Updating HMRC Charity Status Process - Revision history

RevampBot: Wiki revamp: restructure & modernise

2026-07-17T12:00:00Z

Wiki revamp: restructure & modernise

← Older revision		Revision as of 12:00, 17 July 2026
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	Our registration with HMRC specifies a number of data items about Freegle (our registered address, name, banking details) and also 2 kinds of individual:		Our registration with HMRC specifies a number of data items about Freegle (our registered address, name, banking details) and also 2 kinds of individual:
	# An Authorised Official (someone who is authorised to deal with our tax affairs)		# An Authorised Official (someone who is authorised to deal with our tax affairs)
	# At least 2 Responsible Persons' (2 people who have legal responsibility for running our organisation - i.e. trustees/board members)		# At least 2 Responsible Persons (2 people who have legal responsibility for running our organisation - i.e. trustees/board members)

	If any of these details change, we should let HMRC know.		If any of these details change, we should let HMRC know.
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	An entry exists in the [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Board Timetable] to highlight the potential need for changes after our AGM.		An entry exists in the [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Board Timetable] to highlight the potential need for changes after our AGM.

	Other significant changes to our organisation, such as a change of name, registered address or banking details would also trigger this process.		Other significant changes to our organisation, such as a change of name, registered address or banking details, would also trigger this process.

	====Responsibilities====		====Responsibilities====
	The form should be submitted and signed by 2 of the existing individuals who are known to HMRC (e.g. an Authorised Official or a Responsible Person)		The form should be submitted and signed by 2 of the existing individuals who are known to HMRC (e.g. an Authorised Official or a Responsible Person).

	If this is not possible, the form should be signed by 2 new officials (there is more information in HMRC ~~the~~ guidance notes)		If this is not possible, the form should be signed by 2 new officials (there is more information in the HMRC guidance notes).

	====Inputs====		====Inputs====
	* Information about current registration is in [https://drive.google.com/drive/folders/1yI-yqpFSU1Sll0vKbS3sZq3BfzXMEWI2?usp=drive_link this Google Drive folder] and in the [https://drive.google.com/drive/folders/1-za2_NU0WBusN5P1yS380ntF8kCJYI9X?usp=drive_link black box] (access required)		*Information about current registration is in [https://drive.google.com/drive/folders/1yI-yqpFSU1Sll0vKbS3sZq3BfzXMEWI2?usp=drive_link this Google Drive folder] and in the [https://drive.google.com/drive/folders/1-za2_NU0WBusN5P1yS380ntF8kCJYI9X?usp=drive_link black box] (access required)
	* [https://www.gov.uk/government/publications/charities-change-of-details-form-chv1 HMRC guidelines and forms for amending charity status]. The main form used is called "ChV1"		*[https://www.gov.uk/government/publications/charities-change-of-details-form-chv1 HMRC guidelines and forms for amending charity status]. The main form used is called "ChV1"

	====Process====		====Process====
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	This document was agreed at the board meeting 1/10/2024		This document was agreed at the board meeting 1/10/2024

	* [https://drive.google.com/drive/folders/1yI-yqpFSU1Sll0vKbS3sZq3BfzXMEWI2?usp=drive_link Google Drive Folder for Charity Information] (access required)		*[https://drive.google.com/drive/folders/1yI-yqpFSU1Sll0vKbS3sZq3BfzXMEWI2?usp=drive_link Google Drive Folder for Charity Information] (access required)
	* [https://drive.google.com/drive/folders/1-za2_NU0WBusN5P1yS380ntF8kCJYI9X?usp=drive_link Black Box Folder for Charity Information] (access required)		*[https://drive.google.com/drive/folders/1-za2_NU0WBusN5P1yS380ntF8kCJYI9X?usp=drive_link Black Box Folder for Charity Information] (access required)
	* [https://www.gov.uk/government/publications/charities-change-of-details-form-chv1 HMRC forms and guidance]		*[https://www.gov.uk/government/publications/charities-change-of-details-form-chv1 HMRC forms and guidance]
	*[[Company_Records]]		*[[Company_Records]]

	[[~~category~~:~~Policies, Procedures, Remits~~]]		[[Category:Organisation & Governance]]
	[[~~category~~:Freegle Board]]		[[Category:Freegle Board]]
			[[Category:Policies, Procedures, Remits]]

NotNowCraig at 14:41, 1 October 2024

2024-10-01T14:41:56Z

← Older revision		Revision as of 14:41, 1 October 2024
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	====Links====		====Links====
			This document was agreed at the board meeting 1/10/2024

	* [https://drive.google.com/drive/folders/1yI-yqpFSU1Sll0vKbS3sZq3BfzXMEWI2?usp=drive_link Google Drive Folder for Charity Information] (access required)		* [https://drive.google.com/drive/folders/1yI-yqpFSU1Sll0vKbS3sZq3BfzXMEWI2?usp=drive_link Google Drive Folder for Charity Information] (access required)
	* [https://drive.google.com/drive/folders/1-za2_NU0WBusN5P1yS380ntF8kCJYI9X?usp=drive_link Black Box Folder for Charity Information] (access required)		* [https://drive.google.com/drive/folders/1-za2_NU0WBusN5P1yS380ntF8kCJYI9X?usp=drive_link Black Box Folder for Charity Information] (access required)

NotNowCraig at 14:40, 1 October 2024

2024-10-01T14:40:22Z

← Older revision		Revision as of 14:40, 1 October 2024
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	====Inputs====		====Inputs====
	* Information about current registration is in [https://drive.google.com/drive/folders/1yI-yqpFSU1Sll0vKbS3sZq3BfzXMEWI2?usp=drive_link this Google Drive folder] and in the [https://drive.google.com/drive/folders/1-za2_NU0WBusN5P1yS380ntF8kCJYI9X?usp=drive_link black box] (access required)		* Information about current registration is in [https://drive.google.com/drive/folders/1yI-yqpFSU1Sll0vKbS3sZq3BfzXMEWI2?usp=drive_link this Google Drive folder] and in the [https://drive.google.com/drive/folders/1-za2_NU0WBusN5P1yS380ntF8kCJYI9X?usp=drive_link black box] (access required)
	* [https://www.gov.uk/government/publications/charities-change-of-details-form-chv1 HMRC guidelines and forms for amending charity status]		* [https://www.gov.uk/government/publications/charities-change-of-details-form-chv1 HMRC guidelines and forms for amending charity status]. The main form used is called "ChV1"

	====Process====		====Process====

NotNowCraig: New process documentation

2024-10-01T14:35:14Z

New process documentation

New page

This process describes how to update the Charity Status Freegle has registered with HM Revenue and Customs (HMRC).
Our registration with HMRC specifies a number of data items about Freegle (our registered address, name, banking details) and also 2 kinds of individual:
# An Authorised Official (someone who is authorised to deal with our tax affairs)
# At least 2 Responsible Persons' (2 people who have legal responsibility for running our organisation - i.e. trustees/board members)

If any of these details change, we should let HMRC know.

====Triggers====
The main reason to change this information is when one of the named individuals has changed.
This is most likely to happen after a change of trustee at the AGM.
An entry exists in the [https://docs.google.com/spreadsheets/d/1Fe8yXXQl9qTBP1rdFfhcQVhc6OoBSVX-_mArW2mr_EU/edit?usp=sharing Board Timetable] to highlight the potential need for changes after our AGM.

Other significant changes to our organisation, such as a change of name, registered address or banking details would also trigger this process.

====Responsibilities====
The form should be submitted and signed by 2 of the existing individuals who are known to HMRC (e.g. an Authorised Official or a Responsible Person)

If this is not possible, the form should be signed by 2 new officials (there is more information in HMRC the guidance notes)

====Inputs====
* Information about current registration is in [https://drive.google.com/drive/folders/1yI-yqpFSU1Sll0vKbS3sZq3BfzXMEWI2?usp=drive_link this Google Drive folder] and in the [https://drive.google.com/drive/folders/1-za2_NU0WBusN5P1yS380ntF8kCJYI9X?usp=drive_link black box] (access required)
* [https://www.gov.uk/government/publications/charities-change-of-details-form-chv1 HMRC guidelines and forms for amending charity status]

====Process====
# At the Freegle Board Meeting, agree what changes are needed and who will make the change
# Update and submit either the online or paper form available from the HMRC site
# Store a copy of the submitted form in the Google Drive folder and the black box

====Links====
* [https://drive.google.com/drive/folders/1yI-yqpFSU1Sll0vKbS3sZq3BfzXMEWI2?usp=drive_link Google Drive Folder for Charity Information] (access required)
* [https://drive.google.com/drive/folders/1-za2_NU0WBusN5P1yS380ntF8kCJYI9X?usp=drive_link Black Box Folder for Charity Information] (access required)
* [https://www.gov.uk/government/publications/charities-change-of-details-form-chv1 HMRC forms and guidance]
*[[Company_Records]]

[[category:Policies, Procedures, Remits]]
[[category:Freegle Board]]