Beta This part of GOV.UK is being rebuilt – find out what this means

HMRC internal manual

Tax Credits Manual

From
HM Revenue & Customs
Updated
, see all updates

Changes - work (general A-M): Benefit start/end dates

Checklist

Before you follow this guidance make sure

  • you follow the guidance in TCM0042260 
  • you check the Unprocessed Change of Circs work list for any outstanding entries and make a note of any information you require to clear the work item. Follow the guidance in TCM0054060 to clear the item on the Unprocessed Change of Circs work list only

Note: If the Unprocessed Change of Circumstances work list item is the same as the change you have been notified of, delete the work list item and continue with this guidance.

  • you have the correct user roles to follow this guidance. Use the B&C Roles and Access Catalogue. You can find this by going to the Benefits & Credits homepage, selecting ‘R’ on the B&C A-Z index, selecting ‘Roles and Access Process’, selecting ‘Roles & Access Catalogue’ from the Related links menu
  • you’re in the correct MU. Use TCM0322460.

Background

This guidance is relevant to when you are following the guidance in

  • TCM0048120, where the customer isn’t currently working, they have informed you that they have started work for the first time or after a gap in their employment and the customer has reported that they have recently ended IS, JSA (IB) ESA (IR) or PC
  • TCM0052240, where the customer has ended their job, they are not starting another one and they inform you that they have recently started IS, JSA (IB), ESA (IR), PC or both ESA (IR) and contribution based together or both JSA (IB) and contribution based together

or 

  • the customer hasn’t recently started or ended work, but they inform you that they have started or ended IS, JSA (IB), ESA (IR), PC or both ESA (IR) and contribution based together or both JSA (IB) and contribution-based together.

The guidance also covers the backdating process for when you’re notified of the change

  • before 6 April 2012 within or outside of three months of the customer starting IS, JSA (IB), ESA (IR) or PC

and

on or after 6 April 2012 within or outside of one month of the customer starting IS, JSA (IB), ESA (IR) or PC.

Note: By following this guidance, you will ensure that the customer receives the correct payment.

Note: MIG (Minimum Income Guarantee) has now been replaced by Pension Credit (PC).

Note: You must confirm whether JSA is income-based or contribution-based or both and whether ESA is income-related or contribution-based. You must ask a member of staff with Access to DWP Data (ADD) access to confirm the type of benefit.

Note: Income-based JSA or income-related ESA start or end dates must be entered in the ‘In Receipt of’ field.

Note: Contribution-based JSA or ESA must be entered in the ‘Social Security Benefits’ field. This field must be used to record the appropriate amount of Contribution based JSA or ESA.

Note: Customers in receipt of Income based JSA or income-related ESA will automatically be entitled to the maximum rate of CTC. Customers in receipt of income-related ESA or PC and working 16 hours weekly or more, will also be automatically entitled to the maximum rate of WTC. These cases must be referred to the UK Complex Team. Use TCM0322460 for the correct MU number.

Note: From 1 May 2012 the period for which people can receive contribution-based ESA will be limited to 12 months.

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.

Step 1

Check you have all the information to make the change

  • date the job started, if applicable
  • date the job ended, if applicable
  • type of benefit, for example, IS, JSA (IB), ESA (IR) or PC. If the benefit is JSA, confirm whether the JSA is income-based or contributions-based or both. If it is ESA, confirm whether it is income-related or contribution-based or both
  • start date of benefit
  • end date of benefit (and, if the benefit has ended, confirm the income details).

If you have all the information, go to .

If you don’t have all the information, go to .

Step 2

Phone the customer to obtain the missing details. Follow the guidance in TCM0094080.

If you aren’t able to contact the customer, go to .

If you can contact the customer but you can’t obtain all the missing details, go to .

If you can contact the customer and obtain all the missing details, go to .

Step 3

Check the status of the claim. For how to do this, use TCM1000025.

If the claim is pre-award, go to .

If the claim is post award, go to .

Step 4

Record the following details on the free format screen. For how to do this, use TCM1000036 

  • reason for the change
  • date of change
  • date the job started, if applicable
  • date the job ended, if applicable
  • type of benefit - IS, JSA (IB), ESA (IR), PC or both ESA (IR) and ESA contribution-based together or both JSA (IR) and JSA contribution-based together
  • start date of the benefit
  • end date of the benefit

then

  • update Application Notes with the action you have taken. For how to do this, use TCM1000028.

If the customer is now in receipt of ESA (IR) or PC and working 16 hours weekly or more, go to .

If the customer isn’t in receipt of ESA (IR) or PC and working 16 hours weekly or more, go to .

Step 5

Check the circumstances of the change.

If the change is contributions-based JSA or ESA and a start date has been reported

  • record the details on the Income screen
  • enter the appropriate amount of Contributions based JSA or ESA received in the Social Security Benefits field for the correct tax year. Follow the guidance in TCM0044060 
  • go to .

If the change is to IS, JSA (IB), ESA (IR) or PC start date, go to .

If the change is to IS, JSA (IB), ESA (IR) or PC end date, go to .

If the change is a change to contribution based ESA, go to  

If the customer has reported they’re in receipt of benefits and they, or their partner in a joint claim, are working 16 hours weekly or more, go to .

Step 6

Check if the customer is entitled to a four-week run-on. For how to do this, use TCM1000397.

If the customer is entitled to the four-week run-on, go to .

If the customer isn’t entitled to the four-week run-on, go to .

Step 7

If the change occurred less than 28 days ago, send the case papers to Four-week run-on team.

If the change occurred more than 28 days ago, go to .

Step 8

If the customer is entitled to the four-week run-on

  • calculate the new benefit start date

Note: This is 29 calendar days after the date of change. We count from the day after the change.

  • enter the benefit start date as the day after the new effective date. For how to do this, use TCM1000093 
  • go to .

If the customer isn’t entitled to the four-week run-on

  • enter the benefit start date using the date the customer has provided. For how to do this, use TCM1000093 
  • go to .

Step 9

Consider backdating.

Note: From 6 April 2012, if a customer tells us within a month about a change of circumstances that increases the maximum rate of tax credits they are entitled to, their award can be amended from the date of the change. For changes notified after one month their award can only be amended one month prior to the date the change was notified.

Note: If a change is notified that does not alter or decreases the maximum rate of tax credits the customer is entitled to, it will be applied from the date of the change.

If you were notified of the change before 6 April 2012 and the change is within three months, go to .

If you were notified of the change before 6 April 2012 and the change is outside three months, go to .

If you were notified of the change on or after 6 April 2012 and the change is within one month, go to .

If you were notified of the change on or after 6 April 2012 and the change is outside one month, go to .

Step 10

The customer has reported that they are no longer in receipt of contribution based ESA.

If the customer is now receiving ESA (IR) go to  

If the customer is now receiving ESA Credits only go to  

If the customer is now receiving JSA (IR) go to  

If the customer is receiving JSA contributions based go to

Step 11

Check if the customer is in receipt of a qualifying benefit for being incapacitated for work.

Note: For more information on a qualifying benefit follow TCTM02620.

If the customer is receiving ESA (IR) and a qualifying benefit go to

If the customer is receiving ESA (IR) but not receiving a qualifying benefit

  • end incapacited for work

Note: Use the date the benefit ceased.

  • go to  

If the customer is receiving JSA (IR) and a qualifying benefit go to

If the customer is receiving JSA (IR) but not receiving a qualifying benefit

  • end incapacited for work

Note: Use the date the benefit ceased.

  • go to  

Step 12

If the customer is receiving ESA Credits only

  • update NTC to enter benefit end date

Note: Use the date the benefit ceased.

  • go to  

Step 13

If the customer is receiving JSA Contributions

  • update NTC to enter benefit end date

Note: Use the date the benefit ceased.

  • go to  

Step 14

Amend benefit history

  • change the ‘Include From’ date. For how to do this, use TCM1000405 
  • go to .

Step 15

Enter the benefit end date

  • enter the IS, JSA (IB), ESA (IR) or PC end date. For how to do this, use TCM1000093 
  • go to .

Step 16

If other changes are required

  • apply all the other changes
  • follow the relevant Changes guidance
  • go to .

If other changes aren’t required, go to .

Step 17

Complete amend finish screen. For how to do this, use TCM1000032.

Note: If the work change applies to more than one tax year, you must complete your action for each tax year affected, once you have followed the guidance in TCM0042260.

Note: Make sure you’ve applied all changes (including any unprocessed changes you are working) before you complete the ‘Amend Finish’ screen.

Note: Any changes you’ve made won’t be applied until you complete the ‘Amend Finish’ screen.

If a warning message displayed and you had to pass the case to a Level 2 user or your manager, take no further action.

If a warning message displayed and you were able to make the change

  • update Household Notes with the appropriate message - NC83, NC03, NC07, NC06 - from TCM0164020. For how to do this, use TCM1000001 
  • go to .

If a warning message didn’t display

  • update Household Notes with the appropriate message - NC83, NC03, NC07, NC06 - from TCM0164020. For how to do this, use TCM1000001 
  • go to .

Step 18

Customer receiving ESA (IR) or PC and working 16 hours weekly or more.

If the claim is pre-award

  • update Application Notes with the message LI21 from TCM0162060. For how to do this, use TCM1000028 
  • use Function MAINTAIN WORKLIST to transfer the case to the UK Complex Team MU. Use TCM0322460 for the correct MU number
  • send any relevant correspondence to the UK Complex Team (This content has been withheld because of exemptions in the Freedom of Information Act 2000) . Use TCM0322460 for the correct MU number
  • take no further action.

If the claim is post award

  • update Household Notes with the message NC08 from TCM0164020. For how to do this, use TCM1000001 
  • use Function MAINTAIN WORKLIST to transfer the case to the UK Complex Team MU. Use TCM0322460 for the correct MU number
  • send any relevant correspondence to the UK Complex Team (This content has been withheld because of exemptions in the Freedom of Information Act 2000) . Use TCM0322460 for the correct MU number
  • take no further action.

Step 19

Update Household Notes with the message NC83 from TCM0164020. For how to do this, use TCM1000001 

  • go to .

Step 20

If you have been working from a work list

  • delete the work list item. For how to do this, use TCM1000160 
  • take no further action.

If you have been working a WAM referral

  • put the WAM referral in confidential waste
  • take no further action.

If you have been working a piece of correspondence

  • send it to storage. Follow the guidance in TCM0074140 
  • take no further action.