The Diocesan Scheme:

Completing the Donations
Received report

Your Donations Received report will be used for you to make claims on your Gift Aid Declarations. For a description of the report, click on Donations Received report.

Before you complete your report, you will need to gather together information about how much you have received from each donor over the tax year.  Because some people give by more than one method, and to more than just the General fund, you may need to summarise the claim for each donor in your records, before you enter the amounts on the Donations Received report. For example:

Then, please complete your report as follows:

1. For each name on the list you will need to complete 3 boxes:

   a) Total received or Total now to be claimed.

• Add up the total amount you have received from the donor within the period given by the dates at the top of the page. For a whole tax year this will be 6th April one year to 5th April of the next, inclusive. Ensure that you include all the giving, by whatever method.
• For each individual, make sure you take into account the date from which the Gift Aid Declaration was valid (column headed “Gift Aid valid from”). Eg for the period 06/04/2011 to 31/12/2011 and a Declaration valid from 09/05/2011, only include amounts received between 09/05/2011 and 31/12/2011 inclusive.
• If there is a date in the “Gift Aid valid to” column, ensure you only include donations up to and including that date. If someone has cancelled a Declaration and the date does not appear in the “valid to” column, then please enter the date from which the Declaration was cancelled.
• For any single donation Declarations (blue form or envelope), the amount should already be completed.

   b) Last donation date.

• Enter the last date a donation was received for each Declaration. For regular envelope givers, this will often be the last Sunday in the period. However, not everyone will have attended and given on that Sunday!
• For Standing Order givers, this date will not be a Sunday.
• For Single Donation Declarations, this should be the same as the given dates.

  c) Cashbook folio.
       Enter the method of the donor’s giving as follows:

• For envelope givers, enter the envelope number.
• For Standing Order givers, enter SO and any reference number if you use one.
• For donations by cheque, enter “Chq”.
• For receipted cash enter “Cash” and a relevant folio.
• Enter more than one method if relevant!

   You do not need to enter anything in the “Gift aid valid to”
   box, unless the donor has died or has cancelled the
   Declaration. Then just enter the date of death or cancellation.

2. Answer the question about telephone oral Declarations. The
    answer to this should be “no”.

3. Complete the certification box on the last page.

4. Send the completed forms back to the Gift Aid Officer at St     James'House. We advise you to take a copy before posting, so     you have a record of the information given.

The Gift Aid Officer will send to you the relevant Claim forms as soon as possible after receipt of your completed Donations Received report. See Diocesan Scheme Claims for details.