CAF GIVE AS YOU EARN ONLINE FAQS

If you have any questions about CAF Give As You Earn online, take a look at our FAQs. We've split these by CSR, IT and Payroll to make it easier for you to find the most relevant answers by role. If you can’t find what you’re looking for we’re here to help – contact us.

FAQS FOR CSR

  • Why should my organisation register for CAF Give As You Earn online?
    CAF Give As You Earn is the largest payroll giving service in the UK which contributes over £70 million to charities each year. You already have the scheme in place so by registering for the online version, you can very quickly support your employees to start giving in a more accessible, simple way. There are benefits for you as an employer too. The online version offers secure data transfer via your organisation’s dedicated online pages which removes much of the manual administration at payroll level and reduces paperwork. For example, because we will provide the deduction files for your payroll administrator and the donation instruction files for our processing team at the same time, you no longer need to handle paper forms. These improvements provide potential for you to increase employee engagement and deliver on CSR targets more easily.
  • Is there a cost involved?
    There is no additional cost to move to the online version and we provide the full implementation free of charge. CAF Give As You Earn administration fees continue to apply as usual.
     
  • How is this online version different to the process we’re currently using?
    The online service replaces the paper Donor Instruction Form (DIF) that employees usually complete and pass to your payroll department for processing. We will set up an online Donor Instruction Form for your organisation and provide you with a web link to access it and it will now take less than three minutes for employees to make a donation.
     
  • Why are you providing CAF Give As You Earn online?
    To make payroll giving easier following feedback from employers and employee donors. We want to direct more money to charities by helping CAF Give As You Earn online grow as a key donation method. Payroll Giving provides a regular income stream to charities allowing them to plan expenditure.  
     
  • How can my organisation register?
    You can register for  the online service if you are a UK employer with an existing CAF Give As You Earn contract. 
    Register online via the CAF website or contact us for further information. You simply need to read and acknowledge our addendum Terms and Conditions (T&Cs), and tell us your company name, CAF Give As You Earn contract number and nominated user(s) in payroll. If your company has more than one payroll structure we may need to collect some additional payroll information.   
    We recommend that your nominated payroll manager or administrator completes the online registration because part of the registration process involves creating login credentials for future access to your organisation’s dedicated online pages. These online pages are a secure area where the Employee Deduction Information files will be accessed for processing.
    Once you have acknowledged the addendum T&Cs and completed your online registration, you should have everything you need for the CAF Give As You Earn online service within a week.   
     
  • What happens once we have signed up online?
    Once we have received all the necessary details, we will provide you with the web link to your dedicated online donor instruction form for employees within 48 hours.
    We will send confirmation of access to your organisation’s dedicated online pages to your nominated payroll manager or administrator so they can collect the Employee Deduction Information files. These files provide all the details your payroll team need to make deductions from employee salaries; they also substantially reduce the manual administration previously required.
    We will also provide you with a resource hub to help you to communicate and promote the changes to your colleagues and employees.
     
  • Who in my organisation needs to be involved in the set up process?
    This is likely to involve a Payroll, CSR or HR manager or a combination, depending on your organisational structure and preferences.  
    You may need some IT, technical or security support to assist with the implementation of the online form via your dedicated web link that we will provide for use on your intranet or within email communication. 
    We also recommend that your nominated payroll manager or administrator registers for Give As You Earn online  as this process involves creating login credentials to your dedicated online pages where they will be able to collect the Employee Deduction Information files.  
     
  • What branding do we need to provide for the online form?
    By default, your online donor instruction form will have your company name positioned top centre of the page.
  • What support is there to help me get internal approval?
    To help you demonstrate how easy CAF Give As You Earn online is for your employees to use,here is a demo online form. There are specific FAQs for Payroll Administrators and IT personnel that cover requirements and security which you can share with your colleagues. Our Customer Services team are on hand to answer any additional questions you may have.
     
  • Who do we contact at CAF?
    Please contact our Customer Services team by telephone or email on:
    Telephone: 03000 123 000
    Email: enquiries@cafonline.org 

FAQS FOR IT

  • Who in my organisation needs to be involved in the set up process?

    This is likely to involve a Payroll, CSR or HR manager or a combination, depending on your organisational structure and preferences.  
    You may need some technical or security support to assist with implementation as employees need to access the online form via a dedicated web link that we will provide for use on your intranet or within email communication. 
    We also recommend that your nominated payroll manager or administrator registers for CAF Give As You Earn online as this process involves creating login credentials to your organisation’s dedicated online pages where they will be able to collect the Employee Deduction Information files.  
     

     
  • What software do we need to access the online version of CAF Give As You Earn?

    There are no specific software requirements to implement the online form. 

     
  • Are there any technical considerations that we need to consider?

    Please make sure that the address https://www.cafgiveasyouearn.org is allowed through your company firewall. You need to use the complete URL provided in your welcome letter as this is dedicated specifically to your company. If you have specific queries on our security policy, we’ll be happy to help – our contact details are below.
     
  • What format is the Employee Deduction Information file available in?
    The files are available in a CSV format.
     
  • How do we collect our Employee Deduction Information file?
    In addition to the dedicated web link required for your employees to access the online donor instruction form, we provide access to dedicated online pages for your organisation. These pages are a secure area where your nominated payroll manager or administrator can download your payroll deduction files as required. Your payroll manager or administrator’s username and password needs to be requested when you register for Give As You Earn online.  
     
  • What branding do we need to provide for the online form?
    By default, your online donor instruction form will have your company name positioned top centre of the page.
  • Who do we contact at CAF?
    Please contact our Customer Services team by telephone or email on:
    Telephone: 03000 123 000
    Email: enquiries@cafonline.org 

FAQS FOR PAYROLL

  • How is this online version different to the process we’re currently using?
    The online service replaces the paper Donor Instruction Form (DIF) that employees usually complete and pass to your payroll department for processing. We will set up an online Donor Instruction Form for your organisation and provide you with a web link to access it and it will now take less than three minutes for employees to make a donation.
     
  • Who in my organisation needs to be involved in the set up process?
    This is likely to involve a Payroll, CSR or HR manager or a combination, depending on your organisational structure and preferences.
      
    You may require some IT technical or security support to assist with the implementation of the online form via a dedicated web link that we will provide for use on your intranet or to support you with your organisation’s dedicated online pages (a secure area accessible via our website). We recommend that the payroll manager or administrator registers for CAF Give As You Earn online as it is during this process that the login details for your dedicated online pages are created.  
     

     

     
  • What process changes should I expect as a payroll administrator?
    The way you receive the information required to make deductions from employee salaries will change. Once your online service is active, your nominated payroll administrator logs in to your online pages to collect Employee Deduction Information files. If you previously submitted paper donor forms, or a spreadsheet of new or changed instructions to us each month, you no longer need to carry out this step; the information will already be available to us via the online system.
     
  • What do I need to do to prepare for the changes?

    In order to collect your Employee Deduction Information files please ensure you can successfully access your online pages using your login credentials. Your username and password to login are generated when you registerfor  CAF Give As You Earn online. Once you have access to your dedicated online pages, you can carry out your file preparation process for payroll deductions in the same way that you do now.
     
  • What is an Employee Deduction Information file?
    This is a file of new or changed employee donation instructions submitted via the online form process and captured for your payroll deduction purposes.  
     
  • How will I know when a file is ready for collection?
    An email is sent to your nominated email address once a day if new or changed donation instructions have been submitted.
     
  • What if I cannot log in to the CAF website or have problems with the Employee Deduction Information files?
    If you have any problems accessing your online pages or downloading any of the files for CAF Give As You Earn online, please call our Customer Service team on the number below. 
     
  • Who do I contact if there is a problem with the Employee Deduction Information file?
    For any problems with the download or content of your file, please contact our Customer Service team on the number below.
     
  • What data will be contained in the Employee Deduction Information file?
    You will be able to select all of the following fields, or choose individual records to download:
    o Date Created
    o First Name
    o Last Name
    o Staff Number
    o NI Number (for enhanced data security, we will only display the last four characters of the NI number eg,*****456C)
    o Amount
    o Type of donation (Replacement = R, Addition = A, New = N)
    o Frequency (Regular or One Off)
    o Payroll name (if applicable)
  • Who do we contact at CAF?
    Please contact our Customer Service team by telephone or email on:
    Telephone: 03000 123 000
    Email: enquiries@cafonline.org 

OTHER USEFUL INFORMATION

Resource hub


Need support communicating your move to CAF Give As You Earn online? We've created a toolkit to help you make an easy transition.

Ready to sign up?


Creating a CAF Give As You Earn online account for your organisation is easy.

Importance of Payroll Giving


Find out how retailers like Tesco, who engages almost 16,000 employees to donate monthly through CAF Give As You Earn, are using Payroll Giving to make a real impact.