When entering sponsorship suggest that 2 or more gifts are added where, in the below example, “Offline” is used to identify processing outside Raiser’s Edge -
  • 1 or more with the total amount (each not more than £500 - see above) where tax can be claimed with the Gift Subtype or Gift Attribute would be Offline Sponsorship GA
  • 1 with the total amount where tax cannot be claimed with the Gift Subtype or Gift Attribute of Offline Sponsorship nonGA. The total amount on this gift can exceed £500 as this gift is not claimable.
 
For both/all, the Gift Aid Qualification Method on the Tax tab would be set as “Set as Not Qualified” to ensure they are not included in a normal/usual claim, especially if the constituent has a declaration as the gift is not directly from this constituent but from his sponsorship.
Marking as “Set as Not Qualified”, because they are being claimed outside Raiser’s Edge, means that these gifts will be automatically excluded when running your normal/usual R68 report.
 
Also suggest adding a note on the gifts to identify the location of the sponsorship form in case HMRC ever request to see it.
Eg – scanned Blackbaud Gift Aid image, manually scanned and added to Media or physically located in 3rd drawer down in grey filing cabinet or whatever the location.
 
 

Then create a Gift Attribute along the lines of Tax Claimed and suggest this is a date attribute which will be used later.
See How to create a new attribute for more information on adding this and possibly the “sponsorship” gift attribute to Raiser’s Edge, if required.
 


When ready to claim
Create a static gift query with criteria -
Gift Type one of cash, pay-cash, recurring gift pay-cash
AND Gift Date between {range of dates to be included in the claim}
AND Gift Subtype (or Gift Attribute) equals Offline Sponsorship GA
AND Attributes > Specific Attribute > Tax claimed importID blank (to ensure the attribute does not yet exist and therefore not yet claimed).
 
Check the query results and this query is then used in step 2 of Claim Online (Using a Spread sheet) section of the article. 
You would then continue with the steps in this section to export the data, transfer to HMRC spread sheet, tick the Sponsored Event box on the HMRC form and submit via HMRC web site.
 
When complete, the Tax Claimed gift attribute can be globally added to the gifts in this static gift query with the date the claim was submitted.  This can then be used to track when sponsorship was claimed and also ensure they are not included in the query used for subsequent claims.
 
One additional step you may wish to consider is to change the gift amount on the gifts that have been claimed to reflect that the claim has been successful.
For example, if a gift in the claim is for £100 then once HMRC make payment, they will pay out £25, so the gift amount is actually “worth” £125.  Because they are marked as “Set as Not Qualified” then the gross amount would not be automatically calculated in Raiser’s Edge.
Alternatively, you could add a separate gift for the £25 from HMRC to show the money has been paid out – if adding a separate gift for money received from HMRC then the Gift Aid Qualification Method should also be “Set as Not Qualified”, to ensure not included in a future claim.
 
 
The steps from “When ready to claim” onwards can then be repeated for subsequent claims with the only change to the criteria being the relevant gift date range.