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HMRC internal manual

Tax Credits Manual

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HM Revenue & Customs
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Changes: children (A-E): date of birth - incorrect and makes child 21 or older (AG)

Background

Before making any changes to the claim, you must follow the guidance in TCM0042260.

You may receive a request to change a child’s date of birth and find that the date of birth originally captured makes the child 21 years of age or older. In these cases the child

  • will not appear on the Child Details screen in Function AMEND APPLICATION

but

  • will be shown in Function VIEW APPLICATION.

You will not be able to correct the date of birth for this child on the computer. You must

  • add the child to the claim again, ensuring that all the effective dates for the child are correct. For further information follow the guidance in TCM0032100 

and then

  • pass the details of the claim to your Helpdesk Liaison Officer (HDLO) or Technical Advice Line (TAL).

Guidance

To deal with a date of birth change where the child does not display in Function AMEND APPLICATION, consider steps 1 to 15.

Step 1

Before making any changes, use Function VIEW LINKED WORK ITEMS to check if there are any Unprocessed Change of Circumstances work list items shown.

  • If there are no Unprocessed Change of Circumstances work list items shown

    • check if the change can be made. Follow the guidance in TCM0042260 

    then, if the changes can be made

    • go to .
  • If there is an Unprocessed Change of Circumstances work list item shown

Note: If the Unprocessed Change of Circumstances work list item is the same as the change you have been notified of, delete the work list item.

* make a note of the change you have been notified of
* follow the guidance in TCM0054060 at step 1 for the change you have been notified of and the ones on the Unprocessed Change of Circumstances work list

then, if you can action the changes

* follow the rest of the guidance in TCM0054060 for the work list item only
* return to this guidance to action the change you have been notified of

Note: If you need to contact the customer for any missing information, make a note of all the information you need for the change you have been notified of and the ones on the Unprocessed Change of Circumstances work list.

* go to .

Step 2

Check that you have been provided with the following information

  • child’s surname
  • child’s forename
  • correct date of birth for the child
  • date customer became responsible for the child.

For example: a new baby’s date of birth or the date an older child joined the family.

Note: If the child was on the original version of the claim, the Responsibility Start Date will be the same as the date of birth.

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

Step 3

To check for the child’s name and DOB

  • use Function VIEW APPLICATION
  • go to the Children screen

and

  • make a written note of the Child Benefit reference numbers

then

  • access Child Benefit On Line (CBOL) and use dialogue 4
  • enter the Child Benefit reference numbers

and

  • select [F4] to access the Child Details screen.

Note: If more than one Child Benefit reference number has been provided, you must try all the numbers.

* If a record is found, make a written note of the missing details for the child with the incorrect date of birth and then go to . 

Note: If the date of responsibility for the child on CBOL conflicts with what the customer has told us, you must take the information from the customer as correct 

* If no record is found, go to .

Step 4

Use CBOL dialogue 6 to trace the correct Child Benefit reference number. To do this

  • enter the customer’s NINO

Note: This will usually be the mother’s NINO, but you may have to try both NINOs in a two-person claim.

  • select [Enter].

    • If a Child Benefit reference number is not found, go to .
    • If a Child Benefit reference number is found, make a written note of the Child Benefit reference number and then go to .

Step 5

Use CBOL dialogue 4

  • enter the Child Benefit reference numbers

and

  • select [F4] to access the Child Details screen

    • If a record is found, make a written note of the name and date of birth of the child and then go to .
    • If no record is found, go to .

Step 6

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

  • If you obtain the missing information, go to .
  • If you are unable to contact the customer by phone or you can not obtain the customer’s telephone number, send form TC609 to the customer for the missing information

    • If you obtain the missing information, go to .
    • If you can not obtain the missing information after following the normal reminder cycle, go to .

Step 7

Use Function VIEW APPLICATION to check if the child has been added to the latest claim with the correct date of birth. To do this

  • go to the Children screen and compare the following details you have with the details on the computer

    • child’s surname
    • child’s forename
    • child’s date of birth

    Note: If the child has already been added to the claim, there will be two children with the same name and one will be aged 21 or over.

    and, if the child is displayed more than once

  • make a written note of the number of times the child is displayed.

    • If the child has been added to the claim with the correct date of birth, go to .
    • If the child has not been added to the claim, go to .

Step 8

Use Function MAINTAN HOUSEHOLD NOTES to check if the corrective action has already been taken. If corrective action has already been taken, the following message will be in Household Notes

‘TCMZ Duplicate child over 21, child added with the correct DOB’

  • If this message is in Household Notes, take no further action.
  • If this message is not in Household Notes, go to .

Step 9

Use Function AMEND APPLICATION choosing the ‘Correction’ option to add the child with the correct DOB to the latest claim. To do this

  • go to the Child Details screen
  • select [New]. The New Child Details screen will display
  • enter the appropriate child’s surname and forename
  • enter the child’s DOB

then

  • go to .

Note: If you are taken to the Select Application screen, this will mean that there is more than one claim for this customer. For example, cases where a household breakdown has occurred and the customer has re-applied. If the Select Application screen is displayed, you must select the claims affected by this change. You will then be taken to the Applicant Details screen, from where you will be able to go to the Child Details screen.

Step 10

Note: The Responsibility Start Date is the actual date that the customer became responsible for the child. For example, if a child or young person joins the family, the responsibility start date is the date that the child or young person actually joined the family.

After entering the child’s date of birth, check if the date in the Responsibility Start Date field set by the computer is correct. If the start date of responsibility should be

  • the same as the date of birth of the child

    • select [OK]. You will be returned to the Child Details screen

    then

    • go to .
  • after the child’s date of birth. For example, an older child joins the family

    • change the date in the Responsibility Start Date field to the actual date the responsibility for the child started
    • select [OK]. You will be returned to the Child Details screen

    then

    • go to .

Example: Adopted child.

The effective date of the initial claim is 05/04/2003.

The customer notifies us on 01/03/2004 that another child has joined the family on 01/02/2004. The date of birth of the child is 01/01/2004.

In this example the responsibility start date is after the date of birth. We would only pay CTC from the date that the child joined the family. To prevent payment starting from the child’s date of birth, you must enter the actual date that the child joined the family, 01/02/2004 in the Responsibility Start Date field.

Example: Older child joins family.

The effective date of the initial claim is 01/01/2004.

The customer notifies us on 01/03/2004 that another child has joined the family on 15/02/2004. The date of birth of the child is 18/12/1992.

In this example the responsibility start date is after the date of birth. We would only pay CTC from the date that this child joined the family. To prevent payment from automatically being backdated to the effective date of the award, you must enter the actual date that the child joined the family, 15/02/2004 in the Responsibility Start Date field.

Note: The computer will automatically set the date in the responsibility Include From field.

Step 11

The date in the Responsibility Include From field should always be the same as the date in the Responsibility Start Date field. Check if the date in the Responsibility Include From field set by the computer is correct. To do this

  • in the Child Details screen
  • select the appropriate child
  • select [Correction]. The Correction Child screen will display
  • select the Responsibility History checkbox
  • select [History]. The History screen will display
  • compare the date in the Responsibility Start Date field with the date in the Include From field.

    • If the date in the Include From field is the same as the date in the Responsibility Start Date field, go to .
    • If the date in the Include From field is not the same as the date in the Responsibility Start Date field, go to .

Step 12

To change the date in the Responsibility Include From field

  • in the History screen
  • select the appropriate entry
  • select [Change]. The Change screen will display
  • enter the appropriate date in the Include From field
  • tab down to the next field

Note: [OK] will be disabled until you tab down to the next field

  • select [OK]. You will be returned to the History screen
  • select [OK]. You will be returned to the Correction Child screen
  • select [OK]. You will be returned to the Child Details screen
  • select [OK] to process the claim. You will be taken to the Amend Finish screen. Go to .

Step 13

Go to the Amend Finish screen, if you are not already there

  • enter the date the notification of the change was received
  • select ‘Paper’ from the Source drop down menu
  • enter the reason for the change as ‘Change of Circumstances’

then

  • select [OK]

    • If the message ‘S18 Refinalisation Rules - Potential inappropriate refinalisation for CCYY-CCYY. If you have the authority to refinalise under S19, S20 or S21 of the Tax Credit Act 2002 or due to an appeal decision. Press OK to process the change or Cancel’ displays

    • the changes you are making will re-finalise the claim, follow the guidance in TCM0042260 before making any changes

    then, if you can make the change

    • select [OK] on the message
    • go to .

    • If the message ‘S18 Refinalisation Rules - Actual Income for CCYY-CCYY is required. This change will not be accepted’ displays

    • you will not be able to make the change because the PY actual income is required, follow the guidance in TCM0042260 before making any changes

    then, if you can make the change

    • select [OK] on the message
    • go to .

    • If the message ‘S18 Refinalisation Rules - You do not have the authority to refinalise CCYY-CCYY. This change will not be accepted. Please refer to the appropriate team’ displays

    • the changes you are making will refinalise the claim
    • select [Cancel]. You will be taken to the Amend Application Details screen
    • select [Cancel]
    • when the message ‘All changes to the application will be lost for this session, do you wish to proceed?’ displays, select [Yes]
    • pass the case to a Level 2 User or your manager. For more information, use ‘Level 1 and Level 2 users’ on TCM0320260 
    • take no further action.

    • If none of the messages display, go to .

Step 14

Use Function MAINTAIN HOUSEHOLD NOTES to record the action you have taken

Note: You must follow the guidance in TCM0152060 when you record the note and also follow the guidance in TCM0152160.

For example: the action you could record could be from 

Step 11 - ‘Duplicate child over 21, child added with the correct DOB’

Step 7 - ‘Unable to contact customer to confirm child’s DOB, unable to correct child details’ 

and, when you have recorded the action you have taken

  • go to .

Step 15

Send the correspondence to storage, follow the guidance in TCM0074140.