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HMRC internal manual

Tax Credits Manual

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HM Revenue & Customs
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Changes - miscellaneous (A-F): Capture correction (AG)

To capture a correction, consider steps 1 to 11.

Note: A change of customer’s address is always treated as a correction to ensure that any computer output is issued to the correct address.

Step 1

When a customer notifies you of a change of circumstances, before making any changes to the claim, you must follow the guidance in TCM0042260 

then, if the change can be made

  • go to .

Step 2

Use Function VIEW APPLICATION and check the status of the claim to which the correction is to be made. If the status is

  • ‘Logged’, ‘Partially Captured’, or ‘Awaiting Award’ go to .
  • ‘Rejected’, go to .
  • ‘Withdrawn’ go to .
  • ‘Award Issued’, ‘Finalised Award’ or ‘Ceased’ go to .

Step 3

Use Function CAPTURE APPLICATION to make the corrections to the appropriate claim

  • If a message displays in the Applicant screen that either customer is a potential match or both customers are potential matches and the customer is reporting a change or correction of

    • NINO
    • name
    • date of birth
    • sex
    • address

    Note: If you are changing the address to a non-UK address, follow guidance in TCM0048060.

    • record the details on form TC648
    • send the form, together with any related correspondence, to the Applicant Not Matched Team who will deal with the Potential Match work list item
    • go to the Summary Information screen and in the Application Notes field make a note of the action you have taken

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

    • take no further action.
  • If a message displays in the Applicant screen that either customer is a potential match or both customers are potential matches and the customer is reporting any other change of circumstances

    • make the correction to the appropriate claim
    • take no further action.
  • If no message displays in the Applicant screen stating that either customer is a potential match or both customers are potential matches

    • make the correction to the appropriate claim
    • take no further action.

Step 4

The correction can’t be made. You must invite the customer to make a new claim with the new information. Follow the guidance in TCM0044080.

Step 5

Use Function AMEND APPLICATION

  • you will be presented with the message ‘Do you wish to proceed to Capture application? Select ‘Yes’ and select [Store]
  • abandon Function AMEND APPLICATION
  • use Function CAPTURE APPLICATION and enter the correct details for the claim
  • record the action you have taken in the Application Notes field. Follow the guidance in TCM0152040 
  • continue to process the claim.

Step 6

Use Function VIEW APPLICATION to check that you have all the necessary information. For example, if it is a joint claim and only one customer has signed a change of address, make sure that it applies to both customers

Note: Where you are changing an address, the new address must include the postcode, otherwise any computer output may be returned undelivered. If you are changing an address to a non-UK address, follow the guidance in TCM0048060.

  • If all information isn’t there, go to .
  • If all information is there, go to .

Step 7

Contact the customer for any missing details or to clarify any points that are not clear. Follow the guidance in TCM0094080.

Step 8

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.

then

  • complete form TC648, file in the clerical BF run and follow the manual reminder cycle. Follow the guidance in TCM0094160.

Step 9

If you

  • obtain the missing or clarified information, go to .
  • don’t receive the missing or clarified information by the end of the manual reminder cycle and the correction indicates that the customer

    • is no longer eligible follow the guidance in TCM0036100 and enter the family end date as the date of the break-up.
    • is still eligible, file the request for the correction along with form TC648 and send to storage. Follow the guidance in TCM0074140. Take no further action.

Step 10

Use Function AMEND APPLICATION (Correction option) to make the corrections to the appropriate existing details

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

then

  • go to .

Note: If you are entering an income correction, follow the guidance in TCM0044060.

Note: Where there are several changes that have occurred at different times, you must attempt to apply the changes in sequence starting with the oldest change first. This doesn’t apply to changes to employment details, which must always be completed last, regardless of the sequence date. After updating or changing the employment details, you must go straight to the Amend Finish screen. Don’t go to any other screen. Failure to do this will result in the new information being lost. Don’t complete the Amend Finish screen until all the changes have been applied.

Note: If [OK] isn’t available, make the changes on the appropriate screen and then go to another screen and select [OK] on that screen.

Note: Where you are changing an address, the new address must include the postcode, otherwise any computer output may be returned undelivered. If you are changing an address to a non-UK address, follow the guidance in TCM0048060.

Step 11

On the Amend Finish screen

  • enter the date the notification of the change was received
  • enter the source of the change - for example, ‘paper’
  • enter the reason for the change. (If the change is regarding title, name, address or telephone number, enter the reason as ‘Designatory’, any other change enter reason as ‘Change of circumstances’)

and then

  • select [OK]. The computer will now automatically accept the correction and will apply the change from the effective date

Follow the guidance in TCM0042040 

Note: The corrections you have made in this function will not be applied until you complete the Amend Finish screen and select [OK].

Note: The Received Date field will always default to today’s date. You must enter the date the correction was notified, not the date the change is actioned. If there is more than one notification date the earliest notification date must be entered.

* 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](https://www.gov.uk/hmrc-internal-manuals/tax-credits-manual/tcm0042260) before making any changes

then, if you can make the change  


* select [OK] on the message
* take no further action.

* 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](https://www.gov.uk/hmrc-internal-manuals/tax-credits-manual/tcm0042260) before making any changes

then, if you can make the change  


* select [OK] on the message
* take no further action.

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

* the changes you are making will re-finalise 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](https://www.gov.uk/hmrc-internal-manuals/tax-credits-manual/tcm0320260) 
* take no further action.

* If none of the messages display, take no further action.