Direct Debit Mandate Template by rqw17992

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									CAF Fundraising Support
Service guide
Welcome to CAF Fundraising Support
This service guide covers            Index
everything you need
                                     Section 1 Getting started                                                          3–7
to know about CAF
                                     1.1 Donation methods: Direct Debits, credit/debit cards,
Fundraising Support, from                cheques, standing orders ................................................ 3 – 4
general administration               1.2 Accepting donations: by post, online,
                                         by phone, face to face .................................................... 4 – 6
questions to forms and
                                     1.3 Tracking your donations ........................................................6
templates from our toolkit           1.4 Training courses available ......................................................6
to help your fundraising.
                                     Section 2 Getting the most
                                               from Gift Aid                                                            7–9
As we introduce new features and
                                     2.1 What is Gift Aid – when and where should it be used? .........7
services, we will send you new
                                     2.2 Types of Gift Aid declaration .................................................7
information to add to your guide.
                                     2.3 HMRC requirements .............................................................8
Your new account will allow you to   2.4 How we handle Gift Aid donations .................................. 9
benefit from:
                                     Section 3 Fundraising online                                                            10
n   a range of fundraising tools –   3.1 Introduction to fundraising online .......................................10
    from web services to forms and   3.2 Creating your online donation pages ..................................10
    templates
n   secure donation processing
n   interactive reporting            Section 4 Reporting and tracking                                              11 – 12
n   cost-effective processing fees   4.1 How to access your reports .................................................11
n   a knowledgeable and personal     4.2 What reports are available?.................................................11
    service from our Customer        4.3 Understanding your reports ................................................12
    Service team
                                     Section 5 Sending files                                                       13 – 15
For additional information please
                                     5.1   Introduction to sending files ...............................................13
contact our Customer Service team
                                     5.2   File layouts..........................................................................13
on 03000 123 400, email
                                     5.3   File descriptions .......................................................... 13 – 14
fundraisingteam@cafonline.org
or visit our website at              5.4   How CAF will process these files .........................................14
www.cafonline.org/fundraising        5.5   Data security.......................................................................15


                                     Section 6 Template forms                                                      16 – 20
                                     Sample Direct Debit mandate.....................................................17
                                     Sample sponsorship form ...........................................................18
                                     Sample donation form ...............................................................19
                                     Sample Gift Aid declaration .......................................................20


                                     Section 7 Useful information                                                  21 – 22
                                     Frequently asked questions ........................................................21
                                     Contact us .................................................................................22
                                     Membership bodies ...................................................................22
                                     Sources of information...............................................................22



                                                                                                                                 2
Section 1

Getting started
1.1 Donation methods

Direct Debits
Direct Debits are a very popular donation method and are a great way to help you plan your cash flow for
the future. You will need to have your Service User Number (SUN) or Originator’s Identification Number
(OIN) before you can begin to fundraise.

When creating a Direct Debit mandate to send to your supporters, there are very specific layout guidelines
that should be followed. Our online Direct Debit template is laid out according to the guidelines. See the
template forms section to find a sample layout and the guidelines that underpin it. Please let us see any
new mandates before you go to print.

Direct Debits can be set up to run for a defined period, say three years to support a particular project,
or can run indefinitely. Unless you have specified the duration we will automatically set the payment
instruction to run indefinitely.

For Direct Debit commitments, advanced notification letters will be produced and sent to your donors/
supporters.

Payments will be collected on or as close as possible to the due date agreed by you and the donor. This can
be amended in the future if the donor wishes to change the arrangement. You will be notified of this in the
amendments and cancellations report.

If the donor claims back any donations through their bank by using the Direct Debit guarantee, we will
offset the refund to the donor against donations that we process that week. This will be reported to you
as a recall on your weekly disbursement statement.

See the section on sending files for more on submitting Direct Debit donations captured over the phone.

Credit/debit cards
Giving by payment card continues to grow every year – donors love the simplicity and convenience.

There are a range of templates available in the template forms section that will help you to capture donor
and card information. You can arrange for the donor to send the forms to you first for recording, or directly
to us for immediate processing. If you are going to be sending us large batches of forms for processing,
we recommend that you send them via recorded delivery to ensure their safe arrival.

All our payment card processing services are Payment Card Industry Data Security Standard compliant –
so you can rest assured that your supporters’ card information will be held securely at all times.

See the section on sending files for more on submitting card donations captured over the phone.

Cheques
Cheques remain a popular way for donors to respond to appeals and campaigns.

Upon receiving your supporters’ cheques (attached to the donation form and Gift Aid declaration), we will log
the cheque on our system and deposit it into the bank. Once the cleared funds have been received, we will
reconcile them against the logged cheque and arrange for disbursement to your bank account.

                                                                                                              3
Section 1 Getting started



Should any cheque be returned unpaid, we will report it back to you on the list of payments not received.

Standing orders
Although they do not offer the flexibility and security of Direct Debits, standing orders are a useful way of
collecting regular donations and membership subscriptions.

Please send any standing orders that you wish us to process. Please note, if the donor reference is not
quoted to us in the payment, we will not be able to reconcile the payment with your charity or the donor.

The template forms section will give you an example of a standing order template, including our bank details.


1.2 Accepting donations

By post
Direct mail continues to be a popular means of fundraising. Your campaign experience will tell you which
approaches appeal to your supporters. Hopefully you will have engaged with them at several levels before the
final ‘ask’ is made. The more familiar your audience is with your cause, the more likely they are to respond.
By including a donation form with as many options to donate as possible, you are giving your supporters the
flexibility to give how they wish.

The template forms section of the guide will give you ideas on what to include.

Online
Online fundraising is an easy and cost effective way to reach your supporters. As more and more people
use online banking and e-commerce to support their lifestyles, it is important that you offer an online
option for your donors to support you. With a Gift Aid declaration being an integral part of the online
donation process on both single donations by credit/debit card and regular donations by Direct Debit, you
can be sure that you get the most from every donation.

Find out more in the section on fundraising online.

By phone
There may be occasions where you accept donations over the phone and there are some obligations which
must be carried out in order for the donation to qualify for Gift Aid. Once you have taken the donation
details (credit/debit card or Direct Debit instruction) you may want to ask the donor to increase the value of
their donation under the Gift Aid scheme.

Verbal Gift Aid declarations have to be confirmed and recorded. If you have a telephone recording system on
which you can keep a copy of the verbal agreement, this will satisfy the HMRC regulations. In all other cases,
you will need to write to the donor confirming their declaration in order to meet HMRC requirements. See the
section on getting the most from Gift Aid for some examples of the correct wording.

Refer to the template forms section, where you will find sample scripts and any follow up wording to help
you take donation details.

Please also read the section on sending files, to make sure you keep your donor information secure.



                                                                                                                4
Section 1 Getting started



Face to face
Despite being a controversial method of fundraising, face to face can be effective. When selecting an
agency always choose one that adheres to the Professional Fundraising Regulatory Association (PFRA) Code
of Practice. The Institute of Fundraising also offers advice on best practice in all aspects of fundraising.

We would recommend using a specific campaign code on donations collected in this method – this will
help you track the success and monitor any attrition. See more on creating campaign codes in the reporting
and tracking section.

Find out more on the Code of Practice by visiting www.pfra.org.uk/copy-code-of-practice.htm and
www.institute-of-fundraising.org.uk

Membership management
Building and maintaining relationships with your supporters is key to your success. However, as your
membership numbers rise, you will need to allocate more resources to meet their ever growing needs.
Outsourcing your administration to CAF Fundraising Support can free up your time and resource to develop
closer links with these supporters.

CAF Fundraising Support, as part of the membership management, can look after your renewals and
reminders. For supporters who pay by cheque or credit card, a letter can be sent to your supporters a
month in advance to remind them of their renewal. If the account has not been renewed, we can then
send out a reminder letter a month after their renewal date was due, and again if requested.

Receiving payment for your donations
We will pay a lump sum to your account on a weekly basis. You will receive a breakdown of the individual
payments for each donor on the corresponding report.

The timing of the funds paid to your account varies depending on the method of payment. We reconcile
funds as quickly as we are able to, but sometimes we are reliant on other financial agencies to get the
funds to us.

Example of flow of funds
Credit card transactions

 Mon    Tues   Wed   Thurs   Fri   Sat   Sun   Mon   Tues   Wed   Thurs   Fri   Sat   Sun   Mon   Tues   Wed

  £                                                         
         £                                                                                               
                £                                                                                        
                      £                                                                                  
                             £                                                                           
                                   £                                                                     
                                         £                                                               
                                               £ Donor makes online payment Charity receives payment

                                                                                                           5
Section 1 Getting started



Example of flow of funds
Cheques, Direct Debits and standing orders

 Mon    Tues   Wed   Thurs   Fri   Sat   Sun   Mon   Tues   Wed   Thurs   Fri   Sat   Sun   Mon   Tues   Wed

  £                                                         
         £                                                  
                £                                           
                       £                                    
                             £                                                                           
                                                       £ CAF enters payment Charity receives payment

1.3 Tracking your donations

To help you track and understand your donations we have introduced source and fund codes. Source codes
are the identifier to let you know where the donation has come from, eg, web, telephone, email, or are
used to identify an appeal which has its own separate donation page.

A fund code can be used to allow your supporters to specify how the donation should be used or to give
more information, eg, how they heard about you.

You must advise us in advance of any campaigns or any new source or fund codes to ensure that we
capture them fully. If we do not receive these in advance it could delay the processing of these donations.

You can do this by emailing fundraisingteam@cafonline.org

Codes will be reported back to you to help you understand more about your donations. See the reporting
and tracking section for sample reports and to find out more about the campaign reporting facility.



1.4 Training courses available

When it comes to fundraising, you need to stay ahead of the game. Our training courses will teach you
about new techniques, help you to reach more donors in new ways, and advise you on how best to
manage your money.

To find out more about our workshops visit www.cafonline.org/charitytraining




                                                                                                              6
Section 2

Getting the most from Gift Aid
2.1 What is Gift Aid – when and where should it be used?

Gift Aid can increase the value of donations by up to 25p for each pound donated. CAF Fundraising
Support will make sure that you reclaim every penny that you are entitled to. You need to be registered
with HMRC to receive Gift Aid and must sign the authority section on the application form for us to start
to make claims on your behalf. We will submit monthly claims for you (providing that we have recorded
eligible donations) and deal with any queries HMRC may have. In order to make sure that every declaration
meets HMRC’s requirements this section sets out some guidance for you to follow.

It does not matter how the donation is made (for example, online Direct Debit or a cheque), you must
make sure that the donation is eligible for Gift Aid. Providing the donor does not receive a direct benefit
for their donation, such as a ticket to an exclusive event, you can ask for Gift Aid. If you are in any doubt
whether Gift Aid can be claimed, please call our Customer Service team on 03000 123 400 or contact the
HMRC charities team on 0845 302 0203


2.2 Types of Gift Aid declaration

What should a Gift Aid declaration contain?
HMRC sets out specific requirements for these declarations and the statements which must accompany
them. We would strongly recommend that you use the following wording:

   Please treat
      the enclosed gift of £_______ as a Gift Aid donation;
   OR
      all gifts of money that I make today and in the future as Gift Aid donations;
   OR
      all gifts of money that I have made in the past four years and all future gifts of money that I make
      from the date of this declaration as Gift Aid donations.

   ( ) Please tick the appropriate box

   You must pay an amount of income tax and/or capital gains tax in each tax year at least equal to the
   tax that the charity or Community Amateur Sports Club (CASC) will claim from HM Revenue and
   Customs on your Gift Aid donation(s).

It is important that your donor understands what they are agreeing to, so you must include the ‘health
check’ statement as it appears above.

You should also draw the donor’s attention to the fact that:
n They can cancel this declaration at any time by notifying the charity.

n If their circumstances change and they no longer pay tax on their income and capital gains equal to the

  tax that the charity reclaims, they can cancel their declaration.
n If they pay tax at the higher rate they can claim further tax relief in their self assessment tax return.

  Don’t forget that they can donate that tax relief to you by indicating so on their self assessment form.
n They should notify the charity if they change their name or address.




                                                                                                                7
Section 2 Getting the most from Gift Aid



2.3 HMRC requirements

What is needed on the form?
The donor should fill in their name and address and tick the declaration agreement. It is important that you
don’t forget to include the ‘health check’ statement.


Taking a verbal declaration
There may be occasions where you accept donations over the phone and there are some obligations which
must be carried out in order for the donation to qualify. Once you have taken the donation details (credit
card or Direct Debit instruction), you may want to ask the donor to increase the value of their donation
under the Gift Aid scheme. Please see the following as a guide to help you with the conversation:

One final question, could I ask you if you are a UK taxpayer? Yes/No

If Yes: Gift Aid can make your donation worth more. For every pound you give, the charity will receive an
extra 25 pence from the Inland Revenue. Would you like to Gift Aid your donation? Yes/No

If Yes: I’ll just read you the following Gift Aid Declaration which we will confirm in writing: “I confirm that
I am a UK taxpayer and that I pay an amount of income tax and/or capital gains tax at least equal to the tax
that you will reclaim on my donations” Can you confirm that you give this declaration? Yes/No

Confirming a verbal declaration
It may be that you have a telephone system on which you can keep a recording of the donor confirming
their Gift Aid declaration for the required HMRC audit trail, if not, you will need to write to the donor
confirming their declaration in order the meet HMRC regulations. You should write to the donor as soon
as possible after the donation and can include the confirmation of Gift Aid statement as a part of your
‘thank you’ communication. You should include the following:


   To qualify for Gift Aid, what you pay in income tax or capital gains tax must at least equal the amount
   we will claim in the tax year. You are entitled to cancel your Gift Aid declaration at any time within
   the period of 30 days after this letter has been sent to you. Should you choose to withdraw from the
   scheme at any time in the future, or if you stop paying tax, please let us know and we can take your
   donations out of the Gift Aid scheme.



Our close relationship with HMRC can also give you the reassurance that all claims are made and processed
promptly and within strict regulatory guidelines. This means you will receive reclaimed funds to your bank
account more quickly. We are working closely with them to improve the speed of receipt and application
of funds.

Claims are made on a monthly basis following the processed donation.




                                                                                                             8
Section 2 Getting the most from Gift Aid



2.4 How we handle Gift Aid donations

We record the exact details of each declaration, so we will know whether:
n the declaration was for a single gift

n the declaration was for all donations made (‘open’ or ‘in perpetuity’)

n the donor was not able to allow us to make a claim (perhaps a non-taxpayer)

n no declaration was received, either positive or negative



A great feature of the system is that if we receive an ‘open’ declaration, it will automatically check the
donor history to see if there are any more donations that we can claim against. We strongly recommend
that you obtain ‘open’ declarations from all your supporters.

We will submit claims monthly, but the turnaround time for payment from HMRC can vary. Usually it is a
couple of weeks, but be prepared for a longer wait if it is the first claim or at HMRC peak times such as the
end of the financial year.

Postal donations
Sometimes a donation is received in joint names, but we cannot clearly identify which of the donors has
signed the declaration. For example, there may be a donation in the name of ‘Mr George Smith and Mrs
Gail Smith’, with a signature of ‘G Smith’. Where this occurs we will process the donation but refuse the
Gift Aid. We will try to contact you and request that you provide evidence from the donors as to which one
of them we should claim Gift Aid in the name of. If you can provide us with this we will then make a claim
for the Gift Aid. This can be avoided by asking your donors to print their name as well as a signature.

Electronic donation files
With electronic files containing multiple donations we do not have the physical Gift Aid declarations to
examine. Therefore, if we receive a joint donation then we will process the donation but refuse the Gift Aid.
We will notify you and ask you to provide evidence from the donors as to which one of them we should claim
Gift Aid in the name of. If you can provide us with this we will then make a claim for the Gift Aid.

Gift Aid from incorporated organisations
We cannot accept Gift Aid requests from a public limited company (plc), limited company (Ltd),
limited liability partnership (LLP), incorporated trust (a company limited by guarantee) or any other
‘incorporated’ body.

See the template form in Section 6 for more ideas on Gift Aid declarations.




                                                                                                             9
Section 3

Fundraising online
3.1 Introduction to fundraising online

Online fundraising is an easy and cost-effective way to reach your supporters
As more and more people use the internet to support their lifestyles it is important to offer an online option
for your supporters to give to you. With Gift Aid an integral part of online credit/debit card and regular
Direct Debit donations, you can be sure that you get the most from every single donation.

Where do I log in?
You have been issued with a username and password that will give you access to the Fundraising Online
platforms. You can log in by visiting the reporting systems section of the service guide at www.cafonline.org


3.2 Creating your online donation pages

Standard online donation pages will be created for you by the Customer Service team, who will send you
details of the appropriate posts and any instructions by email. We will ask you for:
n an electronic file containing your logo

n a welcome message that your donors will see



For credit/debit card pages:
n your preferred currency options (currently GBP, US $, Euros, Canadian $, Australian $ and New Zealand $)



For Direct Debit pages
n a pdf of your printable Direct Debit mandate



Need an extra donation page for a new campaign or special appeal? Contact us with the details and we
will set it up for you. You will need to tell us:
n the name of your campaign or appeal

n the code that we should capture to help you identify the resulting donations

n when the fundraising will start

n whether you need a credit/debit card page, a Direct Debit page – or both

n whether you would like specific currency options to be made available



You can see examples of online fundraising pages by visiting the fundraising online section of the service
guide at www.cafonline.org

What reports are available?
You can access real time reporting 24 hours a day. The reports can be tailored by using the filters available
and can be downloaded in a file that can be sorted and interrogated. This allows you to understand where
and how your donations are coming through. See more about these reports in reporting and tracking,
Section 4 of this guide.

Are there any more developments planned?
Yes – we are working on the following enhancements:
n regular donations by credit/debit card

n the ability to create your own fundraising pages

n the facility to input your own card donations – no more sending us paper forms and spreadsheets




                                                                                                             10
Section 4

Reporting and tracking
4.1 How to access your reports

Reports are available online at www.viewandprint.com/CAF You can view reports at any time, and new
reports are added on a weekly and monthly basis.

You will have created your username (your email address) when you completed your application form,
and you will already have received an email containing your password. Simply enter your email address and
password and click the log in button. On the first occasion that you log in you will be asked to accept a
very simple terms and conditions statement.

Forgotten your password? Simply email fundraisingteam@cafonline.org


4.2 What reports are available?

There are a number of reports available to you, but some are monthly rather than weekly so they won’t all
update every week. Here is what is available, what format it comes in and how often you can expect to see it:



 Report name      When?     How?      What?
 New              Weekly    CSV*      Details on any new donations from the previous week
 donations file
 Amended/         Weekly    PDF*      Any changes to existing donors, including changes to donation
 cancelled                            amounts
 donors
 Payments not     Weekly    CSV       Any donations where the expected donation was not received
 received file              PDF
 Renewal report   Monthly PDF*        A breakdown of Direct Debit donors and their renewal date
 Tax schedule     Monthly CSV         A breakdown of the Gift Aid claimed for the previous month
                          PDF
 DRL              Weekly    CSV       A line-by-line report showing all donations received, whether new
                                      donors or regular givers
 Weekly status    Weekly    Word*     The weekly financial position of funds disbursed, donations received
                                      and fees due



You can also search for reports from the last six months. If you wish to search by dates, please use the date
format dd/mm/yy (for example 01/01/10).




                                                                                                             11
Section 4 Reporting and tracking



4.3 Understanding your reports
We provide you with as much information about each donor and each transaction as we can. At the end of this
section you can find sample reports and their field definitions.

Where there may be information that you want to upload into your own donor management system we
provide a CSV (comma separated value) file. This is a universally recognised file format that should allow
you to import the data with ease. PDFs are provided where you may need to keep an exact record of
information that should not be altered for audit trail purposes.

We will always keep six months of reports available on the site on a rolling basis. If you ever require any
reports dating back further than six months, please contact the CAF Fundraising Support team.

The data is held on a secure server accessed by your private log in details. With an audit trail showing who has
logged in and when, you can keep a record of who has had access to your data. Please remember to keep
your log in details secure at all times.

To help you track and understand your donations we have introduced the use of source and fund codes.
Source codes are the identifier to let you know where the donation has come from, eg, web, telephone,
email, or are used to identify an appeal which has its own separate donation page.

A fund code can be used in a drop down list of choices to allow your supporter to specify how the
donation should be used or to give more information, eg, how they heard about you.

You must advise us in advance of any campaigns or any new source or fund codes to make sure that we
capture them fully. You can tell us by emailing fundraisingteam@cafonline.org. These codes will be
reported back to you to help you understand more about your donations.

An additional report is available that can help you to upgrade your existing supporters. The full donor
listing report enables you to filter the particular type of donors you wish to approach for special appeals
or upgrade campaigns. This report is on an ad-hoc basis, is supplied in CSV format and carries a nominal
charge. Please contact the Customer Service team on 03000 123 400 for further details.




                                                                                                              12
Section 5

Sending files
5.1 Introduction to sending files

There may be occasions when you need to capture large amounts of donations for processing – such as
in response to a major appeal or if you use a telemarketing company. By capturing this information in a
spreadsheet, you can send us a file for easy upload and faster processing. By using electronic files, we can accept
n new credit/debit card donations

n new Direct Debit instructions

n amendments to existing donor information (but not variation to donation amounts)

n Gift Aid claims on donations previously banked by you



Files can contain ad hoc information, such as campaign tracking codes, but please let us know what this
information will be before you send us files.

Any files that you send must be securely encrypted – we will provide you with our preferred encryption
software free of charge. Please contact the Customer Services team on 03000 123 400 to request the
encryption software and the file templates.


5.2 File layouts

When you open your account with us, we will supply a file template which you will be required to use.
The Bulk Data Upload (BDU) files must be provided by you using the template supplied in CSV (comma
separated value) format.

Please note, if you are editing data in Excel, saving data into CSV format can remove any change data into
unsupported formats. It is recommended that you use Excel to browse and check the data, exit the file
without saving changes, and use a text editor such as Notepad or WordPad to make any changes.

If any data to be contained in one field contains a comma, the data should be surrounded by double
quotes (for example: Mr, J, Smith, “Flat B, 1 The High Street”).

Separate files will be required for each donation type, for example, one file for credit/debit card donations
and another for Direct Debit.

If you are including additional information fields, such as campaign codes, you must make sure that these
fields are labelled clearly and agreed with us beforehand.


5.3 File descriptions

Direct Debits
Bulk new Direct Debit commitment details should be provided in the format outlined below. These will
be automatically processed by us. These data upload files can be provided directly by you, or any
third party such as a call centre, external agency, etc. They must be securely encrypted before they can
be sent to us. Please note, if you send upgrade files it must clearly state that the file is an upgrade of an
existing Direct Debit.




                                                                                                                13
Section 5 Sending files




Credit/debit cards
Bulk card payment file details will be entered manually by CAF Fundraising Support into our payment
system for processing and authorisation. Authorised donation details will then be put into the CAF
Fundraising Support system for subsequent donations management, tracking and reconciliation.

Bulk virtual payment uploads
Virtual payments are those where you have banked cheques, cash or standing orders, but are sending
us the information to enable us to claim Gift Aid on your behalf. Bulk virtual payment uploads can be
ad hoc or multiple and should be provided be in the prescribed format. We will require confirmation
that the donations have been received and banked by your charity, that the donations were from private
individuals’ accounts and that you hold a Gift Aid declaration for each. We may also ask for evidence of
high value donations, this is normally a photocopy of the cheque.

Donor amendments
If you are sending files containing amendments to existing donor information, such as change of address,
you must include each donor’s unique identification number. If this is not included it will mean that a whole
new donor record will be created and the existing one will remain unchanged. This file cannot be used for
amendments to donations, such as increasing Direct Debit amounts or frequencies.

Data quality
The quality of the data that enters our system via the bulk files is dictated by you. We are unable to ‘clean’
the data in the files before we upload them, so please be aware that however the data appears in the
spreadsheet it will appear in our database. If we issue correspondence on your behalf this may mean that
poor quality data results in poor quality communications.


5.4 How CAF will process these files

The matching process
The Bulk Data Upload uses a simple donation matching mechanism. It matches donor records by using a charity
Unique Reference Number (URN). This is maintained within the CAF Fundraising Support system and represents
the donor number in your database.

If an exact match with a charity URN is identified, then a further check will be made to ensure that the
surname on the file matches the surname on our system. In some cases this cross check cannot be made.
If a match is not identified, a new donor record is created without a charity URN.

A single file can include multiple source codes. When duplicates are identified with source codes that do
not match the original codes, they will be rejected in order to preserve data integrity.

Name and address updates
If existing donors are matched on the system using a charity URN, the standard name and default address will
be updated, subject to certain requirements being met. Addresses must be in the correct format before you
send us the file, as only UK addresses that meet post coding standards will be accepted. Every address should
include house/flat number or building name, postal town and post code.




                                                                                                            14
Section 5 Sending files



5.5 Data security

You must securely encrypt any files that contain supporter information before you send them to us. This
includes names, addresses, bank or card details and dates of birth. We are unable to accept any files
that are not securely encrypted and they will be returned to you unprocessed. We will also securely
encrypt any files we send to you.

We use an encryption software package to ensure security of the information that we share. Once your
account has been set up, our encryption software partner, Utimaco, will send you SafeGuard® Private
Crypto directly, along with your user guide and licence. Should you not receive a copy, you can request it by
contacting the Fundraising Support team at fundraisingteam@cafonline.org




                                                                                                          15
Section 6
Template forms
    Instruction to your bank
    or building society
    to pay Direct Debits



                    E
    Please complete the whole form in BLOCK                           Service User Number
    CAPITALS and send to:




                   L
    Charities Aid Foundation
    25 Kings Hill Avenue                                                FOR CAF OFFICIAL USE ONLY
    Kings Hill, West Malling                                            This is not part of the instruction to your




                  P
    Kent ME19 4TA                                                       Bank/Building Society

    Name(s) and address of account holder
    Mr/Mrs/Miss/Ms
                                                                        CAF reference number




                 M
    Address


                           Postcode
    Bank/building society account number                              Instruction to your bank or building society




                A
                                                                      Please pay CAF re [insert your charity name]
                                                                      Direct Debits from the account detailed in this
                                                                      instruction subject to the safeguards assured
    Branch sort code                 –            –                   by the Direct Debit Guarantee. I understand




               X
                                                                      that this Instruction may remain with CAF re
    Name and full postal address of your bank/                        [insert your charity name] and if so, details will
    building society                                                  be passed electronically to my bank/building
    To The Manager                                                    society.




              E
    Address
                                                                      Signature

                                Postcode                              Date


    Banks and building societies may not accept Direct Debit instructions from some types of account.



    THIS GUARANTEE SHOULD BE DETACHED AND RETAINED BY THE PAYER

    The Direct Debit Guarantee
    n   This Guarantee is offered by all banks and building societies that accept instructions to pay Direct Debits

    n   If there are any changes to the amount, date or frequency of your Direct Debit (insert your organisation name) will
        notify you (insert number of) working days in advance of your account being debited or as otherwise agreed. If you
        request (insert your organisation name) to collect a payment, confirmation of the amount and date will be given to
        you at the time of the request.

    n   If an error is made in the payment of your Direct Debit, by (insert your organisation name) or your bank or building
        society you are entitled to a full and immediate refund of the amount paid from your bank or building society

    n   If you receive a refund you are not entitled to, you must pay it back when (insert your organisation name) asks you to

    n   You can cancel a Direct Debit at any time by simply contacting your bank or building society. Written confirmation
        may be required. Please also notify us.
Sponsorship
and Gift Aid
declaration form


                 E
Please sponsor me
for (event)




                L
in aid of
                     (name of charity)




               P
We, who have given our names and addresses below and have ticked the box headed ‘Gift Aid’ (), want
the charity or Community Amateur Sports Club (CASC) named above to reclaim tax on the donation detailed
below given on the date shown. We understand that each of us must pay an amount of income tax or capital
gains tax at least equal to the tax reclaimed by the charity or CASC on the donation.




              M
Full name              Home address                              Postcode      Amount     Date    Gift
first name and         (this is essential for Gift Aid)                        £          paid    Aid
surname                                                                                           ()




             A
           EX
Remember: Full name + Home address + Postcode +  =
(please only use individual names)




Registered charity number 268369


                                                                                                         18
Single donation slip
Personal details (please complete in BLOCK CAPITALS)
Name            Mr           Mrs           Miss          Ms        Other
Forenames (in full)                                                Surname




                   E
Home address
                                                                   Postcode
Please feel free to contact me by:




                  L
   Telephone                                                           Email

I wish to donate               £5          £10          £25        Other £




                 P
I enclose my cheque/postal order/CAF cheque payable to:
                                                                   Existing charity reference (if you have one)
OR
Credit/debit card details
Amount £                                          Your name (as it appears on your card)




                M
Card type:       Visa        Mastercard           American Express          JCB        Visa Delta            Solo   Maestro

Card number




               A
                              Expiry                                                        found on      Issue       Maestro
Start                                                         Security                      the reverse               cards
date            /             date                /           number                        of the card   number      only

Please note that this transaction will show on your statement as Charities Aid Foundation

Please treat                () Please tick the appropriate box




              X
   the enclosed gift of £                                        as a Gift Aid donation; OR
   all gifts of money that I make today and in the future as Gift Aid donations; OR




             E
   all gifts of money that I have made in the past four years and all future gifts of money that I make from
   the date of this declaration as Gift Aid donations.

You must pay an amount of income tax and/or capital gains tax in each tax year at least equal to the
tax that the charity or Community Amateur Sports Club (CASC) will claim from HM Revenue & Customs
on your Gift Aid donation(s).

Please notify the charity or CASC if you:
	 n     want to cancel this declaration
	 n     change your name or home address
	 n     no longer pay sufficient tax on your income and/or capital gains

If you pay income tax at the higher rate, you must include all your Gift Aid donations on your Self
Assessment tax return if you want to receive the additional tax relief due to you.


Signature                                                          Date




 For CAF use only
 Charity URN: FS              Donor URN:                   Process date


                                                                                                                         19
Gift Aid declaration
Name of charity or CASC
Please treat             () Please tick the appropriate box




                  E
   the enclosed gift of £                                as a Gift Aid donation; OR
   all gifts of money that I make today and in the future as Gift Aid donations; OR




                 L
   all gifts of money that I have made in the past four years and all future gifts of money that I make from
   the date of this declaration as Gift Aid donations.




                P
You must pay an amount of income tax and/or capital gains tax in each tax year at least equal to
the tax that the charity or Community Amateur Sports Club (CASC) will claim from HM Revenue &
Customs on your Gift Aid donation(s).


Donor’s details




               M
Personal details (please complete in BLOCK CAPITALS)
Name          Mr            Mrs      Miss        Ms       Other




              A
Forenames (in full)                                       Surname
Home address
                                                          Postcode




             X
Signature                                                Date




            E
Please notify the charity or CASC if you:
   n    want to cancel this declaration
   n    change your name or home address
   n    no longer pay sufficient tax on your income and/or capital gains

Tax claimed by the charity or CASC
   n     The charity or CASC will reclaim 28p of tax on every £1 you gave up to 5 April 2008.
   n     The charity or CASC will reclaim 25p of tax on every £1 you give on or after 6 April 2008.
   n     The Government will pay to the charity or CASC an additional 3p on every £1 you give between
         6 April 2008 and 5 April 2011. This transitional relief for the charity or CASC does not affect
         your personal tax position.

If you pay income tax at the higher rate, you must include all your Gift Aid donations on your Self
Assessment tax return if you want to receive the additional tax relief due to you.




Registered charity number 268369


                                                                                                           20
Section 7 Useful information

Frequently asked questions
Who will be dealing with              Are we charged for Gift Aid?           A lot of our supporters give
our CAF Fundraising Support           No, we will only charge you for        by standing order – how can
account?                              processing the actual donation.        we get them to think about
Our experienced Fundraising                                                  Direct Debits?
Support team will look after you      When will we see donations             Direct Debits are a lot easier to
at every stage of your relationship   reach our account, and will            administer than standing orders,
with us. The team is available to     this be individual payments            so it makes sense to change to
respond to your emails and calls,     for each donor or a lump sum?          a Direct Debit process. We will
offering expert advice.               We will pay a lump sum to your         provide you with a form to send
                                      account on a weekly basis, but         to those supporters to encourage
How do you handle                     you will see a breakdown of the        them to make the switch and
Gift Aid Donations?                   donations on the corresponding         by returning the form to us, we
We record the exact details of        reporting.                             can arrange for their standing
each declaration, so we will                                                 order to be cancelled and their
know whether:                         What is the general timing             new Direct Debit to start. We can
n	 the declaration was for a          for money reaching our                 also help with a template letter
   single gift                        accounts?                              to help you communicate the
n	 the declaration was for all        This currently varies depending        benefits of switching; smoothing
   donations made (‘open’ or          on payment method. We                  the process along.
   ‘in perpetuity’)                   reconcile funds as quickly as
n	 the donor was not able to          we are able to, but sometimes          If we initially only ask you to
   allow us to make a claim           we are reliant on other financial      process one type of donation
   (perhaps a non-taxpayer)           agencies to get the funds to us.       for us – can we then ask you
n	 no declaration was received,       As we pay funds to you on a            to do more?
   either positive or negative        weekly basis the general guideline     All types of donations are open
                                      is that the donations made in          to you at any time. Just let us
A great feature of the system         week one should be in your             know if you need us to handle
is that if we receive an ‘open’       account in week two.                   more transactions for you by
declaration, it will automatically                                           contacting the CAF Fundraising
check the donor history to see        How are we charged and                 Support team. If you wish to
if there are any more donations       what are we charged for?               start accepting Direct Debits
that we can claim against. We         For every donation we process,         we require a minimum of eight
strongly recommend that you           we apply a transaction charge.         weeks’ notice to get everything
obtain ‘open’ declarations from       Rather than invoicing you at the       in place for you, (this is the
all your supporters. For help and     end of each month for your             processing time it takes for
advice on Gift Aid you can visit      charges we will offset the             BACS to set up your Direct Debit
www.hmrc.gov.uk/charities             amount of the charge against the       service). There will also be an
                                      donation. This will all be broken      additional cost for the Direct
How long does it take to              down on your reports, including        Debit service.
receive Gift Aid?                     any applicable VAT. For full details
We will submit claims monthly,        of charges, please refer to our        Does CAF thank supporters
but the turnaround time for           website, terms and conditions          on our behalf?
payment from HMRC can vary.           or the enclosed CAF Fundraising        Supporters giving through CAF
Usually it is a couple of weeks,      Support charges sheet.                 Fundraising Support Online
but be prepared for a longer wait                                            will automatically receive a
if it is the first claim.                                                    thank you email free of charge.



                                                                                                           21
Section 7 Useful information



Will our supporter’s details         Why do you need to carry             a legitimate source. If we cannot
be available to third parties,       out identification checks on         satisfy ourselves that everything is
marketing agencies etc?              our charity?                         in order, we are obliged to return
No. The data that we hold            As an organisation that makes        the money to source.
belongs to you and we will           financial transactions, we are
only share that data if you ask      obliged to do so to comply           How long does it take to
us to or if we are legally obliged   with anti money laundering           get our Service User Number
to do so.                            and counter terrorism (AML)          (SUN) for Direct Debits?
                                     regulations and guidelines.          BACS require an eight week set
Can supporters contact you                                                up period to register your charity
directly to make donations?          Why might you need to carry          on their system. We will test
We will provide you with             out checks on our supporters?        your SUN before you go live to
all the tools you need to be         In order to comply with AML          make sure everything is in perfect
able to accept donations, but        regulations and guidance we are      working order.
unfortunately we cannot act          obliged to carry out checks from
as a call centre. Your existing      time to time in respect of donors.
supporters can of course contact     This includes identifying and
us with any questions or to          verifying the donor, and making
upgrade their existing donations.    sure that the money comes from




Contact us                           Membership bodies                    Sources of information

CAF Fundraising Support              Charity Commission                   Third Sector magazine
Customer Service team                W: charity-commission.gov.uk         W: thirdsector.co.uk
T: 03000 123 400                     T: 0845 3000 218
E: fundraisingteam@cafonline.org                                          Professional Fundraising
                                     Institute of Fundraising             W: professionalfundraising.co.uk
CAF Bank                             W: institute-of-fundraising.org.uk
Existing customers                   T: 020 7840 1000                     UK Fundraising
T: 03000 123 456                                                          W: fundraising.co.uk
New product enquiries                HMRC
T: 03000 123 222                     W: hmrc.gov.uk/index.htm             Directory of Social Change
                                     T: 0845 302 0203                     W: dsc.org.uk
T: 03000 123 000
W: www.cafonline.org                 PFRA
                                     W: pfra.org.uk
                                     T: 020 7401 8452

                                     Fundraising Standards Board
                                     W: frsb.org.uk
                                     T: 0845 402 5442

                                                                                                           22
             Our aim is simple: to make
             charity donations go further.
             We make it easier for supporters
             to give and for charities to
             manage their money.

             How do we do it?
             n	 we enable supporters to give tax-efficiently to charities

                anywhere in the world
             n	 we help employers design and run giving, volunteering

                and community programmes
             n	 we offer charities low-cost banking, investment and

                fundraising services




             Charities Aid Foundation
0851E/0410




             25 Kings Hill Avenue
             Kings Hill
             West Malling
             Kent ME19 4TA

             Registered charity number 268369

								
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