Payroll donor report service FAQs

The CAF Give As You Earn Payroll Giving Donor report service is designed to make uploading and submitting your company’s payroll giving donor reports quick, easy and secure.

Our Staff Charity Fund lets your employees pool their CAF Give As You Earn donations in one pot. They can then make a bigger collective donation to a charity of their choice.

Protecting your employees’ data is our priority. We use the latest online security measures to make sure that your employees’ personal information, money and privacy remain safe.  This includes a formal Privacy Impact Assessment in line with GDPR best practice.

There is no additional cost to move to the online Payroll Donor Report Service and we provide the full implementation free of charge. CAF Give As You Earn administration fees continue to apply as usual.

If you haven't already registered to manage your CAF Give As You Earn account online, you’ll need to sign up here. Once you are set up online, please follow the three steps below:

Step 1:

Login to your Give As You Earn dashboard

Step 2:

Click on the new tab 'Payroll Giving Donor Report'.

Step 3:

Follow the simple step-by-step instructions to upload your donor reports or submit your Staff Charity Fund donations.

If you work with a third party you’ll need to log in to your Online Give As You Earn portal here and click on the new “User Administration” tab. Having clicked on “User Administration” you will then be invited to register a new user.

To register, click here and if you work with a third party, be sure to select the relevant box.  You’ll need your 11-digit contract number to sign-up. Once registered, you’ll receive an email confirming your access.

You will need to have the following information ready

1. Your third party administrator’s first and last name
2. Your third party administrator’s email address
3. Confirmation on whether your employees sign up to payroll giving via a Professional Fundraising Organisation (PFO), a benefits platform and/or do you work with a payroll agency, PFO or benefits provider to process or submit any part of your payroll.

Then follow the simple steps to register your third party user

Your new user, once they have received an automated email invitation to complete the registration, will need to have ready, your 11 digit employer contract number.

Once you (Primary user) and your third party administrator have completed the registration, a confirmation email will be sent to your new user with a log-in link to access the service.

Third party registered administrators will receive a multi-factor authentication code to their registered email address each time they log in to the service.

You’ll need to continue to supply us with the payroll donor report but you can now do this via our secure portal.  There are some instances where the PFOs and Benefits Providers take on the responsibility of submitting these payroll reports on your behalf – please check with your provider or your PFO if this is the case as you will need to give them upload access. These partners will continue to send us your instructions via CARDIF or our Remote DIF service – there is no change to this part of the process.

Each row on your report should include:

• a first name
• a surname
• a NI number
• a donation amount

For your Staff Charity Fund service, when submitting a new donation, we require

• Staff Charity Fund name
• Deduction date
• Number of donors
• Donation amount

The NI number is a nationally accepted unique identifier for individuals. It is also in a standard format which we can quickly verify. This is important as it helps customer services if they need to contact you with any queries or need to respond to problems or complaints.

There is no need to send your report as this online service replaces the need. Once you’re registered, you can use the CAF Give As You Earn Payroll Giving Donor report service to submit your donor reports.

During the initial registration process for the online Give As You Earn service, you can add up to four users with access to the online portal. When you submit your donor reports, we’ll send a confirmation to these registered email addresses.

There’s a small risk of emails being marked as SPAM, so please ask your IT department to allow emails from noreply@cafgiveasyouearn.org.

If this doesn’t resolve the issue, please let us know by emailing enquiries@cafonline.org, quoting your 11-digit CAF Give As You Earn contract number.

Click on the Staff Charity Fund link and then click on “Add new donation”. Select the staff charity fund name, the deduction date then add the number of donors, donation amount and, if you have a matching scheme, the matching amount. Click on submit and we do the rest.

Submitting a donation for the first time may take a little longer, but as long as you have the correct information to hand, it shouldn’t take more than 1 minute. 

Yes. Once you’ve submitted a donor report, you have 24 hours (excluding weekends and public holidays) to amend it as many times as you need. Simply log in, delete the old report and upload a new one. Once 24 hours has passed, the report cannot be amended or changed. 

If during the submission of a donation, you receive an error message it should indicate what you need to do to correct it. Once you’ve corrected the error, simply re-submit the donation. 

Yes. Once you’ve submitted your donation, there is a “submit another donation” bottom which allows you to repeat the process.

Yes. Having selected your staff charity fund, when selecting a deduction date simply click on the tick box below to notify us thus your deduction is a new donation that doesn’t relate to a specific payroll period.

You can view your Staff Charity Fund Donations by Staff Charity name, deduction date and number of donors.

We’ll keep you updated by sending you an automated email: 

- once you have successfully submitted your donation.
- after the 24 hour grace period, confirming that your donor report is being processed.
- once we’ve received your employees’ donations, and payments have been made to their chosen charities.