Collecting Gift Aid and exporting the HMRC report

If you run a charity, a Scout group or a CASC, Gift Aid is money you are probably leaving on the table. Adminished captures the declaration the moment a parent signs up, tracks who is eligible, and produces the report you hand to HMRC — no separate form, no chasing.

What Gift Aid does

When an eligible UK taxpayer makes a donation, Gift Aid lets your charity reclaim the basic-rate tax already paid on it — an extra 25p for every £1. Adminished keeps the declaration and the eligible amounts together so the figure you claim is the figure your records support.

Capturing declarations at sign-up

Turn Gift Aid on for your club and the declaration becomes part of the join flow. A parent ticks to confirm they are a UK taxpayer and that they want Gift Aid applied — you never re-key it, and the wording is stored with the date so your audit trail is complete.

Go to Settings and enable Gift Aid for the club.
Parents see the declaration when they register with your join code.
Each declaration is saved against the guardian, with the date it was made.

Tracking who is eligible

Your Gift Aid view shows which guardians have made a valid declaration and which have not, so you can see at a glance who to include. A parent can withdraw their declaration at any time, and the record reflects that from then on.

Producing the HMRC report

When it is time to claim, go to Payments and export the Gift Aid report for a date range: who declared, what they paid, and the eligible totals, as a CSV. The export comes marked DRAFT — review before claiming, because Gift Aid can only be claimed on genuine voluntary donations. Check it, then submit your claim to HMRC yourself — Adminished produces the figures, but does not file the claim for you, so you stay in control of what goes in.

Estimate before you start: the Gift Aid calculator

Want to see the found money before you set anything up? The free public calculator at /gift-aid-calculator works out roughly what Gift Aid could be worth on a given amount. It is an estimate to help you plan — your actual claim depends on HMRC's rules and your records.

An honest word on membership fees

Gift Aid is for genuine donations. Membership or class fees only qualify in specific cases — broadly, where the payment is a true gift and the member gets no significant benefit in return. The rules for clubs, charities and CASCs differ, and they change. This article explains how the feature works; it is not tax advice. Check the current HMRC guidance, or ask your accountant, before you claim on anything other than clear donations.

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