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HMRC internal manual

COTAX Manual

Case records: maintaining case records: request output in a format or the visually impaired (Action Guide)

To deal with a request to issue material in a format for the visually impaired, consider steps 1 - 11 below. The guide is presented as follows.

Action Steps
How to make a request to the Visually Impaired Media Unit Steps 1 - 6
Automatic issue of COTAX output Steps 7 - 11

How to make a request to the Visually Impaired Media Unit

  1.  Download the VIMU (Visually Impaired Media Unit) request form from the VIMU website.

  2.  Complete the form. Make sure all relevant boxes contain an entry as the VIMU does not have access to any tax systems and may need to contact you if they have any questions.

  3.  Provide copies of the output, such as COTAX output the company has returned to you or a letter you want to issue.

  4.  When you have completed the form, save it as a Word file as it will otherwise go to the VIMU as a blank form. Either e-mail it to the Visually Impaired Media Unit or where you have the original paperwork, print off the form and send it to:

VIMU
Accounts Office
2nd Floor
Victoria Street
Shipley
BD98 8AA

  1.  The VIMU will send the completed material directly to the customer.

  2.  If you have any questions or need further advice, contact the VIMU (This content has been withheld because of exemptions in the Freedom of Information Act 2000)

Automatic issue of COTAX output

  1.  Only use this service where you have confirmed with the customer that they would like all automatically generated COTAX output to be issued to them in an alternative format.

  2.  Confirm the customer’s preferred format: large print, Braille, audio CD, text CD or e-mail. If these options do not suit the customer you should take a note of the format required and discuss the request with the VIMU.

  3.  Use function NOTE and record the following: ‘All material should be referred to Visually Impaired Media Unit (VIMU) for conversion to (specify preferred format)’ and the company’s Registered Office address.

10. Update the COTAX record by using function ACNA (Amend Companies Name / Address) and amend the Registered Office address to that of the VIMU and function ACOM (Amend Communications Address) to add / amend the communications address to that of the VIMU.

11. E-mail the VIMU providing all the customer details using the request form from the VIMU website.