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How to sign up for Automatic Gift Aid Reclaim by GWD

Learn the process, the information required for HMRC and who in your charity can set up Auto Gift Aid on your Donation Station

What is the process for signing up?

  1. Contact GWD Support > let us know you’d like Auto Gift Aid adding to your devices.

  2. Our team will review your request and enable the setup form in the GWD portal

  3. Complete the setup with your organisation details.

     

Who can complete the setup form?

Anyone in your organisation who:

  • Has Admin permissions on the GWD Portal, or

  • Can already view Gift Aid reports

     

What information is required to complete the form?

Charity Details

  • HMRC Charity Reference
    This is a reference provided by HMRC for the purposes of claiming Gift Aid.
    The format will be 2 letters followed by 5 numbers. E.g. AB12345

  • Charity Regulator
    Which charity regulator are you registered with?
    Select from the drop down on Form. Choose No Regulator only if you are a church or have excepted charity status.
  • Charity Regulator ID
    What is the Charity ID provided by your regulator?
    The format of this ID will vary depending on who you are registered with.
  • Email Address for receipts
    Enter one email address where HMRC will send confirmation emails when claims are submitted. This email address does not need to be registered with HMRC beforehand.

HMRC Gateway Credentials

You will need to provide the same login details used to submit Gift Aid claims through the HMRC Government Gateway.

  • Login name 
    Your HMRC Gateway username.

  • Password 
    Your HMRC Gateway password.

ℹ️ The GWD team have no access to your gateway password.

If the password changes on the HMRC side, you will need to manually update it in the GWD Portal before the next submission date to ensure the claims do not get declined by HMRC.

Authorised Person Details

The Authorised Person is someone registered with HMRC who can make claims on behalf of the organisation.  

The following details must match the records held by HMRC:

  • First Name
  • Last Name
  • Postcode
  • Phone Number 

⚠️If these details do not match HMRC’s records, the claim submission will fail.

Kiosk Selection 

You must select the Donation Stations that should be included in the Auto Gift Aid claim.

All selected kiosks must use the same charity and HMRC credentials, as their transactions will be submitted together as a single monthly claim.

What happens if we add more Donation Stations later?

If you purchase more devices in the future, the new kiosk will be unticked by default.  
 
You will need to update the Kiosk Selection to include the new device in future claims.

ℹ️ Next Step?

Read: How do Automatic Gift Aid Reclaim Submissions Work?