How a charity sports club prepares a Gift Aid reclaim

Gift Aid preparation sits beside membership. The reclaim itself is the club's. SquadPilot prepares the file. The club's authorised official submits it. We do not submit a Gift Aid claim, and we are not the club's examiner or accountant.

A club registered only as a CASC cannot claim Gift Aid on membership fees. This guide is for a charity. A CASC that later registers as a charity starts from the same receipts-and-payments file, described in what a CASC keeps in the books.

What the club decides

The club sets how much of a cleared package payment goes on a Gift Aid claim. Families pay the full package. The app does not offer the parent a lower fee, and it does not have the Gift Aid conversation for the club.

On the public donations page, when Gift Aid is on, the gift is the whole amount, not the membership split.

What gets submitted

1. Cleared package payments, and public donations where Gift Aid is on, sit in the claim the club is preparing.
2. The club's authorised official takes the HMRC file and submits it.
3. SquadPilot does not send that file to HMRC.
4. A claim that has already been submitted is not edited. A payment that is later reversed is handled on a later claim, not by changing the one already sent.

That last step is the reclaim staying honest after money comes back. The treasurer does not rewrite a claim that has left the club.

What this does not do

The app does not decide that a payment is eligible. It does not register the club with HMRC. It does not replace the authorised official. At £250,000 gross receipts, or where the charity must accrue, the examiner still prepares accruals accounts. This pack does not.

The ledger those payments sit in is the receipts and payments file. Subs collection is a separate Direct Debit on the club's own account, described under features.

This describes how SquadPilot is built. It is not tax advice.