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HMRC internal manual

Tax Credits Manual

From
HM Revenue & Customs
Updated
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Changes: children (A-E): child or young person - ending responsibility

Checklist

Before you follow this guidance make sure

  • you follow the guidance in TCM0138020 
  • you have the correct user roles to follow this guidance
  • you are in the correct MU. Use TCM0322460.

Guidance

Note: when sending customer, staff or process data to another individual or team, make sure you follow the latest data security guidelines or contact the Data Guardian / Data Security Team for advice.

Step 1

If you are dealing with a new work item, go to .

If you are dealing with an expired BF date, go to .

If you are dealing with a reply to a previous enquiry and all the information has been provided, go to .

If you are dealing with a reply to a previous enquiry and all the information has not been provided, go to .

Step 2

Check if there are any Unprocessed Change of Circs work list items. For how to do this, use TCM1000409.

Note: If the customer has been in more than one family, you must select all the household versions on the ‘Select Household’ screen to ensure there are not any Unprocessed Change of Circs work list items.

If there are not any Unprocessed Change of Circs work list items, go to .

If there are any Unprocessed Change of Circs work list items

Note: If the Unprocessed Change of Circs work list item is the same as the change you have been notified of, then delete the work list item. For how to do this, use TCM1000160.

  • make a note of the change you have been notified of
  • go to .

Step 3

Check if you can process the changes. Follow step 1 of the guidance in TCM0054080 for both changes.

If you can process the changes

  • continue to follow the guidance in TCM0054080 for the unprocessed change of circumstance work item
  • return to this guidance
  • go to to action the change you have been notified of.

If you can not process the changes

Note: If you need to contact the customer for any missing information make a note of all the information you require.

  • go to .

Step 4

Establish if the responsibility for a child or young person can be ended. Follow the guidance in TCM0114060.

If the responsibility for a child or young person can be ended, go to .

If the responsibility for a child or young person can not be ended, go to .

Step 5

Check the status of the claim. For how to do this, use TCM1000025.

  • make a note of the award status.

If the claim is post award, go to .

If the claim is pre-award, go to .

Step 6

If the change is the death of a child or young person

  • send the correspondence to the Priority 1 Team. Follow the guidance in TCM0038220 
  • take no further action.

If the change is the child or young person has finished full-time non-advanced education or approved training, follow the guidance in TCM0034080.

If the change is for any other reason, go to .

Step 7

Check you have the following information for the child or young person

  • name
  • date of birth
  • date responsibility ended
  • reason for the exclusion from the claim.

If you have been provided with all the information, go to .

If you have not been provided with all the information, go to .

Step 8

Phone the customer for the missing information. Follow the guidance in TCM0094080.

Note: Whilst contacting the customer, ask if there are any childcare charges relevant to this child or young person.

If you are able to contact the customer and obtain the missing information, go to .

If you are not able to contact the customer or you can not obtain all the missing information, go to .

Step 9

Check Application Notes (for a pre-award claim) or Household Notes (for a post award claim) to determine

  • if a written enquiry has already been issued to the customer for the missing information
  • whether that information has now been provided.

For how to do this, use TCM1000021 (Application Notes) or TCM1000067 (Household Notes).

If a written enquiry has already been issued and the missing information is not recorded in Household Notes, go to .

If a written enquiry has already been issued and the missing information is recorded in Household Notes, go to .

If a written enquiry has not already been issued or the written enquiry needs to be reissued

  • complete form TC664 for the missing information. For how to do this, use TCM1000009 
  • issue the completed form to the customer
  • set a clerical BF date for 14 days in the future
  • take no further action.

Step 10

Check Application Notes (for a pre-award claim) or Household Notes (for a post award claim) to determine

  • if a reminder has already been issued to the customer
  • whether there is an RLS message.

For how to do this, use TCM1000021 (Application Notes) or TCM1000067 (Household Notes).

If there is an RLS message, follow the guidance in TCM0184200.

If there is not an RLS message and a reminder has already been issued, go to .

If there is not an RLS message and a reminder has not already been issued

  • issue the reminder form TC664R to the customer
  • update Application Notes (for a pre-award claim) or Household Notes (for a post award claim) with the message NX15 from TCM0164040. For how to do this, use TCM1000028 (Application Notes) or TCM1000001 (Household Notes)
  • set a clerical BF date for a further 16 days in the future
  • take no further action.

Step 11

Use the date the customer informed HMRC of the change as the responsibility end date

  • go to .

Step 12

If the claim is post award, go to  

If the claim is pre-award, go to .

Step 13

Make a note of the effective date of the claim. For how to do this, use TCM1000218.

If the responsibility end date is the same or prior to the effective date of the claim, go to .

If the responsibility end date is later than the effective date of the claim, go to .

Step 14

Remove the relevant child or young person from the claim. For how to do this, use TCM1000300 

Note: Also delete the Child Benefit reference number if there’s only one child or young person on the claim.

  • go to .

Step 15

Enter the following details on the ‘Free Format’ screen for the relevant child or young person

  • reason for the change
  • name
  • date of birth
  • date responsibility ended

For how to do this, use TCM1000036 

then

  • go to .

Step 16

End the responsibility for the relevant child or young person. For how to do this, use TCM1000171 

Note: Do not not complete the ‘Amend Finish’ screen at this point.

  • go to .

Step 17

Complete the ‘Amend Finish’ screen. For how to do this, use TCM1000032.

Note: The child or young person will not be excluded from the award until you have completed the ‘Amend Finish’ screen.

If a warning message displayed and you had to pass the case to a Level 2 User or your manager, take no further action.

If a warning message displayed and you were able to make the change, go to .

If a warning message did not display, go to .

Step 18

  • update Household Notes with the appropriate messages of NC35, NC37, NC83 or NC85 from TCM0164020 or UG08 from TCM0174040. For how to do this, use TCM1000001 
  • send the correspondence to storage. For how to do this, use TCM0074140
  • take no further action.

Step 19

  • update Application Notes with the appropriate messages of NC35, NC37, NC83 or NC85 from TCM0164020. For how to do this, use TCM1000028 
  • send the correspondence to storage. For how to do this, use TCM0074140
  • take no further action.