Guidance

Schedule spreadsheet for community building GASDS claims

Submit a tax claim using Charities Online on donations collected in a community building under the Gift Aid Small Donations Scheme.

You need to record small charitable donations collected in a community building under the Gift Aid Small Donations Scheme (GASDS) by using a schedule spreadsheet. When you’ve filled it in, attach it to your online claim and send it to HM Revenue and Customs using Charities Online.

What to include

You’ll need to enter in the schedule spreadsheet the:

  • community building name (maximum 160 characters)
  • first line of the building address (maximum 40 characters)
  • postcode

If you don’t know the postcode, you can find it out from the Royal Mail postcode finder website. If the building doesn’t have a postcode, enter the postcode of the nearest building.

You’ll also need to enter the:

  • end of the tax year date for which you’re claiming under the GASDS
  • the amount of all small donations of £20 or less collected in each community building

If you already have information saved on your own spreadsheet, you can copy and paste it into the schedule spreadsheet.

Limit per spreadsheet

The community buildings schedule spreadsheet has a maximum of 500 lines. If you go over the maximum, the excess lines won’t be attached as part of your claim.

Get the right software

The schedule spreadsheet is written in OpenDocument format (ODF), a free format for spreadsheets used worldwide. Using ODF means the schedule spreadsheet can be opened with a variety of software programs.

Before you open the schedule spreadsheet, make sure that you have one of these software programs installed on your computer:

  • Microsoft Excel - Microsoft Office 2010 for Microsoft Windows
  • LibreOffice 3.5 for Microsoft Windows, Apple Mac OS and Linux

If you use Microsoft Excel you must download the correct schedule spreadsheet for MS Excel. If you use LibreOffice, you must download the LibreOffice schedule spreadsheet. Downloading LibreOffice is free and only takes a couple of minutes. Download the latest version of LibreOffice (opens new window).

Don’t download the LibreOffice version of the schedule spreadsheet and then try to convert it to Microsoft Office or Excel (or vice versa). If you do, you may experience problems.

Other ODF programs may allow you to open the schedule spreadsheet files, but they may not allow you to attach your spreadsheet to your online claim or view the contents in Charities Online.

Saving and submitting

When you have the appropriate software to open the schedule spreadsheets, save the spreadsheets onto to your computer. You can use them straight away.

Each worksheet in the schedule spreadsheet has a named tab at the bottom left. The tab name is: R68CB_V1_00_0_EN (or CY for the Welsh version) - community buildings schedule spreadsheet. Don’t change the name, or you will not be able to attach the schedule spreadsheet to the online form in Charities Online.

Spreadsheets saved in OpenDocument format have the suffix ‘.ods’ after their file name to show which format the document is saved in. For example, a file called ‘Gift Aid Claim 2013’ would be saved as ‘Gift Aid Claim 2013.ods’. If you change the suffix, you may experience problems when trying to upload your spreadsheet to Charities Online.

Download the schedule spreadsheet

Before you download the schedule spreadsheets, it’s important that you download and use the appropriate schedule spreadsheet version for your software.

If you use Microsoft Excel you must download the correct schedule spreadsheet for MS Excel. If you use LibreOffice, you must download the LibreOffice schedule spreadsheet.

Don’t download the LibreOffice version of the schedule spreadsheet and then try to convert it to Microsoft Office or Excel or vice versa.

Download the Community Buildings schedule spreadsheet

Published 11 December 2014