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HMRC internal manual

Tax Credits Manual

From
HM Revenue & Customs
Updated
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Changes - children (F-Z): Name change - child (AG)

Background

A customer may tell you that their child’s name has changed. Only legal name changes can be accepted. A legal name is the name that is on a document such as a

  • birth certificate
  • adoption certificate
  • deed of change of name (deed poll).

Names must be in the same order and spelling as the legal document. You can’t accept ‘known as’ names (names that a person is more commonly known as and nicknames).

Guidance

To deal with a child’s change of name, consider steps 1 to 9.

Step 1

Before making any changes to the claim, follow the guidance in TCM0138020

then, if the change of name can be made

  • If it is a legal name change, go to .
  • If it isn’t a legal name change, go to .

Step 2

If the claim is

  • pre-award, go to .
  • post award, go to .

Step 3

Use Function AMEND APPLICATION, selecting the ‘Correction’ option

  • go to the Child Details screen
  • select the child that requires the name change
  • select [Correction]. The Correction Child screen will display
  • enter the child’s new name in the Child Name field
  • select [OK]. You will be taken back to the Child Details screen
  • repeat the above to change any other children’s names, if appropriate

then

  • select [OK]. You will be taken to the Amend Finish screen
  • go to .

Step 4

On the Amend Finish screen

  • enter the date the notification of the change was received
  • enter the source of the change - for example, ‘telephone’ or ‘paper’
  • 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 5

Use Function MAINTAIN HOUSEHOLD NOTES to record the following

‘NW18 - Name Changed from (details) to (details) for (clmt 1/clmt 2/child)’

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

then

  • go to .

Step 6

Use Function AMEND APPLICATION, selecting the ‘Correction’ option

  • when a warning message displays prompting you to make the changes in Capture Application, select ‘Yes’
  • go to the Child Details screen
  • ‘double click’ on the child with the name change. The Amend Child Details screen will display
  • enter the child’s new name in the Child Name field

then

  • go to .

Step 7

Go to the Summary Information screen to record the following in the Application Notes field

‘NW18 - Name Changed from (details) to (details) for (clmt 1/clmt 2/child)’

Note: You must follow the guidance in TCM0152060 when you record the note and also follow the guidance in TCM0152040.

  • select [OK]

then

  • go to .

Step 8

Contact the customer and explain that we can only change the child’s name if it’s a legal name change. Follow the guidance in TCM0094080 

then

  • go to .

Step 9

Return any original documents to the customer

then

  • link together any remaining documents and send them to storage. Follow the guidance in TCM0074140.