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HMRC internal manual

PAYE Manual

From
HM Revenue & Customs
Updated
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Coding: coding: general principles: work item 401 - annual coding - update NIB - ESA shown (Action Guide)

Work item 401 is generated when the DWP file shows state pension / benefits to be updated but the individual’s record has employment and support allowance (ESA) in the CY+1 tax code.

Note: An individual cannot receive state pension / benefits and employment and support allowance (ESA) at the same time therefore the CY+1 tax code should only contain one of these deductions.

To clear work item 401 follow steps 1 - 16 below. This guide is presented as follows

  Step 1
   
  Steps 2 - 14
  Steps 15 - 16

 

For details of how to use any of the PAYE Service functions, access the system help.

 

Initial action in all cases

1. Review
   
  * The individual’s record on the PAYE Service
  * Indicators set on the record
  * Any relevant notes

Update the record

2. Check Contact History and other notes for information about why ESA is coded
   
3. Check if ESA leaving details have been received on the employment summary screen and / or contact history
4. Where ESA leaving details have been received CY, update the CY+1 tax code in the income, allowances, benefits and deductions (IABD) to remove the ESA deduction. For information about how to enter details and submit for a code calculation refer to action guide tax40002
5. On the Code Details screen ‘Submit’ to issue the tax code
6. Update Contact History and go to steps 15 and 16
7. Where ESA leaving details have not been received CY
  * In the EMPLOYMENT SUMMARY screen, select the Edit Record icon next to the ESA employment
  * Set the potentially ceased indicator and select [Save]
8. Calculate the ESA to the day before state pension / benefits commences. Update CY IABD with the apportioned amount of ESA
9. Update the annual amount of state pension / benefit for CY+1 in IABD
10. On the Code Details screen ‘Submit’ to issue the tax code
11. Update Contact History and go to steps 15 and 16
12. If the state pension / benefits commencement details are not known
  * Enter the standard yearly amount of state pension / benefits in CY+1 IABD
13. On the Code Details screen ‘Submit’ to issue the tax code
14. Update Contact History and go to steps 15 and 16

Close the work item

15. Complete the work item notes
   
16. Close the work item