GIVE AS YOU EARN ONLINE - FAQ

1. How do I submit my employee donation listings for CAF to process?

Select ‘Process listing’ on your online management area’s home page and complete the 3 steps as instructed. See our help guide ‘An overview to submitting your CAF Give As You Earn employee donation listing online’ for a summary.

2. How will I know when my employee donation listing is ready to process?

Once your payroll cut-off date has passed, you will receive an email informing you that ‘Your CAF Give As You Earn employee donation listing is ready to approve’. You can then log on and start processing your employee donation list.

3. I have multiple employee donation listings to process but I cannot access more than one, what can I do?

Employee donation listings need to be submitted in chronological order. Therefore you will not be able to process a listing if there is an earlier one that has not been submitted. Any earlier outstanding employee donation listings need to be dealt with first.

4. I have a lot of changes (new and amended donations) to approve. How can I accept them quickly without having to action each entry individually?

You need to review each entry to ensure it’s correct. You can do this online or download as a .csv file and check against your internal records. Once you are happy that the employee donation list is correct you can select the ‘Approve all’ button to accept all changes. If you have a few items on the list that you want to remove, the easiest way to do this is to ‘Approve all’ and then un-tick those that you want to exclude.

You need to do this for each list (new and amended donations) contained within the relevant tabs.

5. My internal payroll records do not match those on the full employee donation listing provided online?

Here are some things to check if this is the case:

Have you updated your payroll system with all the changes for this period? (Step 1 - New and amended donations)
Have you informed us about all employees who have left your scheme? (Step 2 – Remove employees)
Have you informed us about any employees wanting to resume their giving? (Step 3 – Resume donations)

You can also download your full employee donation listing (.csv) to easily compare it with your internal records. The full list will comprise all current employees actively donating through the CAF Give As You Earn scheme, along with any amends you have approved. Any employees removed from the scheme (Step 2) will not appear on the employee donation list.

6. Why do you need to know my payroll cut-off date and pay day?

Whilst your employees can make changes to their donations at anytime, your payroll cut-off date will dictate when the last applications or amends by employees will be accepted for processing within any specific payroll period. Any subsequent submissions or changes will be processed in the next payroll period.

Your pay day marks the day when we would expect the employee donation funds to be available to us to disburse to your employees’ chosen charities. Please remember, the BACS services processing day for the donation funds is the working day before pay day, therefore you will need to prepare and submit the total amount at least 3 working days before pay day. If you use a third party to make your BACS submissions please check the time frame with them.

You are required to send your PAYE remittance to HMRC within 14 days from the end of the income tax month. Once we have received the donation funds, if we are unable to distribute them to the nominated charities within 60 days due to receiving an insufficient amount or inaccurate employee donation listings, we are obliged to report and explain to HMRC the reasons for the failed distribution of donations. We will also notify your employees that their donations will be delayed in reaching their charities.

7. What if my payroll cut-off date and pay day change?

Each time you submit your employee donation listing online you will have the opportunity to change these dates for the next pay cycle to accommodate changes for such things as Christmas and bank holidays.

8. How long do I have to approve my employee donation listing?

You will be notified about your employee donation listing being ready for approval as soon as your payroll cut-off date has passed. You will need to submit your full employee donation listing at least 3 working days before pay day.

To help with the process, the system will allow you to save changes and come back to complete your submission at another time. It also allows you to download a list of your changes for that period, along with your full donation listing by .csv so that your can compare with your internal records.

9. Can I upload/import my employee donation listing (.csv) if I have made changes to it offline?

Unfortunately not. You will need to re-visit Steps 1-3 in the process to make any additional changes.

10. Where do we send the funds for the full Employee Donation amount?

In order for us to disburse the Employee Donations to charity, you need to transfer the full Employee Donation amount to us by BACS using the account details (below) and a unique reference number which will be provided to you when submitting each employee donation listing.

Bank: National Westminster

Branch: Bloomsbury Parr's

Account Name: Give As You Earn

Account number: 36880086

Sort code: 60-30-06

Your unique reference number MUST be quoted on your BACS transfer so that we can identify your payment.

11. I do not know my unique reference number?

You will be provided with a unique reference number for each employee donation listing submitted. This will appear on the payment summary page at the end of the submission process.

It is also included in the email that is sent to your finance representative for the relevant payroll period, and you can access it from your online management area’s home page by selecting ‘Payment summary’ next to the relevant employee donation listing.

12. When do I need to send you the Employee Donation funds?

To enable us to disburse your employees’ donations to their chosen charities quickly we would expect you to send the funds as soon as possible following the submission of your full employee donation listing.

The BACS Services processing day for the donation funds is the working day before pay day. Please therefore prepare and submit the total donation amount at least 3 working days before pay day. If you use a third party to make your BACS submissions please check the time frame with them.

13. What happens if I am late in transferring the Employee Donation funds?

14. How do I access details of previously submitted employee donation listings?

You can either select ‘View full listing’ against the relevant employee donation list on your home page or if we have received payment for an employee donation listing submission, its’ details will move to the archive section which can be accessed by selecting ‘List archive’. Here you will find details of all employee donation listings submitted in the last 12 months.

15. I want more than one person in my organisation to have online access. How can I achieve this?

Only one person from your organisation can be nominated as ‘Super-user’. In the future new roles will be created to enable other people within your organisation to access the system and undertake specific tasks such as promotions or payroll. As ‘Super-user’, you will have the authority to designate and manage these roles as well as give restricted access to third parties such as Professional Fundraising Organisations or Flexible Benefits Providers. You will also be responsible for removing access rights when appropriate ie, when someone leaves your organisation or changes their job role.

16. How do I add another payroll?

At the moment we can only accommodate single payrolls. However in the future you will be able to add additional payrolls through the CAF Give As You Earn online management area.

17. I would like to change my payroll frequency. How can I do this?

You will need to contact us on 03000 123 888 to discuss further.

18. What else can I expect from the online service for CAF Give As You Earn over the next 12 months?

Over the next 12 months, we will be introducing a whole host of additional features. Your employees will be able to manage their giving online and you will be able to manage a Matched Giving scheme online, brand your employees’ online area, promote specific charities and upload your latest news. You will have the ability to download reports and give restricted access to third parties, such as Professional Fundraising Organisations and Flexible Benefits providers.

Was your query answered? If not please email cafGAYE@cafonline.org or call 03000 123 888.