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HMRC internal manual

COTAX Manual

HM Revenue & Customs
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Repayments / reallocations: repayment / reallocation authorisation: R49 check for large repayments (Action Guide)

To complete the R49 check consider steps 1 - 20 below. The guide is presented as follows.

Initial checks Steps 1 - 13
Authorising the R49 Steps 14 - 16
Rejecting the repayment Steps 17 - 20

Initial checks

1. Check page 1 of the R49 has been completed correctly by the caseworker. Where it hasn’t, return the repayment to the caseworker to correct it.
2. Use the questions on page 2 of the R49 to assist you in your checks.
3. Where the repayment is being made using OAS, check that form CT251 has been completed correctly, in particular that the correct EDP (Word 41KB) has been used. See COM120100 for guidance on completing a CT251.
4. Where the repayment is being made from the SAFE system, check that the SAFE stencil has been correctly completed.
5. Use function VTPR (View Taxpayers Record) to check:
  * the name and address of the company. In particular, use the [History] button to see if there has been a recent change of name and / or address
  * the current status of the company.
  * Where the company has been struck off a repayment should not be made to either the company or any of the former directors but should be treated as bona vacantia. See COM127001 for further guidance.
  * Where the company is in administration only allow the repayment where authority has been received to do so from Enforcement Office in Worthing.
6. Access the Companies House website to check the details held on COTAX are the most up to date. Where they aren’t, return the repayment to the caseworker to update COTAX and correct the form.
7. Use the COTAX system, the online return and any papers held to check the accuracy of the repayment. In particular:
  * ensure there are no invalid claims / reliefs, such as a claim for a loss carried back before the return for the loss making year has been filed
  * no miscalculations or transposition errors
  * that the interest calculations correctly reflect whether or not the company is a QIPs case.
8. Use function VTPR (View Taxpayer) to see if an agent is acting for the company (This content has been withheld because of exemptions in the Freedom of Information Act 2000) .
9. Use function DRTN (Display Return Data) to check if the return has been filed online. Where it has, use View CT Returns to check the return details against the relevant assessment and ensure the assessment correctly reflects the CT computation.
10. Use function VPPD (View Payment and Postings Details) and check the payments and postings screen. Look for whether the amount of repayment looks correct based on tax paid and reason for repayment.
11. View the repayment posting in VPPD and check the:
  * amount of repayment being made agrees with the entry on the R49 form
  * payee details screen for the bank details. Make sure the latest details have been used and they match exactly with the claim papers.
12. View the repayment interest posting in VPPD. Check the calculation is correct and the right amount of interest has been given.
13. Where there is a DSET posting in function VPPD, check the posting has been correctly made and the correct EDP given. Where the DSET posting is for repayment of IT suffered at source, ensure it has not already been claimed through a set-off on a CT61.

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Authorising the R49

14. If you are satisfied that the repayment is correct, complete the bottom of page 2 of the R49 and authorise the repayment.
15. Where the repayment is to be made using OAS, enter your name and PID in the ‘R49’ box on form CT251, which should accompany the repayment and then:
  * in the LB go to step 16
  * in Local Compliance email the form to the CT Unit, CT Ops Enquiry (DMB Banking).
  Cumbernauld will carry out the R400 security checks before making the repayment.
16. Where a SAFE stencil has been completed, enter your name and PID on the stencil and then:
  * in the LB go to step 17
  * in Local Compliance forward the stencil to the Miscellaneous Charges Unit in Shipley to carry out the security checks.
17. Personally pass or send all the papers to the Repayment Security Authoriser (RSA) or Assistant Security Authoriser (ASA). You must not return the repayment to the caseworker who prepared the repayment.

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Rejecting the repayment

18. If you find an error with the repayment, complete the ‘Repayment Rejected’ box on page 2 of the R49.
19. Ask the RSA to cancel the repayment using function PRKR (Provide Risk Response).
20. Advise the caseworker that you have cancelled the repayment and why.
If you suspect internal fraud do not advise the caseworker of your actions but report the incident to your RSA, who has access to guidance in the R400 guide on how to report it.