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HMRC internal manual

Tax Credits Manual

Changes: children (A-E): duplicate child or young person / child or young person incorrectly on claim or award

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.

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Background

You should only be in this guidance if any of the following apply

  • you have noticed a child or young person being duplicated on a Child Tax Credit (CTC) claim or award
  • a customer has informed you that a child or young person has mysteriously appeared on their award of CTC
  • your manager has asked you to carry out work on the Duplicate Child Listing.

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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.

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Step 1

If you are a Technical Advice Line Liaison Officer (TALLO), go to Step 2.

If you are not working on the team chosen to carry out this task, go to Step 3.

If you are working on the team chosen to carry out this task, go to Step 4.

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Step 2

Note: Technical Advice Line (TAL) periodically issues updates to TALLOs informing them of actions they need to take.

Inform the team working the duplicate child or child incorrectly on the claim/award - corrective action process of the record you want them to action

  • follow the current TAL instructions regarding Duplicate child or young person / Child or young person incorrectly on the claim or award - corrective action
    then
  • take no further action.

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Step 3

Contact your TALLO who will want you to give them the following details

  • customer’s NINO
  • the tax year the duplication or error relates to
  • the child or young person’s full name and date of birth
  • the current status of the claim or award
    then
  • take no further action.

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Step 4

Identify the type of notification of the duplicate or incorrect child or young person you are dealing with.

If it is a duplicate child or young person or a child or young person incorrectly on the claim or award appearing on NTC Listing, go to Step 5.

If it is a duplicate child or young person or a child or young person incorrectly on the claim or award notified from a TALLO by email, go to Step 6.

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Step 5

Access NTC Listings to find a duplicate child record. For how to do this, use TCM1000378

  • make a note of the child’s details
  • go to Step 6.

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Step 6

Check the status of the claim or award containing the child or young person’s details. For how to do this, use TCM1000025

If the claim has ceased, is terminated, or is withdrawn

  • delete the listing entry. For how to do this, use TCM1000377
  • take no further action.

If the claim is pre-award, go to Step 7.

If the award is post award, go to Step 8.

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Step 7

From the information you have, make a decision about what action to take.

If the child or young person is not incorrectly on the claim or duplicated

If the child or young person is incorrectly on the claim or duplicated

  • remove the incorrect or duplicated child or young person from the claim but do not accept the change on the ‘Summary Information’ screen until instructed to do so below. For how to do this, use TCM1000300
  • update Application Notes with the message NC95 from TCM0164020. For how to do this, use TCM1000028
  • select ‘Process’ or ‘OK’ to confirm the change of circumstances
  • delete the listings entry. For how to do this, use TCM1000377
  • go to Step 11.

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Step 8

From the information you have make a decision about what action to take.

If the child or young person is not incorrectly on the award or duplicated

If the child or young person is incorrectly on the award or duplicated

  • open up a second version of NTC to process the change
  • to exclude the child or young person incorrectly on the award or duplicated child or young person from the award follow the guidance in TCM0042280.
    Note: Do not complete the ‘Amend Finish’ screen for this customer until you are told to do so at Step 9.
  • delete the listings entry. For how to do this, use TCM1000377
  • go to Step 9.

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Step 9

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

Note: The changes will not be made until you have completed the ‘Amend Finish’ screen

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

If a warning message displays and you are able to make the changes

If a warning message does not display

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Step 10

Transfer any related post award Rule 2 Verification Failure items to MU298457 and put a retained marker on the VF. For how to do this, use TCM1000150, TCM1000023 and TCM1000030.

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Step 11

Send any documents to storage. Follow the guidance in TCM0074140.