A good handover gives the next treasurer more than a folder of spreadsheets. It shows what has been done, what still needs attention and where to find the evidence.
Whether you are changing treasurers, welcoming a new giving secretary or sharing responsibility across a small team, a little preparation can make the next Gift Aid claim much easier. Use this checklist to structure a conversation and leave a record that someone else can follow.
1. Agree who is responsible for each step
Write down who gathers donation information, checks declaration evidence, prepares claims, authorises submission and reconciles payments. One person may carry out several roles, but the responsibilities should still be clear. Include the person to contact when a record or claim needs a second look.
Arrange the correct individual access to your systems and review any authorisation changes needed for HMRC. Follow your organisation’s access process rather than passing on someone else’s password. Confirm who will remove access that is no longer needed.
2. Show where the supporting records live
Make a simple index of donation records, declaration evidence, claim summaries and finance records. Include the system or folder used, its owner and how authorised colleagues can access it. Explain any naming conventions or references that join records together.
For Breeze, show where valid declaration evidence is held outside GiftAider. If you use Amplify to manage declarations, demonstrate how the team finds and reviews those records. Check your retention arrangements against HMRC’s declaration guidance and your organisation’s policy.
3. Walk through the last completed claim
Use one recent claim as a worked example. Start with the source donations, explain the checks performed and show the final claim record. Then show how the finance team recorded the related receipt, or where it is being followed up if payment has not yet been reconciled.
A submitted claim and a bank receipt are different records. Make it clear how your team connects them and how it handles any difference.
4. List outstanding work
- Donations not yet included in a claim.
- Records waiting for a correction or declaration check.
- Claims or receipts requiring follow-up.
- Questions raised with support or HMRC.
- Agreed deadlines and the owner of each next step.
Keep the handover note concise and link to the underlying records. Avoid copying unnecessary donor information into an email or a separate document that will quickly become out of date.
5. Prepare the next claim together
If possible, work through a small batch with the incoming treasurer before the handover is complete. Ask them to explain the process back: which records are ready, which need attention and who gives the final authorisation. This often reveals useful questions that a written checklist misses.
A short handover record
Record the handover date, people involved, systems covered, last claim reviewed, outstanding actions and next planned review. Keep this with your internal procedures so the team knows which version to use.
GiftAider’s guides on donation claim statuses and donation and summary reports can support the walkthrough. For an introduction to the software, start with How GiftAider works.
Need help with the GiftAider part?
Contact our team with the part of the process you want to review. We can help you find the relevant guidance and discuss any training needs.
Related reading: Getting support from GiftAider