GETTING STARTED CAF DONATE. Your guide to setting up. Making it easy for your charity to fundraise online. Registered charity number

Transcription

1 GETTING STARTED Your guide to setting up CAF DONATE Making it easy for your charity to fundraise online Registered charity number

2 CONTENTS Introduction...3 Upgrading to CAF Donate...4 Setting up & managing your primary donation page...6 STEP 1 Setting up your general fund...7 STEP 2 Applying the look and feel...10 STEP 3 Making your primary donation page visible to donors...11 Setting up & managing your campaign pages...14 STEP 1 Setting up your campaign pages...14 STEP 2 Applying the look and feel...17 STEP 3 Making your campaign donation pages visible to donors...17 Setting up & managing Direct Debits...18 STEP 1 Entering a new Direct Debit instruction...18 STEP 2 Amending or cancelling a donor s Direct Debit instruction...20 Donation self-processing...23 Accessing your reports...25 Coming soon

3 INTRODUCTION To sign up to use the full CAF Donate service you need to accept the CAF Donate Terms and Conditions and give CAF the permission to re-claim Gift Aid on your behalf by downloading a ChV1 form to inform HM Revenue and Customs. See Upgrading to CAF Donate on page 4 for more details. Once you have upgraded to CAF Donate, you will continue to have access to your CAF Donate profile as well as the full CAF Donate service. A brief description of each service is set out below. CAF Donate profile Fundraising through cafonline.org Your CAF Donate profile gives you the opportunity to set up a free online profile and donation facility on cafonline.org for your charity which can be accessed by your donors through our charity search facility Every month approximately 750,000 in donations is made to charities by donors using our website. Not only does your CAF Donate profile enable you to receive one-off donations online by credit and debit card, CAF Account Payment and PayPal, it will also allow you to upload and submit CAF CharityCard and CAF voucher payments* received by phone or post, help you to publicise your charity s mission and achievements and give you online access to donation summaries and remittance advice. As a CAF Donate profile customer you will automatically be able to receive donations from other CAF donor services such as CAF Give As You Earn. CAF Donate - the full service Fundraising through your own website and social media channels CAF Donate is an enhanced online donation processing service that gives you the tools to fundraise through your own website and via mobile devices and Facebook. Through CAF Donate you have the ability to set up and manage the following with no set up or monthly fees**: Fully branded donation pages that donors can access through your own website and via mobile devices through a Donate button. A Widget that you can embed into your website, Facebook and mobile donation pages which means that donors can give without leaving your website. Campaign pages that will enable you to raise funds for specific initiatives you can: set fundraising targets set timelines for the campaign set up QR codes* accept one-off donations via credit or debit card, PayPal and CAF Account Payment online accept regular donations via Direct Debit and CAF Account Payment* submit your offline donations from CAF Account Payment* as well as credit and debit card payments and Direct Debit donations monitor and track your fundraising progress with detailed reports on campaigns and donations. This User Guide will take you through the steps you need to take to start fundraising through the full CAF Donate service. * QR code, CAF voucher and Account Payment functionality will be available late ** Access to CAF Donate is free. There is no set-up or monthly charge. A 3.6% transaction fee is applied per gross donation processed for CAF Donate, and a 2% transaction fee is applied on Direct Debits. For more information please see the Fee Schedule. 3

4 Upgrading to CAF Donate You can upgrade to the full CAF Donate service in 3 easy steps: 1) Accept the CAF Donate Terms and Conditions To upgrade to the full CAF Donate service all you need to do is go to your CAF Donate Account home page, tick the box to say that you are happy for CAF to reclaim Gift Aid on your behalf and accept the CAF Donate Terms and Conditions. 2) Submit HM Revenue and Customs (HMRC) notification form to CAF Download a ChV1 form from cafonline.org which gives CAF permission to reclaim Gift Aid on your behalf. Once completed, the form needs to be sent to CAF at the address below within 2 weeks of you electing to upgrade to the CAF Donate service: CAF Donate, Charities Aid Foundation, 25 Kings Hill Avenue, Kings Hill, West Malling, Kent ME19 4TA To help you To help you with your ChV1 form, you only need to complete the following sections: 1) Front page: complete the details about your charity. This should be based on the current information held by HM Revenue and Customs (HMRC). 2) On page 4: Changes to the nominee and collection agency details: - this will be pre-populated with CAF information. 4 3) On page 6: the declaration: two authorised signatories are required with their National Insurance number. This is so HMRC can run a standard identity verification check and confirm that the signatories have authority to appoint CAF to reclaim Gift Aid on your behalf.

5 Once you have upgraded you can start using CAF Donate straight away*. However, we can only reclaim the Gift Aid back on donations made to your organisation once we have been notified by HM Revenue and Customs that they have processed your ChV1 form. We will however retrospectively claim back the Gift Aid on donations made from the point at which you upgraded. HM Revenue and Customs usually take around one month to process the ChV1 form. *Please note in order for the upgrade to take effect you will need to log out and log in again to your account. 3) Provide us with your bank account details To use CAF Donate you must provide us with details of the bank account into which you wish us to pay your donations. We want to be able to disburse charitable donations to you as quickly and securely as possible so that you can start to use these funds immediately. Bacs provides the most secure and efficient means of money transfer. Therefore we encourage all our charity customers to use this to receive their donations. All we need is a pre-printed paying in slip this can be sent via post or you can a scanned copy to charityvalidation@cafonline.org Then all future donation disbursements can be made directly into your bank account via Bacs. As an alternative, CAF will need to see an original bank statement before we can start to disburse donations via Bacs to you. Please note if you have multiple accounts already set up with CAF you will need to tell us which one to pay into. When you upgrade to CAF Donate you will not be able to proceed further until you have contacted us to confirm your nominated bank account, and we have linked the nominated account for you. 5

6 Setting up & managing your primary donation page To get fundraising quickly you need to set up a primary donation page and make it visible to your donors on your website. Overview of the CAF Donate donation tools This section will enable you to set up a secure donation page for a general fund that will appear on your own website. You can make your donation page visible to your donors in a number of ways: Donate Button You will have the opportunity to create a donation button and embed it into your website. Donors will be able to access the donation page via this button. Donate hyperlink If you already have your own donation button, or if you want to simply link to your donation page you will have the opportunity to set up a donate hyperlink. 6

7 Widget You will have the opportunity to embed your donation page directly into your website and social media sites such as Facebook via the Widget. This means the donation page will be surrounded by your branded content and the donor will not be redirected to a separate donation page. Whichever method you choose to use to make your donation page visible, you will be giving donors the opportunity to give one-off or regular donations to your general fund through a secure page. It is important that you set this up first so that your donors have the ability to donate to your organisation at all times. The Widget will show a lock icon to provide reassurance to donors that they are giving through a secure page. STEP 1 Setting up your general fund To start, select General Fund under the Set Up menu. Then simply enter the details of your fund in the relevant fields. Note: You have the opportunity to set up pages for specific campaigns later in this User Guide. 7

8 Setting up your general donation fund pages Title This field enables you to include a short description of your general fund. This will not be published externally. Display name This is the name that donors will see on the donation page for your fund. Code This unique code of your choosing will be reflected in your online reporting suite so that you can see how much has been raised by each of your donation pages. Logo You can use your organisation logo or a specific logo that you have for your general fund. This needs to be a small logo (48 x 48 pixels and 50kb in size) so that it can be optimised for mobile devices. Top tip: If you do not have a logo of this size, there are many free online tools such as that will do this for you for free. Description This should be succinct (no more than 500 characters ). This is specific to your fundraising campaign and is different to the text for your CAF Donate online profile that will appear on CAF s website. Top tip: For speed, you can copy your CAF Donate profile text and enter it here. More information link This could be your website address or a specific URL that sends people to more information about your general fund. This is not a mandatory field. 8

9 Single donation details With single donations you have the option to include targets and descriptions highlighting what can be achieved with a particular donation amount. By including this detail you will increase your chances of reaching your fundraising target. Please note a minimum 5 donation applies. Payment options Select the payment methods that you want donors to use when donating to your general fund. This includes CAF Account Payment, credit and debit cards and PayPal but please note we can only accept donations made in pounds sterling. Regular donation details You can set up regular donations through Direct Debit and CAF Account Payment. Please note there is a minimum donation amount of 2 for Direct Debits. You also need to provide a telephone number for Direct Debits; this will be used in the communication that goes out to your donor so that they can contact you if they need to change anything. Thank you message This is a great opportunity to send your donors a message immediately after they have donated. There are two types of message for you to use. You need to complete both options. 1. A thank you message that appears on the final web page after a donor has donated. 2. A thank you which is sent to the donor immediately after they have donated. This template will contain standard text from CAF containing a summary of the donation. Donation alert This section allows you to tell us whether you want to be alerted after every successful donation is made. There are two alert options that you can choose from. 1) By This will provide you with information regarding the donation amount and the transaction ID. By logging onto the reporting suite the day after the donation is made, you will be able to view a full breakdown of the donor s details if they have not elected to remain anonymous. Remember - if you are expecting a lot of donations this will mean a lot of s! 2) By systems post back This means you will automatically receive a file of data about each successful donation made via HTTP Post. You can then import this data directly into your database for reporting. In both cases you need to customise the text. 9

10 STEP 2 Applying the look and feel The design components you select will be applied across all pages, i.e. your general fund as well as any campaign donation pages that you set up and also the donation page, hyperlink, Donate Button and Widget. You can tailor how you want your brand to look on these donation pages as viewed through: 1) your website 2) a mobile device; and 3) the standard or slim Widget (donation page embedded into your website) Note: the Widget is available in two sizes so you have the choice depending on the size and format of your web page: Standard: 460 x 600 pixels Slim: 300 x 600 pixels These options are reflected on the tabs at the top of the page. If you are not sure at this point how you want your donation pages to look, you can choose to use the default settings and come back later to amend them. Setting up the look and feel of your donation page The design components that you need to select are: Border This refers to the shape of the outer border of the donation tool. Header This refers to the background colour of the header as well as the colour and font type of the header text. Pie chart This refers to the pie chart used to communicate your fundraising target and how much money you have raised so far. Currently active tab This refers to the design components for the tab which shows that you are on an active page. You can choose the background colour for the tab as well as the colour and font type of the text used. Currently inactive tab This refers to the design components for the tab which show that you are on an inactive page. You can choose the background colour for the tab as well as the colour and font type of the text used. Button This refers to the buttons used throughout the donation flow and includes the Donate Button. Again you can choose the background colour for the tab as well as the colour and font type of the text used. 10

11 Once you have selected your style options, these will be applied to all your donation pages. To see how the layout will look on each donation page please select the relevant tabs (website, mobiles, standard Widget, slim Widget). STEP 3 Making your primary donation page visible to donors Once you have set up your primary donation page i.e. your general fund (STEP 1) and applied the look and feel (STEP 2) you now need to make your donation pages visible to your potential donors. To do this you need to click Campaigns and donation pages and select the options under Embed donation pages. Making your donation pages visible to donors You will see 3 options: 1. Donate Button code This will enable you to set up and embed a Donate Button into your website 2. Donate link This will enable you to set up a hyperlink which can then be used to direct donors to your donation pages should you already have a donate button of your own, or you might want to use it elsewhere i.e. on marketing campaigns or on an app. 3. Widget code This enables you to embed your donation page directly into your website. The QR code functionality will also appear in this section once it is available from late

12 Donate Button code This option allows you to create and embed a Donate Button onto your website. The Donate Button already has the link code included. The Donate Button will take your donors to the first page in the donation process. This is what your Donate Button will look like. To embed the Button all you need to do is simply copy and paste the code provided into your webpage in the desired location. If you already have your own donation button set up, you can copy the donation link code rather than use this Donate Button. Donate hyperlink code The donation link can be used on your website (if you already have a donate button) or in other places such as a marketing campaign or an app. The code will direct donors to the first page in the donation process. Please copy and paste the link into the desired location. 12

13 Widget code You have the choice of two sizes of Widget to embed into your website. Standard: 460 x 600 pixels Slim: 300 x 600 pixels Standard/Slim Widget Depending on your campaign, you may want to give donors the option to embed the donation page into their own websites using the Widget to promote your cause further. Select Generate Widget Code to move to the next page. Please copy the generated code into your website in the desired location. This process is exactly the same for setting up the Slim Widget. You have now set up your general donation fund page! 13

14 Setting up & managing your campaign pages STEP 1 Setting up your campaign pages To set up donation pages for specific campaigns, select Campaigns under the Campaigns & Donation Pages menu. This page will not only help you to set up new campaigns but also manage ongoing campaigns. At the top of the page you will always be notified of campaigns that are due to expire soon. If you want to extend the time frame, simply click in the campaign name, extend the duration date and select update. The general fund donation page you have already set up will be displayed at the top of the list of Live campaigns. Setting up your campaign pages Select Create Campaign. This will take you to the campaign editor. Here you have the chance to set up a completely new campaign or you can use the Quick setup which allows you to base your campaign on one that already exists. 14

15 Campaign editor Title This field enables you to include a short description of your campaign. This will not be published externally. Display name This is the name that donors will see on the donation page for your campaign. Code This unique code of your choosing will be reflected in your online reporting suite so that you can see how much has been raised by each of your donation pages. Logo You can use your organisation logo or a specific logo that you have for your campaign. If you have already set up the page for your general fund this field will already be populated with the logo you selected for this page. Please feel free to replace this with a more appropriate logo. The logo needs to be small (48 x 48 pixels and 50kb in size) so that it can be optimised for mobile devices. Top tip: If you do not have a logo of this size, there are many free online tools such as that will do this for you for free. 15

16 Duration This refers to the time period for which you want the campaign donation pages to be visible to the public. There is an option to keep the campaign running indefinitely - choose the ongoing field. Once a campaign has expired a donor will no longer be able to give online and a page will be displayed stating that the campaign has come to an end. You will need to remove all references to these donation links once a campaign has expired or replace them with another campaign or a link to your general fund. You can access expired campaigns from the Campaigns and Donations Pages link, where you can view and then create a new campaign based on an expired campaign. Description This refers to a short description or outline of your campaign. This will be visible to donors. Return URL This refers to the webpage that you want to direct donors to after they have donated using the donation page on your website or via mobile devices. Payment options This allows you to select the payment methods that you want donors to use. This includes CAF Account Payment, credit and debit cards and PayPal. See previous section Setting up a general fund on how to set this up. Regular donation details You can set up regular donations through Direct Debit and by CAF Account Payment. The Thank you message and Donation alert processes are the same for the campaign pages as for the general fund. Please refer back to Page 9 for more information. 16

17 STEP 2 Applying the look and feel If you have set up the donation page for your general fund you will have already applied the look and feel not only for this page but for all your campaign pages. If you want to change the look and feel please select brand look and feel under the set up menu. Please note you can only have one look and feel throughout, so if you change the look and feel of any of your campaign pages, it will also apply to your other campaigns and your general fund page. Find out more about the set up process on Page 8. STEP 3 Making your campaign donation pages visible to donors Once you have set up your campaign pages (STEP 1), and applied the look and feel (STEP 2), you will need to make your campaign donation pages visible to your potential donors. If you have already set up the donation page for your general fund you will be familiar with the process. Please select Campaigns and donation pages and refer to the options under Embed donation pages. You will see 3 options. From late 2013 you will also be able to set up QR Codes. 1. Donate Button code This will enable you to set up and embed a Donate Button into your website. 2. Donate link This will enable you to set up a hyperlink which can then be used to direct donors to your donation pages should you already have a donate button of your own, or you might want to use it elsewhere i.e. on marketing campaigns or on an app. 3. Widget code This enables you to embed your donation page directly into your website. Note: The above settings will need to be applied to each campaign you have listed. Find out how to set up each option on Page

18 Setting up & managing Direct Debits In addition to donors setting up Direct Debit instructions online, CAF Donate provides you with the functionality that allows you to amend or cancel these instructions, and enter new Direct Debit instructions* that you have collected offline via direct marketing campaigns or over the phone. This section will show you how to enter, amend and cancel Direct Debit instructions and is followed by a useful tips and guidelines section to help you promote Direct Debits successfully. STEP 1 Entering a new Direct Debit instruction Select enter from the Direct Debit instructions: Complete the new Direct Debit instruction form When taking a new Direct Debit instruction over the telephone you must comply with Bacs guidelines and ensure that the donor is made aware that they are signing up to a regular commitment. We have provided a sample Direct Debit script that you can print off and use when talking to a donor to ensure all the information needed is collected first time. * If you have received paper instructions you need to retain these and not send to CAF. 18

19 Donor Unique Reference Number: you can create and assign a donor unique reference number (URN). This will be captured in your reports and you will be able to use this number to search for the donor. address: CAF will need a valid address to send the donor confirmation of the details of their instruction. If you do not have their address we can still process the instruction but will need to send the confirmation by post which will attract a higher set up fee (please see Fee Schedule for details). Direct Debit details: enter the account holder s name, account number and sort code. The donor can select from two dates: the beginning of the month (1st) or middle (15th). Once the Direct Debit has been successfully set up we will send the donor an or letter confirming their Direct Debit instruction. This is known as an Advanced Notification Letter (ANL) and provides the donor with all the details of their Direct Debit including amount, frequency, next payment date and a copy of the Direct Debit guarantee (an example of this letter can be found in the Direct Debit Supporting Material section on page 22) Confirmation This is the confirmation page with all the details of the new instruction. We recommend that you check this against either the original paper instruction or verbally confirm with the donor over the phone. You can go back and amend any of the details by clicking previous. 19

20 Thank you page This completes the new Direct Debit instruction process. CAF will send the Advanced Notification Letter and Direct Debit guarantee to the donor. This will then appear in your reporting suite after 24 hours. You now have the option to enter another instruction. STEP 2 Amending or cancelling a donor s Direct Debit instruction A donor may contact you at any point to amend their details, or you may carry out an upgrade campaign to encourage donors to increase their Direct Debit amount. In either instance you can search for and amend a donor s Direct Debit instruction. A donor can cancel a Direct Debit instruction at any time through their bank. However they may contact you to do this on their behalf; you can also do this through CAF Donate. Please note that if you have set up a new instruction or amended an existing one, and you need to change it, you will need to wait 24 hours before the changes take effect and you can update it. Searching for the Direct Debit You can search by Direct Debit reference your donor will have this on their Direct Debit confirmation paperwork or by name, post code or the donor s unique reference number if one has been assigned during the initial set up. Select the Direct Debit instruction 20

21 Make amendments You can amend or add: a) Donor Unique Reference Number b) Donation amount c) Donor address d) Gift Aid status: yes or no e) Donor personal details including name and address Confirm amendments You will see a summary screen containing all details. Please check with original paper instruction or confirm with the donor by phone. You will then be presented with a thank you page. CAF will send to your donor an amended ANL or letter confirming the changes to their instruction. Please note the amendment will take effect from the next collection date unless the next collection falls within the next five days. If the next collection date does fall during this time period, then the amendment will not take effect and the original sum will be collected. The new amount will then be debited from the following collection date. 21

22 Amending a donor s Gift Aid Statement It is your responsibility to ensure that your donor s Gift Aid status is accurate. For regular donors whose circumstances may change, you can amend their Gift Aid status via the amendment screens. Please see Setting up and Managing Direct Debits section on page 18. You can only do this once we have received your ChV1 form from HMRC allowing CAF to act as your agent. If you need to amend a donor s Gift Aid status before this has been received you will have to cancel the existing Direct Debit and set up a new one. Cancelling a Direct Debit instruction Follow the same process as Searching for a Direct Debit, to identify the correct instruction, then select cancel. You will have the opportunity to confirm the cancellation; please note once confirmed this will take effect immediately. Please note that if the next collection date has already passed, this may result in the next Direct Debit being taken; the donor can ensure that this does not happen by cancelling directly with their bank. Direct Debit Supporting Material 1) Example of the Direct Debit Mandate If you are collecting Direct Debits offline, you will need a Direct Debit instruction form for your donors to complete. We have provided a standard Direct Debit instruction form for you to use which includes the correct Service User Number but you can create your own: Top tip: the donor needs to send the completed Direct Debit instruction form to you and not their bank. Note: If you do create your own, you must ensure that you comply with the Bacs guidelines. Bacs also provides standard Direct Debit logos for use on marketing material. The template also contains an example Gift Aid Declaration for you to use. If you use alternative wording you must ensure that it meets the latest HMRC guidelines. 2) Example of standard Advanced Notification Letter (ANL) This will be sent to your donor when a new instruction is set up or an existing instruction amended: 22

23 Donation self-processing Through CAF Donate you have the ability to enter offline donations that you have taken over the telephone or via the post through your CAF Donate account area for CAF to process. Processing your offline credit and debit card donations Select Process your Credit and Debit card donations from the main Self processing section: Add a credit or Debit card payment a) Campaign your general fund will appear first followed by an alphabetical list of all your active campaigns b) Minimum donation amount is 5 c) Gift Aid statement if you are taking a donation over the phone please ensure you read this statement to the donor d) If yes, you must confirm that you either hold a valid Gift Aid Declaration or if taken over the phone that you have sent confirmation in writing of their verbal declaration e) Donor s unique reference number you can create or enter your donor s unique reference number here and this will be captured in your reports f) Donor s personal details please note that you must enter their marketing preferences and only promote products or services to them if they have given their consent g) Address details this must be their home address and will be used for claiming any eligible Gift Aid h) Thank you you have the option to send a personalised thank you to the donor this is the same one that is configured during the general fund or campaign set up (see page 9) 23

24 Payment details Please complete all the fields, except American Express cards where the 4 digit security code appears on front of card. Thank you This will contain the unique transaction reference. You will be able to see this donation as pending in your donation suite after 24 hours. This will show the reference Self Service web so you can easily distinguish them from donations entered online by your donors. Refunds If you enter a donation in error you will need to contact CAF with the transaction reference number, donor name and amount for CAF to process a refund. Please call or cafdonate@cafonline.org 24

25 Accessing your reports Your reports can be accessed via your home page on your CAF Donate Account. See options under Reporting. For your CAF processed donations via your CAF Donate online profile see the CAF Donate profile User Guide. To access details of your CAF Donate processed donations, select CAF Donate from your CAF Donate Account landing page or drop down menu. In this section you can do a quick or advanced search to obtain details on one or more transactions. You will also be able to run customised reports to see how successful your fundraising is by campaign and payment type. Quick search To obtain details of one specific transaction you will need to have the Transaction ID. This will have been included in the alert you received following the donation being made. Alternatively you can obtain the Transaction ID from the donor themselves. If you do not have the Transaction ID you will need to use the advanced search to find the donor by name or address, date range, donation amount and CAF CharityCard number.. How to do a quick search Once you have entered the Transaction ID select Quick Search. 25

26 Donor transaction detail summary You will see a page with a summary of the transaction details. If the donation has been paid by CAF to your organisation you will see paid in the status field. If we are still processing this you will see pending in this field. As the Gift Aid is claimed back separately by CAF this will take longer (approx one month) to reach you. Whilst this process is taking place you will see deferred under Gift Aid details status. Please note if we are still waiting for your ChV1 form the Gift Aid status will remain deferred until we have received this. If the Gift Aid is rejected or cancelled you will see this as rejected. Date donation made refers to the date that the donor made the donation (under donor transaction details box). The date that CAF transferred the donation to you (by Bacs) will appear as Date donation paid by CAF under the payment details box. Marketing preferences: This will show if the donor has opted in for future communication from you. It will either state none, , telephone or SMS. You must ensure you contact them in line with their wishes. You have the option to download this transaction summary in CSV format. The fee quoted is a transaction fee on that donation. To find out more about fees please see the Fee Schedule. Advanced search This allows you to search for multiple transactions using a variety of fields including details of Direct Debits. How to do an advanced search You can search using date range, donation amount, CAF Charity Account number (if you have this information), regular payment instructions, name and address, Gift Aid status and Direct Debit reference. Once you have populated the relevant fields select search. 26

27 Advanced search results You will then see the results of your search. The Date Donation Made refers to the date that the donor made the donation. To view any individual donation in detail just click on the relevant row and this will take you to a summary page with a breakdown of the donation details. You can also alter the number of donations that appear on any page. The donation report can be downloaded in CSV format. Report configuration To create your own report select Report configuration under reports on your CAF Donate Account home page. 27

28 Regular Payment Instructions This will show you all the details for the donor attached to the specific Direct Debit instruction. Along with the donor s personal details, it will show the status of the Direct Debit (active or cancelled), the start date, amount, frequency and, if cancelled, the end date. In the left side panel you will see when the last payment was taken; for new instructions this will show the next payment date. Note on Gift Aid status Pending: This means that the donation is eligible for Gift Aid but has not yet been submitted to HMRC for processing (this happens weekly). Submitted: Submitted to HMRC for processing. Paid: Gift Aid received from HMRC and transferred to you. Rejected: Covers any cancelled, rejected or reversed claims. Deferred: These cover donations that are eligible for Gift Aid but CAF cannot claim until we have received your Chv1 form and approval from HRMC to claim Gift Aid on your behalf Once you have selected the relevant fields select Generate Report. You will then be able to download this information in CSV format. If your search generates too many results you will be asked to refine your selection criteria. You are advised to visit your reporting section regularly and to download this information so that it is available within your donor management system. 28

29 Regular Payment Reports From here you can report on all your active Direct Debit instructions; new, amended or cancelled. This can be further split by instructions that have been set up directly by your donors via your website or entered by you via your Self Processing functionality. All reports once generated can be exported by CSV file. Understanding the cancellation codes: A Direct Debit instruction (DDI) can be cancelled in a number of ways, eg by the donor or by their bank. If a DDI has been cancelled, you will see this in your cancelled report which will display the appropriate code. List of codes: Code 0 Instruction cancelled refer to payer 1 Instruction cancelled by payer 2 Payer Deceased 3 Account transferred to another bank but new bank details not provided therefore cancelled 4 Advance notice disputed (payer disputes time, amount or frequency of ANL), therefore cancelled (ARUDD) 5 No account B D F G I R Account closed Advance Notice Disputed (ADDACS) Invalid Account Type Bank will not accept Direct Debits on account Payer Reference Number not Unique Instruction re-instated Glossary: ADDACS: Automated Direct Debit Amendment and Cancellation Service the Bacs service allowing banks or building societies to advise Direct Debit users of any amendments to or cancellations of DDIs. Also used to advise users of the new bank account details when a customer transfers their account from one paying bank to another. ARUDD: Automated Return of Unpaid Direct Debits the automated system used by banks to return unpaid Direct Debit payments. 29

30 Viewing your remittance advice Select Remittance Advice from the home page of your CAF Donate Account. Your remittance advice will be broken down into two sections: The first will show all the donations processed through cafonline.org, CAF Give As You Earn, CAF Charity Account and regular standing orders from CAF donors. The second will list your CAF Donate donations (all those that CAF has processed on your behalf as your agent). This section will show both donations and Gift Aid paid to you. Please note that a CAF Donate single payment refers to CAF Charity Account donations, and the special instructions noted under each payment provides you with the campaign code to which this donation has been made. The remittance advice will be available initially on a weekly basis as a PDF, but eventually these will be uploaded daily and also available as a CSV file. COMING SOON Bulk uploads You will be able to upload multiple Direct Debit instructions and Charity Account payments for CAF to process. These can be uploaded directly by you or by any third party such as a call centre or external fundraising organisation. QR Codes You will be able to create and integrate QR codes into your online and offline fundraising campaigns. Facebook app A new app to enable you to process donations directly through your charity s Facebook page. Charity Voucher payments A faster way of receiving donations through CAF Charity Vouchers (CAF cheques ) you can upload vouchers directly without having to first send to CAF for processing. 30

31 Charities Aid Foundation 25 Kings Hill Avenue Kings Hill West Malling Kent ME19 4TA T: E: 1319E/0613 Registered charity number