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HMRC internal manual

Tax Credits Manual

From
HM Revenue & Customs
Updated
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Changes - work lists: Unprocessed Change of Circumstances helpcard

Applicant address change

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or Applicant 2 NINO
35 Mandatory New Address Line 1  
35 Mandatory New Address Line 2  
35 Optional New Address Line 3  
35 Optional New Address Line 4  
35 Optional New Address Line 5  
8 Mandatory New Post Code  
35 Mandatory Existing Address Line 1  
8 Mandatory Existing Post Code  

Applicant date type - 50+

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or 2 NINO
8 Mandatory Start Date Cannot be future-dated more than 7 days and cannot be on or after 06/04/12
8 Optional End Date From 6 April 2012, the 50+ element will no longer exist. All entitlement to 50+ element will end on 05/04/12

Applicant date type - AA / DLA (HCC) / PIP (ER)

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or Applicant 2 NINO
8 Mandatory Start Date Cannot be future-dated
8 Optional End Date Cannot be future-dated. End date cannot be prior to supplied start date

Applicant date type - Disability

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or Applicant 2 NINO
8 Mandatory Start Date Cannot be future-dated
8 Optional End Date Cannot be future-dated. End date cannot be prior to supplied start date

Applicant date type - Employment

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or 2 NINO
8 Mandatory Start Date Cannot be future-dated more than seven days
8 Mandatory End Date Cannot be future-dated. End date can’t be prior to supplied start date

Applicant date type - Hours worked

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or 2 NINO
8 Mandatory Start date Cannot be future-dated more than seven days and only where this forms part of a valid gap in employment or benefits to employment
8 Mandatory End Date End date cannot be prior to supplied start date Cannot be future-dated
2 Mandatory Total Hours Worked Must be one or two numeric characters

Applicant date type - Incapacitated for childcare purposes

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or Applicant 2 NINO
8 Mandatory Start Date Cannot be future-dated
8 Optional End Date Cannot be future-dated. End Date can’t be prior to associated supplied Start Date

Applicant date type - Income Support

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or Applicant 2 NINO
8 Mandatory Start Date Cannot be future-dated
8 Optional End Date Cannot be future-dated. End date can’t be prior to supplied start date

Applicant date type - Jobseeker’s Allowance

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or Applicant 2 NINO
8 Mandatory Start Date  
Note: From 27/10/2008 this could relate to JSA or ESA. Refer to the Access to DWP Data (ADD) System manual to confirm the details, if required Cannot be future-dated  
  8 Optional End Date
Note: From 27/10/2008 this could relate to JSA or ESA. Refer to the ADD manual to confirm the details, if required Cannot be future-dated. End date can’t be prior to supplied start date

Applicant date type - Minimum Income Guarantee

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or Applicant 2 NINO
8 Mandatory Start Date Cannot be future-dated
8 Optional End Date Cannot be future-dated. End date can’t be prior to supplied start date

Applicant date type - Place of work

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or 2 NINO
8 Mandatory Date of Change Cannot be future-dated
1 Mandatory Place Of Work UK Must be ‘Y’ or ‘N’
35 Country Of Work Mandatory if place of work set to ‘N’. Must be at least two characters long and contain A-Z and spaces

Applicant date type - Residency change

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or Applicant 2 NINO
8 Mandatory Date of Change  
1 Mandatory UK National Indicator ‘Y’ or ‘N’
35 Mandatory Normally Live - Country Must be at least two characters long and contain A-Z and spaces. Such as ‘UK’ or other country

Applicant date type - Self-employment

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or 2 NINO
8 Mandatory Start Date Cannot be future-dated
8 Mandatory End Date Cannot be future-dated. End date cannot be prior to supplied start date

Applicant date of birth change

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or Applicant 2 NINO
8 Mandatory Date Of Birth Cannot be left blank

Applicant death change

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or Applicant 2 NINO
8 Mandatory Date of Death Cannot be future-dated

Applicant name change

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or Applicant 2 NINO
35 Mandatory Surname - New  
35 Mandatory First Name - New  
35 Optional Other Forenames -New  
35 Mandatory Title (Other Title) Must be at least one character long and consist of up to 35 characters from the group A-Z, a-z, apostrophe and space only

Applicant phone change

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or Applicant 2 NINO
20 Optional Daytime Phone No. If provided must consist of the characters 0-9, / and space only
20 Optional Evening Phone No. If provided must consist of the characters 0-9, / and space only

Applicant sex change

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or Applicant 2 NINO
1 Mandatory Sex - New If provided must be either male or female (M / F)

Cease paid employment

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or 2 NINO
8 Mandatory Employment Start Date  
8 Mandatory Employment End Date  
2 Mandatory Number of Paid Jobs Where no longer working, the number of jobs must be removed
2 Mandatory Total Hours Worked Must be 1 or 2 numeric characters
8 Mandatory Hours Worked Start Date  
8 Mandatory Hours Worked End Date  

Cease self-employed work

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or 2 NINO
8 Mandatory Self Employed Start Date  
8 Mandatory Self Employed End Date  
2 Mandatory Number of Paid Jobs Where no longer working, the number of jobs must be removed
2 Mandatory Total Hours Worked Must be 1 or 2 numeric characters
8 Mandatory Hours Worked Start Date  
8 Mandatory Hours Worked End Date Cannot be future-dated

Ceased work and moving onto benefits

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or 2 NINO
8 Optional IS Start Date Only one of these 3 benefit start dates should be present. Cannot be dated in the future
8 Optional JSA Start Date Only one of these 3 benefit start dates should be present. Cannot be dated in the future
8 Optional MIG Start Date Only one of these 3 benefit start dates should be present. Cannot be dated in the future
8 Optional Employment Start Date Must have at least one pair of these employment dates. End date cannot be prior to supplied Start Date. Cannot be future-dated
8 Optional Employment End Date End date cannot be prior to supplied Start Date. Cannot be future-dated
8 Optional Self Employment Start Date Must have at least one pair of these employment dates. End date cannot be prior to supplied Start Date. Cannot be future-dated
8 Optional Self Employment End Date End date cannot be prior to supplied Start Date. Cannot be future-dated
8 Mandatory Hours Worked Start Date Cannot be future-dated
8 Mandatory Hours Worked End Date End date cannot be prior to supplied Start Date. Cannot be future-dated
2 Mandatory Number of Paid Jobs Where no longer working, the number of jobs must be removed
2 Mandatory Total Hours Worked Must be 1 or 2 numeric characters

Change childcare provider costs

Number of characters Data item Notes
     
35 Mandatory Childcare Provider Name line 1  
35 Optional Childcare Provider Name line 2  
13 Mandatory Weekly Childcare Costs Must be greater than or equal to ‘0’, expressed in pence (or cents if Euro)
1 Mandatory Currency Indicator Must be ‘G’ or ‘E’ (G = Great British Pounds, E = Euro)
8 Mandatory Costs Start Date Cannot be dated more than 8 days in the future
8 Optional Costs End Date End date cannot be prior to Start date. Date cannot be more than 29 days in the future

Change childcare provider name or address

Number of characters Data item Notes
     
35 Mandatory Childcare Provider Name line 1 - Existing  
35 Optional Childcare Provider Name Line 2 - Existing  
35 Mandatory Childcare Provider Name Line 1 - New  
35 Mandatory Childcare Provider Name line 2 - New  
35 Mandatory Childcare Address Line 1  
35 Mandatory Childcare Address Line 2  
35 Optional Childcare Address Line 3  
35 Optional Childcare Address Line 4  
35 Optional Childcare Address Line 5  
8 Mandatory Postcode  
70 Optional Approving Body Name  
25 Optional Registration Reference  

Child Benefit numbers

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or Applicant 2 NINO
10 Mandatory Child Benefit Number Must be in format NNNNNNNNAA

Child change name details

Number of characters Data item Notes
     
35 Mandatory Surname - Existing  
35 Mandatory Forenames - Existing  
8 Mandatory Date Of Birth - Existing  
35 Mandatory Surname - New  
35 Mandatory Forenames - New  

Child date type - Connexions, local authority support services

Number of characters Data item Notes
     
35 Mandatory Surname - Existing  
35 Mandatory Forename - Existing  
8 Mandatory Date of Birth - Existing  
8 Mandatory Start Date Cannot be future-dated
8 Optional End Date Cannot be future-dated. End date cannot be prior to supplied start date

Child date type - Disability

Number of characters Data item Notes
     
35 Mandatory Surname - Existing  
35 Mandatory Forename - Existing  
8 Mandatory Date of Birth - Existing  
8 Mandatory Start Date Cannot be future-dated
8 Optional End Date Cannot be future-dated. End date can’t be prior to supplied start date

Child date type - DLA (HCC) / PIP (ER)

Number of characters Data item Notes
     
35 Mandatory Surname - Existing  
35 Mandatory Forename - Existing  
8 Mandatory Date of Birth - Existing  
8 Mandatory Start Date Cannot be future-dated
8 Optional End Date Cannot be future-dated. End date cannot be prior to supplied start date

Child date type - Full-time non-advanced education

Number of characters Data item Notes
     
35 Mandatory Surname - Existing  
35 Mandatory Forename - Existing  
8 Mandatory Date of Birth - Existing  
8 Mandatory Start Date Cannot be more than 138 days prior to 1 September
8 Optional End Date Cannot be future-dated. End date cannot be prior to supplied start date

Child date type - In childcare

Number of characters Data item Notes
     
35 Mandatory Surname - Existing  
35 Mandatory Forename - Existing  
8 Mandatory Date of Birth - Existing  
8 Mandatory Start Date Cannot be future-dated
8 Optional End Date Cannot be future-dated. End date cannot be prior to supplied start date

Child date type - Responsibility

Number of characters Data item Notes
     
35 Mandatory Surname - Existing  
35 Mandatory Forename - Existing  
8 Mandatory Date of Birth - Existing  
8 Mandatory Start Date Cannot be future-dated
8 Optional End Date End date cannot be prior to supplied start date Cannot be future-dated

Child date of birth change

Number of characters Data item Notes
     
35 Mandatory Surname - Existing  
35 Mandatory Forename - Existing  
8 Mandatory Date of Birth - Existing  
8 Mandatory Date of Birth - New  

Child death

Number of characters Data item Notes
     
35 Mandatory Surname - Existing  
35 Mandatory Forename - Existing  
8 Mandatory Date of Birth - Existing  
8 Mandatory Date of Death Cannot be future-dated

Household end

Number of characters Data item Notes
     
8 Mandatory Household End Date Cannot be future-dated
1 Mandatory Household End Reason ‘H’ for Household Breakdown

Income

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or 2 NINO
2 Mandatory Income Year / Type PY (Last Year) or CY (This Year)
13 Optional Self Employed Profits If provided must be greater than or equal to ‘0’ expressed in pence (or cents if Euro)
1 Self Employed Profits (Self) status Mandatory where self Employed Profits are recorded. Actual (A) or Estimate (E)
13 Optional Earnings If provided must be greater than or equal to ‘0’ expressed in pence (or cents if Euro)
1 Earnings (Earn) Status Mandatory where Earnings are recorded. Actual (A), Estimate (E) or Real Time Information (R)
13 Optional Benefits in Kind If provided must be greater than or equal to ‘0’ expressed in pence (or cents if Euro)
1 Benefits in Kind (Empo) Status Mandatory where Benefits in Kind are recorded. Actual (A), Estimate (E) or Real Time Information (R)
13 Social Security Benefits If provided must be greater than or equal to ‘0’ expressed in pence (or cents if Euro)
1 Social Security Benefits (Ben) Status Mandatory where Social Security Benefits are recorded. Actual (A), Estimate (E) or Real Time Information (R)
13 Other Income If provided must be greater than or equal to ‘0’ expressed in pence (or cents if Euro). 1 for each claim, stored on applicant 1
1   Mandatory where Other Income is recorded. Actual (A), Estimate (E) or Real Time Information (R)
1 Mandatory Currency Indicator Must be ‘G’ or ‘E’ (G = Great British Pounds, E = Euro)

Moving off benefits into work

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or 2 NINO
2 Optional Number of Paid Jobs Must be greater than zero if any of Employer Reference (3 char. District No.) or Employer Name and Address have been completed
2 Mandatory Total Hours Worked Must be 1 or 2 numeric characters
8 Mandatory Hours Worked Start Date Cannot be future-dated more than 7 days
8 Mandatory Employment Start Date Cannot be future-dated more than 7 days
3 Optional Employer District Number If provided must be present where ’10 Char Emp. Ref.’ completed
10 Optional Employer Reference If provided must be present where ’3 Char Dist. No.’ completed
20 Optional Payroll Number  
28 Mandatory Employer Name 1  
28 Optional Employer Name 2  
35 Mandatory Employer Address line 1  
35 Mandatory Employer Address line 2  
35 Optional Employer Address line 3  
35 Optional Employer Address line 4  
35 Optional Employer Address line 5  
8 Mandatory Address Postcode  
20 Optional Employer Telephone Number If provided must consist of the characters 0-9, / and space only
2 Income Year / Type Optional, except where at least one of the figures below are submitted. PY Last Year) -CY (This year)
13 Optional Self Employed Profits If provided must be greater than or equal to ‘0’, expressed in pence (or cents if Euro)
13 Optional Earnings If provided must be greater than or equal to ‘0’, expressed in pence (or cents if Euro)
13 Optional Benefits in Kind If provided must be greater than or equal to ‘0’, expressed in pence (or cents if Euro)
13 Optional Social Security Benefits If provided must be greater than or equal to ‘0’, expressed in pence (or cents if Euro)
13 Optional Other Income If provided must be greater than or equal to ‘0’, expressed in pence (or cents if Euro)
8 Optional IS Start Date  
  Cannot be future-dated. Must only have one pair of start and end dates for IS, JSA/ESA or PC/MIG  
  8 Optional IS End Date
  End Date cannot be prior to supplied Start Date. Cannot be future-dated more than seven days. Must only have one pair of start and end dates for IS, JSA/ESA or PC/MIG  
  8 Optional JSA Start Date
Note: From 27/10/2008 this could relate to JSA or ESA. Refer to the ADD manual to confirm the details, if required Cannot be future-dated. Must only have one pair of start and end dates for IS, JSA/ESA or PC/MIG  
  8 Optional JSA End Date
Note: From 27/10/2008 this could relate to JSA or ESA. Refer to the ADD manual to confirm the details, if required End Date cannot be prior to supplied Start Date. Cannot be future-dated more than seven days. Must only have one pair of start and end dates for IS, JSA/ESA or PC/MIG    
  8 Optional MIG Start Date Cannot be future-dated. Must only have one pair of start and end dates for IS, JSA/ESA or PC/MIG
  8 Optional MIG End Date End Date cannot be prior to supplied Start Date. Cannot be future-dated more than 7 days. Must only have one pair of start and end dates for IS, JSA/ESA or PC/MIG
  1 Mandatory Currency Indicator ‘G’ or ‘E’ (G = Great British Pounds, E = Euro)

New child

Number of characters Data item Notes
     
35 Mandatory Surname  
35 Mandatory Forename  
8 Mandatory Date of Birth  
8 Optional Responsibility Start Date Cannot be future-dated
8 Optional In Childcare Start Date Cannot be dated more than eight days in the future
8 Optional Full Time non advanced Start Date Cannot be dated more than 138 days prior to 1 September
8 Optional Connexions, local authority support services Start Date Cannot be future-dated
8 Optional Disability Start Date Cannot be future-dated
8 Optional DLA (HCC) / PIP (ER) Start Date Cannot be future-dated

New childcare provider

Number of characters Data item Notes
     
35 Mandatory Child Care Provider Name line 1  
35 Mandatory Child Care Provider Name line 2  
35 Mandatory Childcare Address line 1  
35 Mandatory Childcare Address line 2  
35 Optional Childcare Address line 3  
35 Optional Childcare Address line 4  
35 Optional Childcare Address line 5  
8 Mandatory Postcode  
70 Optional Approving Body Name  
25 Optional Registration Reference  
13 Mandatory Weekly Childcare Costs Must be greater than or equal to ‘0’, expressed in pence (or cents if Euro)
1 Mandatory Currency Indicator Must be ‘G’ or ‘E’ (G = Great British Pounds, E = Euro)
8 Mandatory Costs Start Date Cannot be dated more than 8 days in the future

New main paid employer

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or 2 NINO
2 Mandatory Number of Paid Jobs Must be greater than zero if any of Employer Reference (3 character District no.) or Employer Name and address have been completed
2 Mandatory Total Hours Worked Must be 1 or 2 numeric characters
8 Mandatory Hours Worked Start Date Cannot be future-dated more than seven days, and only when this forms part of a valid gap in employment or benefits to employment
8 Mandatory Employment Start Date Cannot be future-dated more than seven days, and only when this forms part of a valid gap in employment or benefits to employment
3 Optional Employer District Number If provided must be present where ‘10 char Emp. Ref.’ completed
10 Optional Employer Reference If provided must be present where ‘3 char Dist. No.’ completed
20 Optional Payroll Number  
28 Mandatory Employer Name 1  
28 Optional Employer Name 2  
35 Mandatory Employer Address line 1  
35 Mandatory Employer Address line 2  
35 Optional Employer Address line 3  
35 Optional Employer Address line 4  
35 Optional Employer Address line 5  
8 Mandatory Address Postcode  
20 Optional Employer Telephone Number If provided must consist of the characters 0-9, / and space only

New payment details

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or 2 NINO
10 Mandatory Account Number Must contain numeric characters only
6 Mandatory Sort Code Must be 6 numeric characters. Must be valid sort code for BACS transfers. If valid sort code for BACS transfers, must be valid bank account number for this bank / building society
35 Mandatory Account Name  
18 Optional Building Society Reference  
35 Mandatory Bank / Build Society Name  
35 Mandatory Branch Name  
35 Mandatory Branch Address line 1  
35 Mandatory Branch Address line 2  
35 Optional Branch Address line 3  
35 Optional Branch Address line 4  
35 Optional Branch Address line 5  
8 Optional Postcode  
8 Mandatory New Details Start Date Must be today’s date or later - up to 30 days in the future

Output method change

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or Applicant 2 NINO
1 Mandatory E - Output Signal Y or N

Payment nomination

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or 2 NINO
1 Mandatory Nomination for CTC Y or N
1 Mandatory Nomination for WTC Y or N
1 Mandatory if CTC Payment Frequency for CTC Optional except for where ‘Nomination for CTC’ is submitted. Values: Weekly = 1, Four-weekly = 4
1 Mandatory if WTC Payment Frequency for WTC Optional except for where ‘Nomination for WTC’ is submitted. Values: Weekly = 1, Four-weekly = 4

Self-employed UTR

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or 2 NINO
10 Mandatory Self Employed UTR Must be 10 numeric characters

Special needs change

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or 2 NINO
1 Mandatory Special Needs Signal Welsh (W)

Braille (B)

Audio (A)

Large Print (L)

Start work (new self-employment)

Number of characters Data item Notes
     
9 Mandatory Applicant NINO Applicant 1 or 2 NINO
2 Optional Number of Paid Jobs Must be greater than zero if a self-employed UTR number has been entered
2 Mandatory Total Hours Worked Must be 1 or 2 numeric characters
8 Mandatory Hours Worked Start Date Cannot be future-dated
8 Mandatory Self Employed Start Date Cannot be future-dated
10 Optional Self Employed UTR If provided must be 10 digits