Use iMIS Gift Aid to manage the following tasks:
■ Recording a contact's Gift Aid declaration, so that you can reclaim tax on their donations.
■ Generating Gift Aid tax reclaim data so that you can track the eligible Gift Aid donations your organization has received. You can also mark these as claimed, so that those transactions do not show up in future iMIS generated reclaims.
■ Creating a printable report that you can use to reclaim tax from the HMRC. Visit the HMRC for more information about how to reclaim tax on Gift Aid.
Recording Gift Aid declarations
If a donor is a UK taxpayer, they can make a Gift Aid declaration to your organization, so that you can reclaim the tax paid on their donation. Donor's can make Gift Aid declarations online, by filling out a form, or by phone, but you must confirm the declaration in writing. The declarations you enter into iMIS are matched against the donations you receive when you generate Gift Aid tax reclaims. You can only reclaim the tax if a donor has a valid Gift Aid declaration.
A donor’s declaration only has to be completed once for your charity and can be valid for as long as the donor remains a taxpayer. It is the donor’s responsibility to inform you when they are no longer eligible for Gift Aid. In theory, all declarations could be open-ended. However, many organizations prefer to contact donors periodically to check that they are still taxpayers, and thus use an arbitrary declaration length of four or five years.
Note: A 30-day “cooling off” period is applied to all gift aid declarations, based on the Date Received entered for the declaration. During the cooling off period, no tax can be reclaimed for the contact. Once the 30-day period is over, donations received from the contact are eligible for gift aid reclaims.
To enter a Gift Aid declaration
1. From your staff site, select Contacts > Find contact.
2. Search for and select a contact.
3. From Contacts > Contact management, select Gift Aid declarations.
4. Select Create new declaration.
5. Create a new declaration using the fields described in the Gift Aid declaration window section.
6. Click Save.
To generate Gift Aid tax reclaim data
1. Navigate to the Tax reclaim page in iMIS. By default, it is located on your staff site under Donations > Gift Aid.
2. Enter the tax recovery information using the fields described in the Gift Aid tax reclaim window section.
3. Click Generate Claim.
The new claim appears in the Review Claim section.
4. Select Review next to the new claim.
The Claim Details page opens.
5. Review the transactions in the claim.
Note: iMIS does not check for missing or incomplete donor names in the claim. We recommend that you review the data and update records within iMIS as needed.
6. (optional) From the In Claim column, use the transaction checkboxes to exclude or include transactions in the claim. You can locate specific transactions using the Transaction ID or Contact ID fields.
Changes to the transactions in the claim are automatically saved as you make your selections.
7. To ensure that the transactions in the claim do not appear in any future claims, select Mark as Claimed.
To create a Gift Aid tax reclaim report for the HMRC
1. Navigate to the Tax reclaim report page.
By default, it is located on your staff site under Donations > Gift Aid.
2. From the list, select Gift Aid Claim Report and click Run.
3. In the Gift Aid Reference Equals field, enter the claim’s Tax Reclaim Reference.
4. Click Run.
The tax reclaim report appears.
5. To export the report to a PDF or Excel file, click the one of the export icons located in the top-left of the page.