLINE CLAIMING FOR DONATIONS CO-ORDINATOR 5 “MULTIPLES”
INTRODUCTION
This document functions as an addendum to the “Donations Coordinator 5 and HMRC ‘Charities Online’
claiming” document for the benefit of those customers who have versions of Donations Co-ordinator licenced
for administering claims on behalf of more than one charity. There are a number of differences between the
old R68(i) means of claiming and the new Charities Online system and some of these are specific to
“multiples”. We would recommend reading the following carefully before attempting to file your first
Charities Online claim.
BASIS OF CLAIMING FOR MULTIPLE ORGANISATIONS
If you are filing a claim for more than one organisation through Charities Online you must understand what
basis you are doing this on and set Donations Co-ordinator up accordingly. There are three possibilities, and
you must select which applies on the Charity Details screen from the Admin menu.
CLAIM UNDER THE HMRC REFERENCE OF THE CHARITY AS AN AGENT / NOMINEE
If you are an Agent, recognised by HMRC as such and with your Agent’s registration linked to the charities for
whom who are claiming then you would select this option. The claims are made under the HMRC reference
numbers of the individual charities but the contact name and details are yours, taken from the Organisation
details screen. You must enter your Agent number in the Organisation Details screen as well as your Charities
Online user name and password. Claiming in this way you can elect for the payment to be made to either the
charity or to yourself as the Nominee.
This option will be the one used by many Anglican Diocese, amongst others, who are claiming on behalf of
many charities, each of which have their own HMRC reference.
CLAIM UNDER THE HMRC REFERENCE OF THE CHARITY AS THE AUTHORISED OFFICIAL
This option, in effect, means that you are the authorised “signatory” for the organisation in question – as far as
HMRC are concerned the claim has come from that organisation with your name as the authorised official of
that organisation. The claims are made under the HMRC reference numbers of the individual charities but the
contact name and details are yours, taken from the Organisation details screen. The contact name, address
and phone number and optionally email address must be the correct ones for the authorised official named.
If you are using this option, please note that you must enter your User ID and password for each charity on the
second tab of the Charity Details screen, not the organisation screen.
CLAIMING UNDER A CENTRAL HMRC REFERENCE
This option has always been available in Donations Co-ordinator and corresponds to the situation where a
number of organisations or Community Buildings for GASDS come under a central organisation and claim Gift
Aid (and now GASDS) under the HMRC reference of that central organisation. As far as HMRC are concerned
there is one charity, not many, and therefore just one claim. The HMRC reference as well as the contact name
and address are all taken from the Organisation Details screen and not from the Charity Details screen.
This option will be the one used by many Catholic Diocese, amongst others, where the central organisation is
the charity claiming on behalf of many separate churches or organisations which do not have their own HMRC
references. This option will also be used in situations where one charity or church has more than one
Community Building and so there are multiple claiming entities for GASDS but only one charity.
WHAT YOU CAN NO LONGER DO UNDER CHARITIES ONLINE
There are a number of provisions which were made under the previous claims system which no longer exist
under Charities Online:
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Some organisations had permission to administer Gift Aid claims for multiple daughter organisations
under a central HMRC reference even though the daughter organisations each had their own HMRC
reference numbers. This is no longer a valid means of claiming. You can only claim for an
organisation under its own HMRC number and to do so you must either be an authorised official of
that organisation or an HMRC registered Agent acting for that organisation.
With the R68(i) it was possible for a central organisation acting on behalf of many other organisations
to file a claim which would be signed by an official from either the central organisation or the
individual organisations and also taking a correspondence address from either the local organisations
or the central organisation. This is no longer possible. If you are claiming on behalf of other
organisations it must be your name and contact address which accompany the claim and so for
Charities Online claims these details are always taken from the Organisation Details screen (where
there is just one record) and never from the Charities screen (where there is a record for each charity
you claim on behalf of).
CLAIMING GASDS FOR MULTIPLE CHARITIES
If you wish to claim under the Gift Aid Small Donations Scheme for the different charities that you administer,
you will also need to tell the system on what basis you are claiming GASDS for each organisation. There are
two parts to this and both are set on the Charity Details screen:
BASIS FOR CLAIMING GASDS
For each charity you must tell the system which of the following four possibilities applies:
1.
2.
3.
4.
This charity is ineligible to claim GASDS. There are a number of reasons why this might be the case,
please see the HMRC guidelines for full details. Selecting this option will prevent cash entered against
this charity from being marked as “Eligible for GASDS” and will also prevent GASDS claims from being
filed for this charity.
This is a charity claiming GASDS as a charity. The GASDS claim will be associated with the HMRC
reference of the charity in question or, if the “Claim under a central HMRC reference” option has
been selected (see above) it will be associated with the HMRC reference of the central organisation as
set in the Organisation Details screen.
This charity is claiming GASDS as a Community Building. For some charities, especially if there are
many “Connected Charities” as defined by the GASDS regulations, GASDS will not be claimed from the
charity “pot” which has to be shared between all the connected charities, instead each individual
charity will claim as a Community Building. This would be true for Anglican churches.
This option can be used in conjunction with the “Claim under a central HMRC reference” option as
described above for situations where the central organisation is the registered charity and the
satellite organisations are not separate charities but are separate community buildings of the central
charity. This would be the case for most Catholic churches.
In some cases an organisation may not have connected charities but may have more than one
meeting place, some of which qualify as community buildings. In that instance each claiming entity
(charity or community building) needs its own record in the Charity Details screen shown above and
Donations Co-ordinator will need to be licensed accordingly.
This is a Community Building of… [another charity on the system]. This option allows for multiple
charities each with multiple community buildings to be set up within Donations Co-ordinator. The
selected record becomes a Community Building which will be claimed for under the HMRC reference
of whichever charity is selected. Note that a record of this type in the Charity Details screen will
never be used as the basis of Gift Aid claims and so much of the information on the blue tab at the
top of the screen is not required.
GASDS ALLOWANCES
The green tab at the bottom of the Charity Details screen allows you to set how much GASDS can be claimed
for each claiming entity (charity or Community Building) for each tax year. The first time you enter this screen
after the start of each new tax year a record will be added to each claiming entity defaulting to the “GASDS
Claim Limit” set up for that tax year in the Tax Years screen on the Master Tables menu.
We have defaulted this to £5000 for the next few years, but if the amount should change you can set this in
the Tax Years table before the start of the tax year to ensure getting the correct defaults for each charity you
administer.
The GASDS Allowance (currently £5,000) acts as the limit for what can be claimed as GASDS for that entity for
the selected tax year. Each time you claim the system will look at how much GASDS-eligible cash has been
received, deduct how much GASDS you have already claimed and then claim for the remainder up to a
maximum of the amount set here. There are a number of reasons that you might want to adjust this figure
down:
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The charity in question is claiming as a charity but has Connected Charities and so is only able to claim
an agreed proportion of the full amount.
You are concerned that you may not claim enough Gift Aid under the relevant HMRC reference to
enable you to claim the full GASDS allowance under the “Matching Rule” (see the GASDS guidelines
on the HMRC website for details). You can reduce the allowance at the beginning of the year and
then raise it later, or even raise it during the following tax year as GASDS can be claimed for the
current and one preceding tax year at any given time.
A GASDS claim has been made outside of Donations Co-ordinator.
FINALLY
This document outlines the areas where Donations Co-ordinator must be configured differently for multiple
organisation systems. Please make sure you also read the guidance in our document “Donations Coordinator 5
and HMRC ‘Charities Online’ claiming” as this covers areas which are common to both single organisation and
multiple organisation systems.