HAMPSHIRE RUGBY

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RFU VAT ADVICE ON “FUNDRAISING EVENTS”

 

I attended the RFU’s VAT advice webinar recently, which did include some helpful advice concerning “Fundraising Events”, and it was said that many clubs do not appear to be aware of the potential VAT benefits, and that substantial amounts of VAT can be at stake. Clearly, this only applies to clubs which are registered for VAT, which many of our clubs are.

 

If a club holds a “Fundraising Event”, and I am aware that some of our clubs do, then ALL income arising from such an event can be exempted from VAT, and this includes bar/catering takings on the day, ticket sales etc. So if such takings were, say, £10,000, then VAT of £1,667 would normally be due to HMRC if the exemption is not applied. HMRC are accepting claims going back up to 4 years for clubs to claim a refund if the exemption has not been claimed for these events.

 

The following are the key points:

1.       To qualify as a Fundraising Event, it must be:

 

a)      Organised exclusively for the club’s benefit

b)      For the primary purpose of raising money, and

c)       Promoted as being primarily for the raising of money.

 

2.       The club must be a “qualifying body”, but the vast majority of clubs will meet the criteria for being so qualified.

3.       Such qualifying income just needs to be classified in the club accounts as “Exempt” and then put through the VAT return as usual. No separate claim needs to be made.

4.       Claims for refunds which amount to less than £10,000 can be made by adjusting the next VAT Return. Claims for a larger amount will require a separate claim.

5.       The club will have extra “Exempt” supplies and this will affect any “Partial Exemption” calculations which may be needed.

6.       It was noted that some clubs had asked if events such as a “Presidents Lunch” would qualify, but the advice was that this would probably not qualify ordinarily, but might do so if the three criteria noted above are closely adhered to.

 

If clubs feel they can benefit from this exemption, they should seek professional advice from their Accountants, or if any club would like to contact me, I will be happy to pass on the benefit of my understanding of this matter.

 

Richard Showan (Finance Chairman: Hampshire RFU)


PROTECT AGAINST ESCAPE OF WATER
Water damage is one of the most common issues with unoccupied properties, so during a temporary closure:
• Turn off the water supply at the mains
• Drain down water systems or, if not possible, ensure the temperature within the building remains at a minimum of 7⁰C
• Avoid leaving any stock directly on the ground – use pallets to raise stock and any other items that could be at risk of water damage
MINIMISE RISK OF FIRE
Review your existing fire prevention plan to incorporate any action needed to help property while unoccupied:
• Close all internal doors (especially nominated fire doors)
• Ensure fire alarms are activated, and signalling to a key holder response company is in place
• Activate sprinklers and other fire suppression systems
• Turn off and unplug any electrical equipment and isolate electrical systems at the main fuse board, with the exception of business-critical infrastructure
PROTECT AGAINST CRIMINAL ACTIVITY
While unoccupied, premises can be at greater risk of theft, arson and other criminal damage, so consider extra security measures:
• Don’t leave machinery, tools or equipment (including IT equipment) in open view –lock away if possible
• Avoid leaving scrap metal on site as it could attract metal thieves
• If possible, secure entry points the premises to prevent fly tipping
• Organise a waste collection to be made before you vacate the property, or if this can’t be done, secure bin lids
• If possible, don’t leave any bins or other combustible materials against your property – they should be at least 10m from any building and 2m away from any boundary
• Don’t leave vehicles parked next to the property if you are able to avoid it
• If a vehicle fleet is to remain out of use for a longer period, ensure vehicles are properly secured
• Test any intruder alarms and ensure all CCTV is operational, preferably with a monitoring company
CARRY OUT WEEKLY INSPECTIONS
If travel to the premises is in line with Government advice, organise for regular inspections to be carried out:
• Allocate a member of staff or, if possible, use an accredited (SIA) security guarding/vacant property company
• Ensure the inspection of grounds, perimeter fence, out-buildings and roof
• Minimise the risk of the property being easily identifiable as closed such as removing a visible build-up of post
UPDATE RISK ASSESSMENTS
Review your risk assessments of the property before shutdown to determine potential exposures to loss and identify any additional actions you may need to take.
• Outline risks to property and equipment, neighbouring properties and residents, and also potential trespassers
• Arrange an onsite inspection pre-shutdown to identify conditions that could result in loss during the period of unoccupancy
• Monitor the latest Government advice to keep up to date on the situation what any changes in restrictions may mean for your business
Every property will have different security requirements, and while this list isn’t exhaustive, it does include many of the common requirements from insurers. Implementing and evidencing these measures can help you secure your property, discourage criminal activity and reduce the risk of accidental damage.
 
Distribution list: Tuesday 28 April

 
Coronavirus (Covid-19) Update
Please find below the eleventh edition of our Coronavirus (Covid-19) update.

Don’t forget that the deadline to apply for phase one of the Emergency Loan Scheme is this Thursday. There is also a webinar booked in the calendar for Thursday which will update clubs on how to maximise their VAT position and we have today announced details regarding the Annual General Meeting taking place on Friday 12 June 2020. We’ve highlighted some of the great work taking place within the rugby community to support the NHS as well as local charities.

Please visit our dedicated web portal on the England Rugby website to access Coronavirus (Covid-19) information and updates here.

We’ve also captured past editions of these twice-weekly updates on this part of the website. Click here if you need to find a previous edition.

 
RFU headlines
Don’t miss Thursday deadline for phase one of Emergency Loan Scheme

The deadline for applications for the first phase of the Emergency Loan Scheme is this Thursday, 30 April 2020. Please click here to access information, or process an application.

Get behind the 2.6 Challenge

Over the last two days we’ve heard some great stories from the rugby community who are supporting the 2.6 Challenge. It’s not too late to get involved to raise funds for the IPF, a club's or a participant’s chosen charity.

Click here to get ideas as well as read about some great examples of challenges being undertaken.

Full details on how to take part can be found on the England Rugby website here.

 
 
 
 
Other important updates
Webinar: VAT reclaims

Date & time - Thursday 30 April at 7pm

Rugby clubs are benefiting from VAT repayment claims. Working with Sports VAT Consultant, Russell Moore, rugby clubs have saved £4 million through VAT claims over the last three years. VAT claims can be made retrospectively for up to four years so can be substantial.

Russell Moore, who advises the RFU community clubs, will explain what reliefs can potentially be applied for and illustrate how to make a claim to HMRC. Register for the webinar here.

2020 Annual General Meeting

Please note an email from Bill Sweeney to all Voting Members will be sent later today containing the Calling Notice and all information relating to this year’s virtual AGM on Friday 12 June. If you don't receive your copy by the end of the day, please email This email address is being protected from spambots. You need JavaScript enabled to view it..
 
 
 
 
Community doing great things
As a minute’s silence was held nationwide for frontline workers who have paid the ultimate sacrifice in the pandemic, the rugby community continue to lend their support, from making scrubs bags out of kit to fundraising for the NHS charity. You can read more about both of these stories below.

While we have had lots of stories and pictures from the rugby community doing amazing work during the pandemic, we’re aware that many more are helping their members, communities and the NHS at this critical time.

We want to both celebrate this work through our channels and to keep a record of rugby union's lockdown heroes. So please keep sending your news to This email address is being protected from spambots. You need JavaScript enabled to view it. or This email address is being protected from spambots. You need JavaScript enabled to view it..
Staff Support NHS
Clubs Support NHS
Distribution list: Friday 1 May

Coronavirus (Covid-19) Update
Please find below the twelfth edition of our Coronavirus (Covid-19) update.

In this edition there are reminders about the international ticket allocation process, support packages available to the rugby community and VAT reclaim opportunities. We’ve provided information on three online activities taking place next week which club members can register to take part in, as well as asking clubs to share their activities supporting their own financial positions.

Please visit our dedicated web portal on the England Rugby website to access Coronavirus (Covid-19) information and updates here.

We’ve also captured past editions of these twice-weekly updates on this part of the website. Click here if you need to find a previous edition.

RFU headlines
International ticket allocations to community rugby clubs

In the March and April editions of the CGU all clubs were reminded that international ticket allocations to community rugby clubs from the Guinness Six Nations 2021 for the following two seasons, including the autumn series 2022, will be based primarily on the cumulative total of a club’s 15-a-side matches for the 2018/19 and 2019/20 seasons, registered on the GMS Team Management module, as a proportion of the national total of matches. Clubs were reminded to load 15-a-side fixtures and results onto their GMS Team Management module for their U14 to adult teams for the 2019/20 season.

The Covid-19 limitations curtailing the season will not affect to any measurable degree the individual allocations to club because, while every club will have less matches than expected, this reduces the overall national total against which every club’s total is compared to determine the number of international tickets allocated. All community clubs are strongly encouraged to ensure the results of matches for 2019/20 that ended on Monday 16 March 2020, particularly those fixtures that clubs have to load manually, are entered into their GMS Team Management Module. As previously advertised, this must be done before Friday 22 May 2020. There will not be an opportunity after this date to add additional fixtures or the outcome to count towards international ticket allocations. This is the last opportunity to remind clubs of this.

For more information regarding the method for uploading fixtures please click below. If you have a technical issue with GMS, please contact the GMS service desk via email at This email address is being protected from spambots. You need JavaScript enabled to view it..
Uploading Fixtures
Other support available
Support which may be available through the Sport England Community Emergency Fund and/or the various financial schemes announced by the government is easy to access on the England Rugby website:

Sport England Community Emergency Fund: click here
Government support: click here.
Other important updates
Tuesday Training Webinar with Stuart Lancaster – 7pm on 5 May

The England Rugby Tuesday Training webinars focus on coach and referee development topics each Tuesday, giving participants the opportunity to continue developing themselves during the rugby lockdown.

Click here to register for the webinar regarding the principles of defence with Stuart Lancaster.

Rugby Groundsmen Connected Live Twitter Q&A – 3pm on 7 May

A Rugby Groundsmen Connected Live Twitter Q&A will be taking place using the hashtag #ASKRGC

This is an opportunity to use social media to ask questions direct to our Twickenham grounds team, including our Head Groundsman Jim Buttar.

Anyone can join in live and ask a question about any element of pitch maintenance and we would also encourage people to post photos in their tweets to bring their questions to life.

Please follow @rugbygroundsmen on Twitter for more information. And don’t forget our COVID 19 specific advice for pitch maintenance is available here.

Easyfundraising webinar- a fundraising solution for clubs - 7pm on 7 May

We’ve been hearing how clubs are using easyfundraising to bridge their funding gap during lockdown. Clubs have been benefitting from free cash donations when their club community use easyfundraising to shop online with well-known retailers like Amazon, John Lewis, eBay, Just Eat, Viking, Argos, Screwfix and 4,000 others. Luctonians have raised over £15,000 and Eccles over £12,000 over the years using easyfundraising.

This is a simple way to keep funds coming in and it’s completely free to set up and use. To set up an account click here.

Easyfundraising are hosting this webinar for clubs so that their team can talk through how to maximise returns. Click here to register for this webinar.

VAT Reclaims webinar - on demand

We ran a successful VAT reclaims webinar with over 200 in attendance. The webinar explained what VAT reliefs can potentially be applied and illustrated how to make a claim for your club. To watch the webinar on demand click here.

VAT helpline

We have engaged the services of Russell Moore, a former partner at leading sports advisory accountants Saffery Champness, to provide a VAT helpline service to clubs. The first 30 minutes of advice is free to clubs, with any additional services provided at greatly reduced rates. Clubs can contact the helpline either by calling Russell on 07710 329317 or by emailing their enquiry to This email address is being protected from spambots. You need JavaScript enabled to view it..

 
 
 
 
Rugby community doing great things
We continue to hear about the great work that clubs are undertaking to raise funds to support the NHS, carers and their local communities. This includes clubs such as Barnes RFC who are running the Big Barnes one million kilo lift to raise funds for the NHS in memory Garry Garrett. Click here to find out more.

Clubs boosting their finances

From Gordano’s virtual bar to Reading’s online quizzes and Blaydon’s Just Giving appeal, rugby clubs have been fundraising to offset the financial effect of closing during the pandemic.

We’re running a webinar next week to highlight how clubs can raise funds through easyfundraising. In addition, for clubs who have websites, it is worth investigating the use of any donation tools that may be set up, for example as used by clubs such as Anselmians, Chinnor and Dinnington, so that members can donate money in lieu of match fees, membership fees, beer and food.


We know that other clubs continue to undertake inspirational activities to raise funds for good causes or to secure their own financial positions. We would love to hear more so please share your story with This email address is being protected from spambots. You need JavaScript enabled to view it. or This email address is being protected from spambots. You need JavaScript enabled to view it..
Distribution: Friday 24 April 2020
Coronavirus (Covid-19) Update
Please find below the tenth edition of our Coronavirus (Covid-19) update.

Today we’ve highlighted the 2.6 Challenge which England Rugby are supporting. We hope you will help this great fundraising initiative. Please forward to your club members as soon as possible so they can get involved too.

There is also a webinar booked in the calendar for the 30 April which will update clubs on how to maximise their VAT position.

Please visit our dedicated web portal on the England Rugby website to access Coronavirus (Covid-19) information and updates here.

We’ve also captured past editions of these twice-weekly updates on this part of the website. Click here if you need to find a previous edition.

RFU headlines
Last call for applications for phase one of Emergency Loan Scheme

Applications received are now being processed. If a club wants to apply for the first phase of the Emergency Loan Scheme, which is open until Thursday 30 April 2020, click here to access information, or process an application.

Get behind the 2.6 Challenge

The London Marathon, which would have taken place this Sunday, is the world’s biggest one-day fundraising event. It raised more than £66.4 million for thousands of charities in 2019. In its place this year is The 2.6 Challenge, a campaign to help UK Charities during the Covid-19 pandemic, which we are supporting.

We are calling on our clubs and communities to support England Rugby’s 2.6 Charity Challenge which is taking place from Sunday 26 to Thursday 30 April. England players have put their own spin on The 2.6 Challenge, but an activity can be anything from running 2.6 miles to doing 26 push-ups. Full details on how local clubs, their members and their communities can take part can be found on the England Rugby website here.

The RFU Injured Player’s Foundation (IPF) is England Rugby’s official charity. They provide support and information to rugby players in England who sustain a catastrophic spinal cord injury or traumatic brain injury playing the game, and help prevent future injuries through vital research. So when thinking of who to support, we ask participants to consider the IPF, donating here, any other charity here, or just support a charity of their choice or possibly a club’s chosen charity.
 
 
 
 
Other important updates
Webinar: VAT reclaims

Date & time - Thursday 30 April at 7pm

Rugby clubs are benefiting from VAT repayment claims. Working with Sports VAT Consultant, Russell Moore, rugby clubs have saved £4 million through VAT claims over the last three years. VAT claims can be made retrospectively for up to four years so can be substantial.

Russell Moore, who advises the RFU community clubs, will explain what reliefs can potentially be applied for and illustrate how to make a claim to HMRC. Register for the webinar here.

 
 
 
 
Community doing great things
Our rugby-playing schools, colleges and universities are also helping the NHS, frontline staff and their communities across the country. Find out more here.

The Rugby Football Referees Union, the referees’ national governing body, has helped to return a substantial sum to the game. So far some £170,200 has gone either directly to clubs or through their Constituent Bodies. This adds to the RFU’s £7m relief package for community clubs. You can read more here.

Please keep sending your news to This email address is being protected from spambots. You need JavaScript enabled to view it. or This email address is being protected from spambots. You need JavaScript enabled to view it..

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