When you apply to HMRC to recognise your organisation as a charity, you are asked to choose up to two ‘authorised officials’ and two to four ‘responsible persons’. These people are usually trustees or people who manage the finances for the charity.
An authorised official or responsible person is someone who has been formally recognised by HMRC as a person who can act on behalf of your charity. You are only known to HMRC in this capacity if you have received a letter to your home address from HMRC confirming that you are an authorised official.
Only authorised officials or responsible persons are able to nominate Big Give as an agent to claim Gift Aid on your behalf or add new ‘authorised officials’ or ‘responsible persons’.
If an authorised official or responsible person currently does not have access to your Big Give charity account, you’ll need to add them as a user so that they can fill out the Gift Aid nomination form. To do this:
- Click on the ‘Account’ tab in the navigation of the Charity Portal
- Then click on ‘Team’ and ‘Invite new’
- Enter their name and email address to create a login for the authorised official/responsible person.
- They will receive an email to complete the login.
If your authorised official or responsible person has left the organisation, you will need to submit a CHV1 form to HMRC to get recognition of a new authorised official / responsible person.
Please see HMRC’s guidance on how to complete the CHV1 HRMC charities variations form to notify HMRC of any changes to your records: https://www.gov.uk/government/publications/charities-change-of-details-form-chv1/how-to-complete-form-chv1-hmrc-charities-variations-form
NB: HMRC will reject Big Give as a nominated agent for your charity if the information on the Gift Aid nomination form has been submitted by a person who is not an “authorised official” or ”responsible person”.