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HMRC internal manual

COTAX Manual

Background: Allocation of COTAX and CT Online user roles: Role Requestor

As Role Requester, you should only request those COTAX and CT Online user roles that a member of staff needs to perform their allocated duties.

It is not possible to refine a user role by preventing access to any specific functions within that role. If you request a role for a particular user, they have access to all the functions attached to the role. See the roles index at COM250 for details of the functions within each user role.

You cannot allocate certain roles with other roles. For example, the same user cannot have both Clerical Caseworker and Technical Caseworker. See COM253 for details.

To make sure users receive only the role or roles needed for their particular duties, the Role Authoriser reviews all user role requests made through the Service Request System (SRS) and can authorise, reject or request further details in support of the user role request.

To assist the Role Authoriser in making a decision, the Role Requester must include a business case in SRS in support of each user role request made. The business case within SRS must include the following information.

  • User grade. You must include the grade of the user requiring the COTAX or CT Online user role to allow the Role Authoriser to decide whether the user role is appropriate for that user. If you omit the user’s grade, the request may be delayed or rejected.
  • Reason for Request. You must include a summary of the job and details of the tasks within the job, such as viewing records, accounts, repayments, reallocations, remissions and assessing.

Note: If you request a user role that is normally allocated to an officer of a higher grade, you must give a detailed explanation to justify the request and allow the Role Authoriser to make an informed decision. If you give insufficient detail, your request may be delayed or rejected.