HMRC Gift Aid submissions
How Kayana Aid collects Gift Aid declarations and how to submit them to HMRC.
How declarations are collected
When a donor ticks the Gift Aid checkbox at checkout, Kayana Aid captures their full name, home address, and a confirmation that they are a UK taxpayer. This data is stored securely and is available for download from your dashboard at any time under Reports → Gift Aid.
Submitting to HMRC
Kayana Aid generates a HMRC-compliant Gift Aid claim file (R68 format) from your declarations. To download it, go to Reports → Gift Aid → Download claim file, select the date range, and download the CSV or XML.
Submit the file via HMRC's Charities Online portal (hmrc.gov.uk/charities-online). You'll need your charity HMRC reference number and an authorised official to submit. HMRC typically processes claims within 5 weeks.
Common reasons for rejected claims
Claims can be rejected if the donor's address is incomplete or incorrect, if the donor was not a UK taxpayer in the relevant period, or if the declaration was not made before the donation was processed. Kayana Aid's checkout flow is designed to minimise these issues, but always review your declaration report before submitting.
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Last updated July 2026 · Kayana Aid Support Team