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HMRC internal manual

Tax Credits Manual

From
HM Revenue & Customs
Updated
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Changes - work (general N-Z): Started new job in addition to main job

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
  • 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.

Reasons not to follow this guidance

You don’t need to follow this guidance if

  • the customer has started work for the first time
  • the customer is changing their main job
  • the customer is stopping work.

Required information

Obtain the following information from the source (for example, customer, employer)

  • start date of new job
  • number of paid hours
  • employer’s reference number (if appropriate)
  • new employer’s name (for the additional job)
  • new employer’s address (for the additional job)
  • Unique Taxpayer Reference (UTR) number (if the additional job is the customer’s first self-employed job)
  • number of hours worked in the original job (or jobs).

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 if the change can be made. Follow the guidance in TCM0042260

  • go to .

Step 2

If you’re dealing with a reply from your enquiries, go to .

If you’re dealing with an expired BF date from your initial enquiry, go to .

If you’re dealing with an expired BF from your enquiry and a reminder, go to .

If you’re dealing with any other reason, go to .

Step 3

Check the information provided to determine if you have all the information you need to add the new job. For how to do this, use TCM1000365.

If you have got all the details, go to .

If you haven’t got all the details, go to .

Step 4

Phone the customer to obtain the end date. Follow the guidance in TCM0094080.

Note: If you’re dealing with any other changes make sure you have all the information you need to apply to apply the other changes as well. Follow the relevant Changes guidance.

If you contact the customer and they provide the missing information, go to .

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

If you contact the customer by phone but they aren’t able to provide the information, go to .

Step 5

Send form TC644 requesting the missing information

  • set a clerical date for 15 days in the future

Note: When calculating 15 days in the future, don’t include postal strikes and public bank holidays in the calculation.

  • go to .

Step 6

If the claim is pre-award

  • update Application Notes with the message NC83 from TCM0164020. For how to do this, use TCM1000028
  • take no further action.

If the claim is post award

  • update Household Notes with the message NC83 from TCM0164020. For how to do this, use TCM1000001
  • take no further action.

Step 7

If the customer doesn’t reply to your written enquiry within 15 days and a reminder hasn’t been issued

  • issue form TC664R to the customer
  • set a clerical BF for a further 15 days in the future

Note: When calculating a further 15 days in the future, don’t include postal strikes, and public and bank holidays in the calculation.

  • go to .

If the customer doesn’t reply to your written enquiry and a reminder has already been issued and the only information you need is date the job started

  • use the date the customer notified us of the change as the date the customer’s job ended
  • go to .

If the customer doesn’t reply to your written enquiry and a reminder has already been sent and the customer hasn’t provided the minimum information required for the new job, go to .

Step 8

If the claim is pre-award

  • update Application Notes with the message NC84 from TCM0164020. For how to do this, use TCM1000028
  • take no further action.

If the claim is post award

  • update Household Notes with the message NC84 from TCM0164020. For how to do this, use TCM1000001
  • take no further action.

Step 9

If the claim is pre-award

  • update Application Notes with your actions. For how to do this, use TCM1000028
  • go to .

If the claim is post award

  • update Household Notes with your actions. For how to do this, use TCM1000001
  • go to .

Step 10

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

If the claim is pre-award

  • enter the details of the change on the free format screen. For how to do this, use TCM1000036
  • update Application Notes with the action you have taken. For how to do this, use TCM1000028
  • take no further action.

If the claim is post award, go to .

Step 11

Check the status of the award. For how to do this, use TCM1000101.

If the claim has been ceased or terminated because of one of the four-week run-on exceptions and you work on the Four-week run-on team

  • invite a fresh claim. Follow the guidance in TCM0044080
  • take no further action.

Note: Before you can invite a fresh claim, you must check whether the household is in a closed postcode area to prevent new claims being issued to working age households in these areas.  The exception to this is for those households that contain an individual of Pension Credit Qualifying Age (PCQA), as these will be allowed to claim tax credits.  Following the guidance in TCM0044080 will take you through the necessary steps

If the claim hasn’t been rejected, ceased or terminated, go to .

Step 12

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.

Check the start date of the new job from the information provided.

If the start date is more than one month before today’s date and the customer didn’t notify us within one month, go to .

If the start date is more than one month before today’s date but the customer did notify us within one month of the change, go to .

If the start date is within one month of today’s date, go to .

Step 13

Consider the change in hours. For how to do this, use TCM1000347.

  • check the weekly hours for the main job only
  • check the number of hours for the new additional job
  • add them together to calculate the total hours now worked
  • on a joint claim consider any other existing hours for the partner

If the total hours will result in an increase of the maximum tax credits award (before any income changes), go to .

If the total hours won’t result in an increase of the maximum tax credits award (before any income changes), go to .

Step 14

Backdating is limited to three months prior to the date the customer notified us of the change if you were notified before 6 April 2012 or one month if you were notified on or after 6 April 2012

  • add the additional job to the number of jobs already displayed in the ‘Number of Paid Jobs’ field
  • enter the end date in the ‘Hours Worked End Date’ field for the hours worked in the main job as the day prior to the start date of the additional job.

If the customer is currently employed and the additional job is employed, go to .

If the customer is currently employed and the additional job is self-employed

  • enter the self employed details on the ‘Work Details’ screen. For how to do this, use TCM1000355
  • go to .

If the customer is currently self-employed and the additional job is employed

  • enter the new employed details on the ‘Work Details’ screen. For how to do this, use TCM1000355
  • go to .

If the customer is currently self-employed and the additional job is self-employed, go to .

Step 15

Update hours worked history

Note: Because the new additional hours can’t be backdated more than three months if you were notified before 6 April 2012 or one month if you were notified on or after 6 April 2012, you must record an additional period of hours at the old weekly rate.

  • access and complete the ‘History’ screen, restricting the backdating to three months or one month. For how to do this, use TCM1000364
  • go to .

Step 16

Change will be backdated more than one month as the customer notified us originally within one month of the change or the change doesn’t result in an increase to the customer’s maximum tax credit award

  • add the additional job to the number of jobs already displayed in the ‘Number of Paid Jobs’ field
  • enter the end date in the ‘Hours Worked End Date’ field for the hours worked in the main job as the day prior to the start date of the additional job.

If the customer is currently employed and the additional job is employed, go to .

If the customer is currently employed and the additional job is self-employed

  • enter the self-employed details on the ‘Work Details’ screen. For how to do this, use TCM1000355
  • go to .

If the customer is currently self-employed and the additional job is employed

  • enter the new employed details on the ‘Work Details’ screen. For how to do this, use TCM1000355
  • go to .

If the customer is currently self-employed and the additional job is self-employed, go to .

Step 17

Update hours worked history

Note: Because the new additional hours may be backdated more than one month, you must amend the work history.

  • access and complete the ‘History’ screen, extending the backdating to more than one month. For how to do this, use TCM1000364
  • go to .

Step 18

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.

Change will be backdated to the date of the additional job as the customer notified us within one month of the change

  • add the additional job to the number of jobs already displayed in the ‘Number of Paid Jobs’ field
  • enter the end date in the ‘Hours Worked End Date’ field for the hours worked in the main job as the day prior to the start date of the additional job.

If the customer is currently employed and the additional job is employed, go to .

If the customer is currently employed and the additional job is self-employed

  • enter the self-employed details on the ‘Work Details’ screen. For how to do this, use TCM1000355
  • go to .

If the customer is currently self-employed and the additional job is employed

  • enter the new employed details on the ‘Work Details’ screen. For how to do this, use TCM1000355
  • go to .

If the customer is currently self-employed and the additional job is self-employed, go to .

Step 19

Update the hours worked history

  • access and complete the ‘History’ screen for the new total hours. For how to do this, use TCM1000364
  • go to .

Step 20

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

Note: Make sure you’ve applied all changes (including any unprocessed changes you are working) before 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. For how to do this, use TCM1000001
  • go to .

If a warning message didn’t display

  • update Household Notes with the appropriate message. For how to do this, use TCM1000001
  • go to .

Step 21

If you’ve been working from a work list

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

If you’ve been working a WAM referral

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

If you’ve been working an electronic referral

  • delete from the database
  • take no further action.

If you’ve been working a piece of correspondence

  • send the documents to storage, follow the guidance in TCM0074140
  • take no further action.