Gift Aid

1. From a constituent record, click Journal.

2. From the Add... menu, select Gift Aid Declaration. The New Gift Aid Declaration page appears.

3. Enter details for the new gift aid declaration.

   • Date - This is the date you received the declaration. By default, today's date appears.

   • Type - Select whether the declaration was made verbally or in writing.

   • Status - When a declaration has a confirmation date, it is confirmed. When the date is missing, it is unconfirmed. When the date is not valid or is a written declaration has a missing date, it is invalid.

   • Confirmation Date - For a written declaration, this is the date from the written form. Fora verbal declaration, this is the date when you send a letter to the donor confirming the declaration.

   • This Declaration is in Effect From/To - Enter a range for the declaration. The From date can occur in the past. To extend the declaration indefinitely, do not enter a To date.

   • Name - This is the constituent who makes the declaration.

   • Address Lines, City, County, Postal Code, and Country- These are the persona address fields for a constituent in the United Kingdom.

     Tip: The address fields that appear on this page are determined by the country selection on the constituent's persona. For example, when a constituent's persona includes a French address, the fields that appear are Address Lines, Postal Code, Town, and Region. For more information about address fields for specific countries, refer to Addresses.

   • Note - Enter any extra notes regarding the declaration.

4. Click Save. The declaration appears in the constituent's journal and Gift Aid options appear on the constituent's transaction entries.

5. If your organizations has the Attachments module and the declaration was made in writing, consider editing the declaration to attach a copy of the declaration.

6. Next, you need to mark the constituent's transactions as eligible for gift aid.

7. From a constituent record, click Journal.

8. From the Add... menu, select Gift Aid Declaration. The New Gift Aid Declaration page appears.

9. Enter details for the new gift aid declaration.

   • Date - This is the date you received the declaration. By default, today's date appears.

   • Type - Select whether the declaration was made verbally or in writing.

   • Status - When a declaration has a confirmation date, it is confirmed. When the date is missing, it is unconfirmed. When the date is not valid or is a written declaration has a missing date, it is invalid.

   • Confirmation Date - For a written declaration, this is the date from the written form. Fora verbal declaration, this is the date when you send a letter to the donor confirming the declaration.

   • This Declaration is in Effect From/To - Enter a range for the declaration. The From date can occur in the past. To extend the declaration indefinitely, do not enter a To date.

   • Name - This is the constituent who makes the declaration.

   • Address Lines, City, County, Postal Code, and Country- These are the persona address fields for a constituent in the United Kingdom.

     Tip: The address fields that appear on this page are determined by the country selection on the constituent's persona. For example, when a constituent's persona includes a French address, the fields that appear are Address Lines, Postal Code, Town, and Region. For more information about address fields for specific countries, refer to Addresses.

   • Note - Enter any extra notes regarding the declaration.

10. Click Save. The declaration appears in the constituent's journal and Gift Aid options appear on the constituent's transaction entries.

11. If your organizations has the Attachments module and the declaration was made in writing, consider editing the declaration to attach a copy of the declaration.

12. Next, you need to mark the constituent's transactions as eligible for gift aid.

    Note: Declarations can also be added to accounts by importing them. For more information, refer to Import.

From a constituent record, click Journal, select the declaration, enter your changes, and click Save.

After a constituent has a current declaration, mark the donor's gifts as eligible for gift aid. From each transaction, under Gift Aid, select Gift Aid Eligible. When you enter a donation from the constituent's journal or from the Quick Add column on the Find an Account page, Gift Aid Eligible is automatically selected.

If a donation is not eligible for gift aid, clear the Gift Aid Eligible option.

Note: If you enter gifts from Quick Gift Entry, select Gift Aid Eligible.

When you import donations using the Account Information with Single Gift Import and the Single Gift by Account Number Import, you can also mark the donations as eligible for gift aid. To do so, include a column in the import file for Gift Aid Eligible. For each eligible gift enter Yes, Y, or True. Then map the column to the Gift Aid Eligible field during the import process.

To apply gift aid to multiple eligible transactions, run the Gift Aid Mass Update.

1. From Mass Update, select Gift Aid. The Gift Aid page appears.

2. Select the Journal Entry query that includes the transactions for which you want to apply gift aid.

3. In the Gift Aid Claimed Date field, enter when the gift aid is applied.

4. Click Next. Preview the transactions and date information.

5. Click Next. To confirm you want to run the mass update, click OK. When the update is complete, a summary message appears.

Note: While a mass update runs, other users cannot open the records being updated. As such, we recommend you run mass updates at the end of the day. You can only run one mass update at a time. If you log out, the mass update will continue.

To remove gift aid that has been applied to a transaction, from the transaction screen click Remove Gift Aid. All gift aid information is delete from the transaction and the Gift Aid Eligible option is cleared.

The following query criteria are often useful for gift aid information.

• Gift Aid Declaration Type - Includes declarations entries based on type: Written or Verbal. This field is located under Journal.

• Gift Aid Declaration Status - Includes declaration entries based on status: Confirmed or Unconfirmed. This field is located under Journal.

• Gift Aid Declaration Effective Date - Includes declarations in effect from/to date for the specified date range. This field is located under Dates.

• Transaction with Valid Gift Aid Declaration - Includes transactions based whether a valid declaration existing on the constituent account for the specified date range. This field is located under Journal.

• Transaction Gift Aid Ready - Includes transactions based on whether Gift Aid Eligible is selected. This field is located under Journal.

• Transaction Gift Aid Applied - Includes transactions based on whether a gift aid amount is listed. This field is located under Journal.

• Transaction Gift Aid Claimed Date - Includes transactions based on whether the Gift Aid Claimed Date is within the specified date range. This field is located under Journal.
  

To view declaration and gift aid information, create a report.

• Gift Aid Declaration Type - Shows whether the type is written or verbal.

• Gift Aid Declaration Confirmation Date - Shows the confirmation date.

• Gift Aid Declaration Start Date - Shows the In Effect From date.

• Gift Aid Declaration End Date - Shows the In Effect To date.

• Gift Aid Declaration Name - Shows the constituent name.

• Gift Aid Declaration Address, City, State, Postal Code, and Country - Shows the constituent's primary address.

• Gift Aid Declaration Note - Shows any additional notes.

Note: The Declaration fields include information from the declaration entry. For transactions with applied gift aid, they also include information from the associated declaration.

• Gift Aid Ready - Shows whether a transaction is marked Gift Aid Eligible. If a transaction currently has gift aid applied to it, this is No.

• Gift Aid Applied - Shows whether a transaction has a Gift Aid Amount associated with it.

• Gift Aid Amount - For transactions with gift aid applied, this shows the Gift Aid Amount. Otherwise, the amount is zero.

• Gift Aid Claimed Date - For transactions with gift aid applied, this shows the Gift Aid Claimed Date.

• Gift Aid Transitional Relief - For transactions between 6/4/2008 and 5/4/2011 with gift aid applied, this shows the Transitional Relief amount. Otherwise this is zero.