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The Gift Aid report CSV generates a pre-filled copy of the official HMRC R68(GA) Gift Aid schedule in ODS format, ready to upload directly to HMRC’s online Charities Online portal. It only includes donations that haven’t already been claimed, so you can’t accidentally submit the same gift twice.
Go to Church Admin → Giving → Gift Aid report CSV.
Before you use this
- Your church must be registered with HMRC as a charity and enrolled for Gift Aid. If you haven’t done this, start at gov.uk/claim-gift-aid.
- Donors must have signed Gift Aid declarations — the download button on the giving screen indicates whether Gift Aid is enabled for each donation. Only donations with Gift Aid recorded are included in the export.
- Donor records must have a first name, last name, and a UK postcode stored — HMRC requires all three. Anyone missing any of these is excluded from the schedule automatically. Check your directory data before generating the report.
Generating the report
Select the tax year and optionally filter by fund, then click to download. The UK tax year runs from 6 April to 5 April the following year — selecting 2024 covers 6 April 2024 to 5 April 2025.
The file downloads immediately as an ODS spreadsheet named in the format 2024-2025-gift-aid-schedule-all-funds.ods.
What the file contains
The downloaded file is a copy of the official HMRC R68(GA) Gift Aid schedule template, pre-populated with your donation data. Each row contains:
- Title — Mr or Ms, derived from the gender recorded in the directory
- First name and last name
- House number or name — extracted automatically from the address stored in the directory
- Postcode — extracted automatically from the address
- Donation date
- Donation amount — the gross donation amount; where a gift was split across multiple funds the amounts are combined into a single row per donation
Box 1 (the date of the earliest donation) is also filled in automatically.
The schedule supports up to 1,000 donation rows per file. If you have more than 1,000 unclaimed donations in a single tax year, split your claim across multiple downloads by filtering by fund.
Double-claim prevention
This is the most important safeguard in the process. As soon as you download the report, every donation included in it is marked as claimed in the database with the date and time of the download. If you generate the report again for the same tax year, those donations are excluded — only new unclaimed donations since the last download appear.
This means you can run the report multiple times throughout the year as donations accumulate, without risk of submitting the same gift to HMRC twice.
Submitting to HMRC
- Open the downloaded ODS file in LibreOffice Calc, Google Sheets, or Excel (choosing to keep the ODS format)
- Check the data looks correct — verify a few names and amounts against your records
- Log in to HMRC Charities Online
- Start a new Gift Aid claim and upload the ODS file when prompted
- HMRC will validate the file and confirm receipt — keep the HMRC confirmation reference for your records
If a donor is excluded from the report
A donor will be silently excluded if their record is missing a first name, last name, or a recognisable UK postcode. If you notice expected donors are absent from the downloaded file, check their record in the directory and correct any missing address data, then generate the report again — the excluded donations will not have been marked as claimed so they will appear in the next download.