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HMRC internal manual

Tax Credits Manual

Changes - children (F-Z): Name change - child (AG)

Background

A customer may tell you that their child’s name has changed. In the case of a child or qualifying young person of transgender or gender questioning the change does not have to be made legally up to the age of 18. In all other cases 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).

Note: Names must be in the same order and spelling as shown on the legal document.  

Note: The 2004 Gender Recognition Act only applies to those aged 18 and over.

Guidance

Step 1

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

If it is a legal name change or due to transgender or gender questioning, go to Step 2.

If it is not a legal name change or due to transgender or gender questioning, go to Step 8.

Step 2

If the claim is pre-award, go to Step 6.

If the claim is post-award, go to Step 3.

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

Note: Repeat the above for each child or qualifying young person that has had their name changed.

  • select ‘OK’ you will be taken to the Amend Finish screen
  • go to, Step 4.

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’
  • 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:

  • select ‘OK’ on the message
  • go to Step 5.

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:

  • select ‘OK’ on the message
  • go to Step 5.

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’ use TCM0320260
  • take no further action.

If none of the messages display, go to Step 5.

Step 5

Use Function MAINTAIN HOUSEHOLD NOTES to record the following:

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

or if the change of name is due to transgender or gender questioning

  • ‘NW30 - Child’s name changed from (details) to (details) due to transgender or gender questioning’

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

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
  • go to Step 7.

Step 7

On 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)’

or if the change of name is due to transgender or gender questioning

  • ‘NW30 - Child’s name changed from (details) to (details) due to transgender or gender questioning’

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

  • select ‘OK’
  • go to Step 8.

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.

Close the document on DMS. For how to do this, use TCM1000037.