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HMRC internal manual

COTAX Manual

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HM Revenue & Customs
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Payments: tracing a payment: tracing a payment in Banking Operations (Action Guide)

To trace a payment in Banking Operations, consider steps 1 - 12 below.

Note: You must give priority to missing / alleged payment cases at all stages to avoid complaints and possible claims for compensation.

The guide is presented as follows

Initial action to trace a payment Steps 1 - 5
   
Where cheque payment has not been cashed Step 6
Tracing a payment sent to Banking Operations Steps 7 - 10
Tracing a payment banked by a Debt Management Office Steps 11 - 12

Initial action to trace a payment

| 1. | If you are notified of a missing / alleged payment by the company, agent or by the responsible office or the Debt Management office because they cannot trace the payment: | || |   | * prepare and maintain a Missing / Alleged Payment Worksheet to record the actions taken to trace the payment | |   | * in LA cases, notify the Debt Management Office of the missing / alleged payment if appropriate. | | 2. | Use Function VPPD (View Payment and Posting Details) to check whether the payment has been: | |   | * allocated to a different AP, Suspense Record or the Group Payment Record | |   | * reallocated to another liability. | | 3. | Check ITSA, SAFE and BROCS to see if the payment has been allocated to another head of duty, for example PAYE. | | 4. | Check the OAS record to see if the payment has been allocated to Overpayments. | | 5. | If you do not have full details of the payment, ask the company or agent to tell you the: | |   | * total amount of the payment * date of payment * type of payment (for example, debit card) * office or address to which the payment was sent. | |   | In addition, if payment was by cheque, the | |   | * date that the cheque cleared * cheque details (cheque number, bank sort code and bank account number). |

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Where cheque payment has not been cashed

6. Contact the company or agent immediately and:
   
  * advise that payment has not been received
* ask for a replacement payment to be made, advising them that all CT and CT related liabilities must be paid electronically.  

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Tracing a payment sent to Banking Operations

7. Use the Trace Payment Function in the Receipts Clearing System (RCS) to search for the payment where it was made on or after the 23 September 2002. Use Function TPYT (Trace Payment) in COTAX for payments made before this date. You need to know either the:
   
  * full payment details, including the bank sort code and bank account number, and the date the payment was made or
  * Ascending Value List (AVL (Word 28KB)) serial number, lodgment date and Banking Operations (Accounts Office) identifier.
  This information is obtained from the relevant AVL.
8. Once you identify how the payment has been allocated:
  * make any necessary reallocation. For more information see COM120000 onwards
* write a letter of explanation to the company or agent.  
9. If you cannot trace the payment using Function TPYT or the Trace Payment function in the RCS:
  * use Function RAPP (Revise AP Pursuit) to make the underpaid AP RFI, unless it is already working with Banking Operations or Debt Management Office then
  * contact the company or agent to obtain additional information that may help you search for the payment.
10. When you receive the additional information you should trace the payment again using Function TPYT for payments made before the 23 September 2002 or the Trace Payment function in the RCS for payments made after that date.

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Tracing a payment banked by a Debt Management Office

11. Check the OAS record to see if the money is held in Overpayments.
   
12. If you identify the payment in OAS:
  * make any necessary reallocation. For more information see COM120000 onwards
* write a letter of explanation to the company or agent.