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HMRC internal manual

Tax Credits Manual

Changes - miscellaneous (G-Z): Notification of an award to disability benefit - adult

Checklist

Before you follow this guidance, make sure you

  • have followed the guidance in TCM0138020
    Note: When following TCM0138020 you must ensure you follow TCM0134480 and TCM0134420 when told to.
  • have the correct user roles to follow this guidance.
  • are in the correct MU. Use TCM0322460 for the correct MU number
  • have access to the Benefit Entitlement Reviewer role of Access to DWP Data (ADD)
  • have access to the Controlled Access Folder (CAF) for the Disability team
    Note: The CAF contains all the forms and spreadsheets needed when following this guidance.

Reasons not to follow this guidance

  • you are dealing with a Work Area Mailbox (WAM) referral or a Physical Change of Circumstances (PCofC) that refers to a child or young person.
  • (This content has been withheld because of exemptions in the Freedom of Information Act 2000)

Background

For more information regarding disability and qualifying disability benefits consider

  • TCM0320100 for Disability
  • TCM0122040 for eligibility to the disability element
  • TCM0122100 for eligibility to the severe disability element.

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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 or Data Security Team for advice.

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Step 1

If you are working an appeal letter, go to Step 2.

If you are working a WAM referral or a PCofC and it shows a future date for a claim to a disability benefit, go to Step 3.

If you working a future change expired action date, go to Step 4.

If you are working a WAM referral or a PCofC, go to Step 4.

If the customer has provided evidence of an award to a disability benefit, go to Step 11.

If you are working a reply from DWP or Department for Communities (DfC) about an award of disability benefit, go to Step 14.

If you are working a reply from DWP or DfC that states that there is no award of disability benefit,go toStep 18.

If you are working expired action date,go toStep 6.

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Step 2

Send the case papers with a form MS200 (This content has been withheld because of exemptions in the Freedom of Information Act 2000)  (This content has been withheld because of exemptions in the Freedom of Information Act 2000)

(This content has been withheld because of exemptions in the Freedom of Information Act 2000) (This content has been withheld because of exemptions in the Freedom of Information Act 2000) .

  • update house hold notes with the message DD53 from TCM0156080. For how to do this, use TCM1000001
  • take no further action.

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Step 3

Check the WAM or PCofC for the date the customer has stated that they will be claiming or entitled to a disability benefit.

If the date the customer has provided is 2 weeks or more from the date of working

  • issue the future change letter from the CAF to the customer
  • update Household Notes with the message DD51 from TCM0156080. For how to do this, use TCM1000001
  • close the document on DMS. For how to do this, use TCM1000037
  • take no further action.

If the date the customer has provided is less than 2 weeks from the date of working

  • update Household Notes with the message DD52 from TCM0156080. For how to do this, use TCM1000001
  • set an action date for date of change
  • place the case papers on the Front Line Mangers (FLM) desk to put in the BF
  • take no further action.

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Step 4

Before you process the WAM or PCofC follow the guidance in TCM0138020.

Then if you can return to this guidance, go to Step 5.

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Step 5

Check for any of the following special needs markers. For how to do this, use TCM1000127.

  • Braille’
  • ‘Welsh’
  • ‘Audio’
  • ‘Large Print’

If there is a special needs marker

  • make a note that the customer requires their correspondence in a particular format
  • go to Step 6.

If there is no special needs marker, go to Step 6.

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Step 6

Access ADD and check for a disability benefit for the customer. For how to do this, use TCM1000014.

Note: If you have access to Common Enquiry Service (CES) this can be used as an alternative to ADD, or to check any discrepancies between ADD and the information provided by the customer.

If Add shows a disability benefit, go to Step 9.

If Add does not show a disability benefit, go to Step 7.

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Step 7

Check the ADD history screen. For how to do this, use TCM1000014.

If the ADD history screen shows a disability benefit

  • make a note of your findings
  • go to Step 9.

If the ADD history screen does not show a disability benefit and you are not working an expired action date, go to Step 8.

If the ADD history screen does not show a disability benefit and you are working an expired action date, go to Step 18.

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Step 8

Note: Some disability benefits shown on the TC956 do not appear in ADD. Please check with your Front Line Manager (FLM) for a list of these benefits.

  • issue TC1224 and TC956 to the customer
    Note: You will need to check your notes to make sure that if the special needs or Welsh marker is set. The correspondence is sent out in the correct format.
  • update Household Notes with the message DD46 from TCM0156080. For how to do this, use TCM1000001
  • update the statsheet from the CAF
  • set an action date for 30 days to await a reply
  • place the case papers on the FLM desk to put in the BF
  • take no further action.

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Step 9

Using ADD obtain the following start dates and notification dates.

Note: If the customer has mentioned on the WAM of PCofC that he/she is in receipt of DLA Higher Care Component (HCC) or the higher rate of Attendance Allowance you will also need to check the start and notification dates.

  • of the disability benefit
  • of any HCC
  • of the higher rate of Attendance Allowance (AA)
    then
  • make a note of your findings.

If the notification date is not shown on ADD

  • accept the notification date shown on the WAM or the PCofC
  • go to Step 10.

If the notification date shown on ADD does not match that on the WAM or PCofC,

  • accept the notification date shown in ADD
  • go to Step 10.

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Step 10

Check the employment status on the tax credit claim and the number of hours worked. For how to do this, use TCM1000188 and TCM1000053.

Note: In a joint claim make a note of how many hours each customer works.

If there is employment in the household of 16 hours or more a week, go to Step 13.

If there is no employment in the household of 16 hours or more a week, go to Step 17.

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Step 11

Access ADD check for an award of a disability benefit for the customer. For how to do this, use TCM1000014.

Note: If you have access to Common Enquiry Service (CES) this can be used as an alternative to ADD, or to check any discrepancies between ADD and the information provided by the customer.

If ADD does show the same award date as the customer award notice, go to Step 13.

If ADD does not show the same award date as the customer award notice, go to Step 12.

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Step 12

  • contact DWP, or DfC for customers in Northern Ireland, for confirmation of the start date
    Note: The DWP contact form and instructions on completing it can be found in the CAF.
  • place the case papers on the FLM desk to put in the BF
  • take no further action.

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Step 13

If you have noted down that ADD shows a disability benefit,go to Step 14.

If you have noted down that ADD shows that the customer is in receipt of DLA HCC Enhanced Rate (ER) Personal Independence Payment (PIP) or the higher rate of AA, go to Step 15.

If you have noted down that ADD shows a disability benefit but the customers has stated they are in receipt of DLA HCC, ER PIP or higher rate of AA, go to Step 16.

If you have received evidence of an award of DLA HCC, ER PIP or higher rate of AA, go to Step 15.

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Step 14

Note: where there is no Notified date on ADD or from the customer. Enter one month backdating date. For further guidance on backdating use, TCM0022160.

On the ‘Function Menu’

  • select ‘Application’ on the toolbar
  • select ‘Change of Circumstances’ from the options available. You will be taken to the ‘Key Entry Data’ screen
  • enter the customer’s NINO
  • select the ‘All’ checkbox
  • select ‘OK’. You will be taken to the ‘Applicant Details’ screen
  • enter the disability start date
  • enter the ‘Notified’ date obtained from
    • ADD
      Or
    • the customer
      Or
    • DWP or DfC
  • update house hold notes with the message DD42 from TCM0156080. For how to do this, use TCM1000001.
    Note: Only use this HH note when paying all the arrears due to the customer.
  • update house hold notes with the message DD43 from TCM0156080. For how to do this, use TCM1000001.
    Note: Only use this HH note if the arrears due to the customer are being backdated one month.

If you are working a WAM

  • save the WAM referral into the CAF
  • update the stat sheet found in the CAF
  • take no further action.

If you are working a PCoC

  • print out and complete the PA sheet from the CAF
  • attach the PA sheet to the PCoC
  • close the document on DMS. For how to do this, use TCM1000037
  • take no further action.

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Step 15

Note: where there is no Notified date on ADD or from the customer. Enter one month backdating date. For further guidance on backdating use, TCM0022160.

On the ‘Function Menu’

  • select ‘Application’ on the toolbar
  • select ‘Change of Circumstances’ from the options available. You will be taken to the ‘Key Entry Data’ screen
  • enter the customer’s NINO
  • select the ‘All’ checkbox
  • select ‘OK’. You will be taken to the ‘Applicant Details’ screen
    Note if the disability start is already shown you will only need to input the DLA HCC or higher rate of AA start date
    Note: ER PIP start dates must be also entered into the DLA HCC ‘Start Date’ field
  • enter the disability start date
  • enter the DLA HCC, or the higher rate AA start date
  • enter the ‘Notified’ date obtained from
    • ADD
      Or
    • the customer
      Or
    • DWP or DfC
  • update house hold notes with the message DD42 from TCM0156080. For how to do this, use TCM1000001
    Note: Only use this HH note when paying all the arrears due to the customer.
  • update house hold notes with the message DD43 from TCM0156080. For how to do this, use TCM1000001.
    Note: Only use this HH note if the arrears due to the customer are being backdated one month.

If you are working a WAM

  • save the WAM referral into the CAF
  • update the stat sheet found in the CAF
  • take no further action.

If you are working a PCoC

  • print out and complete the PA sheet from the CAF
  • attach the PA sheet to the PCoC
  • close the document on DMS. For how to do this, use TCM1000037
  • take no further action.

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Step 16

Note: where there is no Notified date on ADD or from the customer. Enter one month backdating date. For further guidance on backdating use, TCM0022160.

On the ‘Function Menu’

  • select ‘Application’ on the toolbar
  • select ‘Change of Circumstances’ from the options available. You will be taken to the ‘Key Entry Data’ screen
  • enter the customer’s NINO
  • select the ‘All’ checkbox
  • select ‘OK’. You will be taken to the ‘Applicant Details’ screen
  • enter the disability start date
  • enter the ‘Notified’ date obtained from
    • ADD
      Or
    • the customer
      Or
    • DWP or DfC
  • update house hold notes with the message DD42 from TCM0156080. For how to do this, use TCM1000001
    Note: Only use this HH note when paying all the arrears due to the customer.
  • update house hold notes with the message DD43 from TCM0156080. For how to do this, use TCM1000001
    Note: Only use this HH note if the arrears due to the customer are being backdated one month.
  • issue TC1225 and TC956 to the customer
  • update house hold notes with the message DD46 from TCM0156080. For how to do this, use TCM1000001
  • set an action date for 30 days to await a reply
  • place the case papers on the FLM desk to put in the BF
  • take no further action.

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Step 17

  • Issue TC1223 and TC956 to the customer
    Note: You will need to check your notes to make sure that if the special needs or Welsh marker is set. The correspondence is sent out in the correct format.
  • update Household Notes with the message DD45 from TCM0156080. For how to do this, use TCM1000001
  • print out and complete the PA sheet from the CAF
  • close the document on DMS. For how to do this, use TCM1000037
  • take no further action.

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Step 18

  • issue TC1226 and TC956 to the customer
    Note: You will need to check your notes to make sure that if the special needs or Welsh marker is set. The correspondence is sent out in the correct format.
  • update Household Notes with the message DD47 from TCM0156080. For how to do this, use TCM1000001
  • print out and complete the PA sheet from the CAF
  • update the ‘Yield’ sheet from the disability CAF
  • close the document on DMS. For how to do this, use TCM1000037
  • take no further action.