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HMRC internal manual

Construction Industry Scheme Reform Manual

Register and maintain subcontractor: the registration process: register sole trader for payment under deduction

CISR42000 Information contents

This action guide explains how to

  • process a registration application made by a sole trader on form CIS301 for CIS net registration
  • carry out the net registration stages for a sole trader seeking gross registration on form CIS302
  1. Authenticate the application using the Action Guide at CISR22600.

This takes you to the ‘CIS Main Menu’ window

  1. In the ‘CIS Main Menu’ window, ‘Subcontractor registrations’ panel
* Check whether the applicant

* is already registered as a sole trader, that is, there is a ‘Regd’ entry under ‘Status’ on the ‘As subcontractor’ line


* has a registration application pending, that is, there is a no entry under ‘Status’ under the heading 'Subcontractor Registrations' against this particular subcontractor’s UTR..

If so, write to the applicant saying that they are already registered for payment under deduction or an application for registration is already being considered.

If not, go to Step 3

  1. Check whether the form CIS301 or form CIS302 is complete in all essential respects, that is
* it is legible and has been signed and dated
* the following fields have been completed

* First name and surname
* Home address
* Date construction work started (or is expected to start)
* type of construction work done

If the form is complete in all respects, go to Step 4

If the form is incomplete in some respects but includes a NINO entry, mark the entries that are deficient with an ‘X’ in pencil and return the form to the applicant for completion.

If the form is incomplete and the NINO is among the omitted entries, mark the deficient entries with an ‘X’ in pencil and write to the applicant

  • returning the form
  • asking them to complete the omitted entries, and arrange for a mobile adviser to attend for an ID check. Ask them to bring with them evidence of identity (See CISR42150).

Once the Identity check has been completed pass the now complete form to the CIS Team at the National Insurance Contributions Office (NICO) who will then process the registration application in the normal manner.

Where the form is being returned to the applicant by the CIS Team at NICO the registration application will be returned with a covering template letter (CIS366) which highlights the missing information required.

Resume registration when/if the amended form is returned.

  1. In the ‘CIS Main Menu’ window, ‘Subcontractor registrations’ panel
* Select the ‘As Sole trader’ checkbox.
* Select ‘Register subcontractor’ in the ‘Menu’ panel

At this point CIS will attempt to validate the NINO for the subcontractor using the Citizens Identification Framework (CID). If the NINO is validated you will be taken straight to the ‘Sole trader Details’ window. If the NINO cannot be validated the “ID Check” window will appear, this window will allow you to enter the supporting documents supplied by the subcontractor to validate their identity.

If you consider that an “ID check” is not required you should de-select the tickbox at the top of the window and enter a reason for this in the “Reason not Required” field. (See CISR42150 for more information on identity checks). When checking the tickbox “Other” on this window the “free format” field below the box must be completed showing the other type of identification the subcontractor has produced. Once all of the appropriate entries have been made on this window select [OK] and this will then take you to the “Sole Trader Details” window.

At any time during the process a [Cancel] button is available to you in the bottom right hand corner of the window you are in. Selecting this will completely cancel the action you have taken so far and will return you to the CIS Main menu, the subcontractor should be advised that their registration for payment under deduction has not been effective, and that they will be subject to deduction at the higher rate.

This takes you to the ‘Sole trader Details’ window.

  1. In the ‘Sole trader Details’ window you should always check that you have the correct subcontractor:
* Check that the address entered at Box 4 or Box 14 on form CIS301, or Box 4 or Box 13 of form CIS302 matches the entry in the ‘Address’ field.

If so

* Select the [Next] button (this takes you to the ‘Trading Details’ window)
* Go to Step 7)

If not

* select the [Change Address] button (this opens the ‘Find Address’ window)
* Go to Step 6)
  1. In the ‘Find Address’ window
* Enter the building name or street number in the ‘House ID’ field
* Enter the postcode in the ‘Postcode’ field
* Select [Find] button (this opens the ‘Find Address (2)’ window)
* Check whether the address given appears in the ‘Details’ panel

If so

* Select the relevant address line entry.
* Select the [Confirm Address] button (this takes you to the ‘Sole-trader details’ window)
* Select the [Next] button (this takes you to the ‘Trading Details’ window)

If not

* Enter the address given in the ‘Address/Postcode’ fields
* Select the [No Match] button (this takes you to the ‘Sole-trader details’ window)
* Select the [Next] button

This takes you to the ‘Trading Details’ window.

  1. In the ‘Trading details’ window
* Enter the date appearing in Box 11 of form CIS301 or Box 10 of form CIS302 in the ‘Date started ...’ fields
* Select the drop-down button in the ‘Type of work in the construction industry’ field. If the subcontractor does not know the type of construction work they have been contracted for, after checking that the contract is not one of employment, you should then select “General Builder” from the list supplied.
* Select the work-type from the list that most closely matches the entry made in Box 12 of the form CIS301 or Box 11 of form CIS302, or if there is no obvious match, select ‘Other’
* If you have selected ‘Other’ in the list, enter the description taken from Box 12 of form CIS301 or Box 11 of form CIS302 in the ‘Other’ field
* If there is an entry in Box 13 of the form CIS301 or Box 12 of form CIS302, enter the name in the ‘Trading name’ field
* If there is an entry at Box 14 of the form CIS301 or Box 13 of form CIS302, check that it matches the entry in the ‘Trading Address’ fields.

If so, go to Step 8)

If not

* Select the [Change Address] button and the ‘Find Address’ window opens
* In the lower panel, select the entry that matches the Trading Address given by the applicant
* Select the [Confirm Address] button or, if there is no match
* Select the [No Match] button

This returns you to the ‘Trading Details’ window

  1. In the ‘Trading details’ window
* Check whether Box 15 of the form CIS301 or Box 14 of form CIS302 quotes a VAT number and if so, enter it in the ‘VAT Number’ field
* Check that ‘Yes’ has been selected at box at Box 17 of the CIS301 or Box 16 of form CIS302 and if so, select the checkbox alongside the question ‘Have you been paid by a contractor since 6 April 2007?’ If ‘No’ is shown at either Box17 or Box16 above no entry of this fact will be required, and you may proceed with the application for ‘payment under deduction’ or ‘gross payment’ as appropriate.
* The agent for whom an authorisation form is already held should automatically be shown in the Agents details box. If the applicant has confirmed at either Box 16 of the form CIS301 or Box 15 of form CIS302 that they wish to use the existing agent for the Construction Industry Scheme you should select the appropriate box. . If ‘yes’ is already selected against the agent you need take no further action.

If the application is on form CIS301

* Select the [Apply for Net] button (this takes you to the ‘Declaration’ window)
* Go to Step 9) of this Action Guide

If the application is on form CIS302

* Select the [Apply for Gross] button
* Go to Step 2 of the Action Guide at [CISR42630]( - ‘Register Sole Trader for Gross Payment (Paper)’
  1. In the ‘Declaration’ window
* Select the checkbox in the top right-hand corner of the panel.
* Select the [OK] button

You should check again that the declaration has been signed before selecting the confirmation box at the top right of the window. If the application is being made by paper, the application form must be signed by the subcontractor, it cannot be signed by a Tax adviser on the subcontractor’s behalf.

Note - The wording on the ‘Declaration’ window differs between applications for net payment status and applications for gross payment status. There will be no confirmation message to say that registration is complete.

In the unlikely event that the subcontractor refuses to make the declaration required that the information given is correct, you will need to select [Cancel] on this window.

  1. If, at Step 8, you selected the checkbox ‘Have you been paid by a contractor since 6 April 2007?’, you will see a warning ‘Please remember to search for unmatched verifications’.
* Select the [OK] button, this will take you back to the CIS Main Menu.
* Carry out ‘Update Unmatched Verifications’ procedure
  1. Put the form CIS301 away in the folder CIS31, see CISR18020 regarding maintaining internal records.

If the contact requires you to carry out further Registrations, then select the [New Customer] button, if however they do not then if you select the [End Contact] button this will take you back to the Identify Customer window. When selecting the [New Customer] button a message is displayed stating “Click on the [New Customer] button again if a new customer is to be retrieved within the same contact”, this message is merely to confirm that you wish to view another customers CIS record within the same contact. If you do not then you should select the [End Contact] button instead.