5.1.1. View Donations
5.1.2. Edit Donor Data
5.2. Submit the Claim
1. What is Gift Aid?
Charities and community amateur sports clubs (CASCs) can claim an extra 25p from HMRC (His Majesty's Revenue and Customs) for every £1 a donor gives.
It will not cost the donor any extra. This is called Gift Aid.
Charities can claim Gift Aid on most donations, but some payments do not qualify.
Charities can claim Gift Aid directly through StockCrowd and should receive payments within 5 weeks (but often as quickly as 10 working days)
2. Set Up Gift Aid Submissions using StockCrowd
Once you have successfully registered your organisation for Gift Aid on Charities Online, you can configure your StockCrowd account to automatically process Gift Aid claims to HMRC.
⭐️ You can find more information about the Charities Online registration in our Gift aid FAQs.
2.1 Access the HMRC Submissions section
Click on the Company symbol in the left-hand column and select “HMRC Submissions”.
2.2 Add Gift Aid Automatic Submission to your plan
👉 The Gift aid Add-on might have an added cost to your plan. Please contact us at [email protected] for more information.
If your account is based in the UK, and “HMRC Submissions” is greyed out in the menu, you must first add this functionality to your plan.
You can add this feature in the Company > Account and Billing > "Subscriptions" section of your Account.
Once you access the Subscriptions section, you will see the features that could be added to your plan.
To add our Gift Aid claim feature to your plan:
Enable Gift aid: Select “Gift Aid Automatic Processing”
Refresh page: Make log out / in again, or just refresh your page to see the new feature available in your account.
3. Configure the HMRC Submission feature
3.1 Set up the Gift Aid Claim for your Organisation
To configure your Gift Aid, you must first follow the steps below:
1. Click on Company > "HMRC Submission" to access the Gift Aid options.
2. On the header of the page, click on "Options".
3. In the options dropdown, select “Configuration”.
3.2 Add your Charity Details
Complete the form with the details from your Organisation.
You must complete the form with the following information:
Registered Charity Name: the officially registered name of the organisation, as recognised by the charity regulator (e.g. the Charities Commission).
👉 You can search for your exact registered charity name using this link: Charity Register.
HMRC Charity Reference: the reference number provided to the Charity/CASC by HMRC when it registered for Gift Aid. It typically starts with two letters followed by numeric characters.
❗️Please note that this is NOT your charity registration number.
Charity Regulator: For most charities, the Charity Regulator will be the Charity Commission for England and Wales.
Charity Registration Number: The Charity Registration Number, as recognised by the charity regulator (e.g. the Charities Commission).
Charities Online Authorised person: The nominated person known by HMRC who is authorised to process Gift Aid claims on behalf of your charity.
Charities Online Log-In Credentials: The Government Gateway ID and password for the authorised person.
Others:
(a) Community Buildings: select this box if your charity owns a community building and is claiming gift aid.
👉 The rules governing what is eligible are quite complicated. Further details can be found here.
(b) Select donations by the campaign: Select this box if you wish to claim Gift Aid for each campaign separately.
📌 Most organisations will make a single claim across all Campaigns.
4. Make a Gift Aid Claim using StockCrowd
4.1. Create a new Gift Aid Record
To make a Gift Aid claim:
1. Access the Company section and select “HMRC Submissions”.
📌 You can make a single claim for donations that are made across multiple tax years, although some charities prefer to make claims only relevant to a given tax year.
It is possible to make as many claims as you would like.
2. Click on "Options" on the header of the page.
3. Select “New Claim”.
4. Select the date range for your claim.
5. Click “Save Changes".
6. Review if the date range selected is ok, and confirm submission.
7. A new record will appear in the Record Dashboard as shown here in the top line.
4.2. Claim Registration Data
Each registration will show the following information:
Registration date: The date the claim was created.
Start Date/End Date: The date range of the donations within this specific claim.
Amount Total: The total tax claimable amount which is the sum of the amount of donations received (Gift Aid Eligible Donations), the GASDS amount and the Community Buildings claim amount.
Status:
Created: The claim is ready to check and submit.
Accepted: The claim has been verified and accepted by HMRC and money has been paid to the charity (or will be within 4 weeks).
Cancelled: A claim that was created but has been cancelled by the charity prior to submission to HMRC.
Campaign: The campaign related to the claim submission.
Settings (cog-wheel icon): this is where the user can:
Review all donations within the claim.
Send the claim to HMRC.
Cancel the claim before it is sent.
5. Edit the Gift Aid Claim Record
From the Gift Aid page, click on the cogwheel icon to open the settings from the Gift Aid claim record.
You will see 3 options:
Details: Review or edit the data related to the Gift Aid record.
Send: Choose this option to submit the claim.
Cancel: Choose this option to cancel the submission.
5.1. Open the Record's Dashboard
❗️For any record shown in red, an amendment to the record must be made prior to the claim being processed.
Click on the cog-wheen icon to open the record's settings, and Choose the option "Details".
This action will open a Record Dashboard with all the information from that claim and its donations.
📌 Each record will show the aggregated total amount per individual donor name.
5.1.1. View Donations
Click on the settings icon to view all the donations related to a single individual donor.
5.1.2. Edit Donor Data
Click on the option "Edit Donor Data" to edit the information from each donation.
You will be able to edit the following data from the donor:
First name
Surname
Postcode*
House number
❗️ Please note that these 4 pieces of information are required for all Gift Aid claims.
*The postcode should be populated in one of the following formats, according to the number of digits in the postcode:
7 digits: AB23 5DE
6 digits: AB1 4DE
5 digits: A1 3DE
❗️ Please note that the address must be added with the corresponding space, included between the first section and the second section.
5.2. Submit the Claim
Once all records have been checked within a claim, click on the settings cog for the record you wish to process and select “Send”.
👉 The claim will be verified and accepted or rejected by HMRC typically within 2 hours.
5.3 Cancel the Claim Request
If you need to resolve missing information from a record, you can cancel the claim and still claim the Gift Aid for all other donations.
Click on the cog wheel icon to open the record's settings, and choose the option "Cancel".
Confirm the operation to cancel the submission of the claim.
