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HMRC internal manual

Tax Credits Manual

From
HM Revenue & Customs
Updated
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Notes - Standardised Messages (J to M): Standardised Messages - J - Third party enquiries / Foreign documents

Standardised reference

Please ensure that the relevant standardised reference shown below is added to the end of the message. For more information see TCM0152090

  • CP NW & NE - ‘CP Number/Grp Number/Task/Building/Floor or Room/PID’
  • Compliance & EFAC – ‘CO number/HO number/PID/contact number’
     

The messages on this page cover action relating to third party enquiries (including multi-agency and appointees) and foreign documents.

Third party enquiries

These include

  • agents. Usually accountants who represent customers.
  • intermediaries. Representatives who act for a specified amount of time or, if not specified, normally for 12 months. They may be from the Citizens Advice Bureau, Welfare Rights, Solicitors or other agencies.
  • multi-agency. Supply information about a tax credits claim to other agencies such as the Department for Work and Pensions and Local Authorities. There aren’t any Household Notes entered for this type of request as requests may be made to aid a fraud investigation. The only notes that are entered are regarding forms for grants and school dinners.
  • appointees. A person or organisation that acts for a customer who can’t handle their own affairs.

Foreign documents

Customers may send foreign documents to us. These may include

  • birth certificates
  • marriage certificates
  • medical cards.

Note: ‘IAA’ stands for ‘Intermediaries, Agents and Appointees’.

Agents (codes start with JA)
Foreign documents (codes start with JF)
Intermediaries (codes start with JI)
Multi-agency (codes start with JM)
Appointees (codes start with JP)
Unauthorised 3rd party Callers (Deemed Consent) (codes start with JU)

Agents

Please ensure that the relevant standardised reference shown below is added to the end of the message. 

  • CP NW & NE - ‘CP Number/Grp Number/Task/Building/Floor or Room/PID’
  • Compliance & EFAC – ‘CO number/HO number/PID/contact number’
Message Explanation
   
This Note no longer used from 21 November 2008  
JA01 - AGENT. DO NOT DELETE. Form 64-8 dated (DD/MM/YY) re Agent (name and telephone number) authorised to act on behalf of (clmt1/clmt2 or both) Form 64-8 is a form sent to a customer who nominates an accountant as an agent. This note informs staff that an agent has been appointed.
  This Note no longer used from 21 November 2008
JA02 - AGENT. DO NOT DELETE. VERIFIED FROM SA. (name and telephone number of Agent) authorised to act on behalf of (clmt1/clmt2 or both) An agent has been verified using the Self Assessment database.  
  JA03 - DO NOT DELETE. No authority given as 64-8 not completed. Agent (insert name and telephone number) for (insert details) only. Letter sent to (insert details) requesting completion of 64-8 for (insert details) No authority to act has been given, as form 64-8 hasn’t been completed for one or both customers. A letter has been sent to the customer requesting that the form is completed for one or both customers.
  JA04 - AGENT. DO NOT DELETE. No authority given for 64-8 dated (DD/MM/YY). Agent (name and telephone number) authorised to act on behalf of (insert details) ONLY and SA database Agent (name and telephone number) to act on behalf of (clmt1/clmt2) Each customer has a different agent.
  JA05 - (Recorded/Registered) letter (number) redirected to (insert details) (DD/MM/YY) Self-explanatory.
  JA06 - AGENT. NO AUTHORITY for (insert agent) - authority incorrectly verified on SA & no longer acceptable. 64-8 issued to app. Corre redirected to (insert area). IAA Self-explanatory.
  JA07 - AGENT. Letter dated (insert date) insufficient authority. Agent (insert agent) for (app1 / app2) ONLY. 64-8 issued to app - DEAL DIRECTLY with Applicant (s) until further notice. Corre redirected to (insert details). (Insert initials). IAA Self-explanatory.
  JA08 - AGENT. Letter dated (insert date) NO AUTHORITY given for (insert agent) as 64-8 not completed. 64-8 sent to (app/both). Corre redirected to (insert details). Check household notes if still no authority deal direct with apps. IAA Self-explanatory.
  JA09 - AGENT (insert agent). Letter dated (insert date) Corre redirected to (insert details). (insert initials) IAA Self-explanatory.
  JA10 - AGENT. Letter rec’d dated (insert date) from(insert agent). Corre redirected to(insert area). Agent authorised to act for (app 1 / app 2) only, authority sufficient for change of circs to be updated. IAA Self-explanatory.
  JA11 - AGENT - Letter 64-8 rec’d dated (insert date). 64-8 sent to CAAT for authorisation for (insert agent). Check for updated authority before replying to corre - if still no authority, reply direct to app (s). Corre redirected to (insert area). IAA Self-explanatory.
  JA12 - AGENT - NO AUTHORITY. 64-8 rec’d on (DDMMYY) - AGENT (insert agent) not authorised to act for tax credit matters. IAA Self-explanatory.
  This Note no longer used from 2 July 2010  
JA13 - AGENT. 64-8 / Letter dated (insert date) re agent (name and tel no) authorised to act on behalf of (app1/ app2 or both) (insert initials) IAA Self-explanatory.  
  JA14 - AGENT - Letter dated (DD/MM/YY) from (Agent Name) NO authority given as the signature on the 64-8 / mandate is a copy - original signature required. Letter sent /Phone call made requesting the original signature. If still no authority, deal direct with Apps. Corre redirected to (team) (Initials) IAA Self-explanatory.
  JA15 - Letter dated (DD/MM/YY) from (Agent Name) re app. Corre redirected to (team) NO authority to act/this is one off enquiry Deal Direct with Applicant. (Initials) IAA For one off requests only.
  JA16 (insert PID No.) - 64-8 received DD/MM/YY - authorising Agent (insert agent name/first line of address/post code/phone No.) to act on behalf of applicant 1 Form 64-8 is a form sent to a customer who nominates an agent. This note informs staff that an agent has been appointed for a single application. For CAAT use only
  JA17 (insert PID No.) - 64-8 received DD/MM/YY - authorising Agent (insert agent name/first line of address/post code/phone No.) to act on behalf of applicant 1 and applicant 2 Form 64-8 is a form sent to a customer who nominates an agent. This note informs staff that an agent has been appointed for a joint application. For CAAT use only
  JA18 (insert PID No.) - 64-8 removal date DD/MM/YY - authorising Agent (insert agent name/first line of address/post code/phone No.) Form 64-8 has been withdrawn therefore authority to act on customer’s behalf has ended from the date shown in the note. For CAAT use only
  JA19 - Agent referral received re (Agent name). The customer will need to complete form 64-8 which they can download from our website . (Initials) IAA The customer will need to complete form 64-8 which they can download from our website .

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Foreign documents

Please ensure that the relevant standardised reference shown below is added to the end of the message. 

  • CP NW & NE - ‘CP Number/Grp Number/Task/Building/Floor or Room/PID’
  • Compliance & EFAC – ‘CO number/HO number/PID/contact number’
Message Explanation
   
JF01 - DO NOT DELETE. (number of) x (what kind of document it is) and (number of) x translated documents received on Foreign Documents Team on (date) Self-explanatory.
JF02 - DO NOT DELETE. (number of) x (what kind of document it is) returned to customer by Foreign Documents Team on (date) Recorded Delivery number (XXXX) Self-explanatory. All foreign documents have been returned to the customer by recorded delivery. A recorded delivery number has been assigned to the envelope or package.
JF03 - DO NOT DELETE. (number of) x (what kind of document it is) received but unable to verify, therefore documents have been forwarded to the requesting area advising that further ID is required Unable to verify document as genuine, therefore documents received have been forwarded to the applicable requesting area (that is HSVs) advising that further identification is required - for example, a passport.
JF04 - (Recorded/Registered) letter (number) redirected to (insert details) (DD/MM/YY) Self-explanatory.

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Intermediaries

Please ensure that the relevant standardised reference shown below is added to the end of the message. 

  • CP NW & NE - ‘CP Number/Grp Number/Task/Building/Floor or Room/PID’
  • Compliance & EFAC – ‘CO number/HO number/PID/contact number’
Message Explanation
   
JI01 - INTERMEDIARY - TC689/letter dated (DD/MM/YY) for intermediary (name and telephone number) authorised to act until (DD/MM/YY) (Initials) IAA Authority has been given for an intermediary to act on behalf of the customer and/or partner until a given date.
JI02 - Correspondence (date and from +) redirected to + (team & initials) IAA Self-explanatory.
This Note no longer used from 20 June 2008  
JI03 - INTERMEDIARY request received on (DD/MM/YY). TC848 issued to request further information (Initials) Form TC848 has been sent to the customer and/or partner because further information is required before authority to act is given.
  This Note no longer used from 8 September 2007
JI04 - DO NOT DELETE. Intermediary request received on (DD/MM/YY). TC848 issued to request further information An intermediary request has been received but a form TC848, which is a letter to request authority, has been sent for further information.
  This Note no longer used from 8 September 2007
JI05 - (Recorded/Registered) letter (number) redirected to (insert details) (DD/MM/YY) Self-explanatory.  
  JI06 - INTERMEDIARY - Letter dated (DD/MM/YY) from (Intermediary Name) NO authority given as TC689 not completed. Letter sent to (customer and/or partner name) requesting completion of TC689. Corre redirected to (team) (Initials) IAA Authority hasn’t been given for the intermediary to act on behalf of the customer and/or partner as the form TC689 isn’t complete.
  JI07 - INTERMEDIARY - TC689 dated + re intermediary +, tel + authorised to act until +. Acknowledged. IAA/(enter initials) Self-explanatory.
  JI08 - INTERMEDIARY. TC689 dated + re intermediary +. Tel + authorised to act on behalf of + until +. Acknowledged. IAA/(enter initials) “Do not divulge info about + Self-explanatory.
  JI09 - NOTE - + ARE NOT ACTING ON BEHALF OF THE APPLICANT AS STATED IN THEIR LETTER DATED + AND SIGNED BY +. IAA/(enter initials) Self-explanatory.
  This Note no longer used from 18 June 2013  
JI10 - TC689 rang (office) to refax with their OIN. IAA/(enter initials) Self-explanatory.  
  JI11 - INTERMEDIARY. Letter dated + from + insufficient authority. Intermediary + for (app1/app2) ONLY. Letter sent to app1/app2 requesting completion of TC689 - DEAL DIRECT until further notice. IAA/(enter initials) Self-explanatory.
  JI12 - INTERMEDIARY. Letter dated + from + NO authority given as TC689 not completed. Letter sent to app requesting completion of TC689. IAA/(enter initials) Self-explanatory.
  This Note no longer used from 18 June 2013  
JI13 - Faxed mandate received from + without their OIN. “CANNOT ACCEPT FAXED MANDATES”. TC689 issued for authority. IAA/(enter initials) Self-explanatory.  
  JI14 - INTERMEDIARY - Letter dated (DD/MM/YY) from (Intermediary Name) NO authority given as the signature on the TC689/ mandate is a copy- original signature required. Letter sent /Phone call made requesting the original signature. If still no authority, deal direct with Apps. Corre redirected to (team) (Initials) IAA Self-explanatory.
  JI15 - TC689/Mandate rec’d incomplete returned to app(s) for further completion IAA/’ Self-explanatory.
  JI16 - Kana (insert case ID) TC689 received dated + re intermediary +, tel authorised to act until +. Acknowledged. IAA (enter initials) Self -explanatory.
  JI17 - Kana (insert case ID) TC689 received dated + re Intermediary + details incorrect/incomplete. Advised CAB to resend. IAA (enter initials) Self - explanatory.

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Multi-agency

Please ensure that the relevant standardised reference shown below is added to the end of the message. 

  • CP NW & NE - ‘CP Number/Grp Number/Task/Building/Floor or Room/PID’
  • Compliance & EFAC – ‘CO number/HO number/PID/contact number’
Message Explanation
   
JM01 - DO NOT DELETE. Form regarding (school grant, education, school dinners) completed and returned to (name of customer or agency) A form could be sent to us for a number of reasons but authority is needed. It’s filled in as requested. If no authority is included then the form is sent back to the customer.
JM02 - (Recorded/Registered) letter (number) redirected to (insert details) (DD/MM/YY) Self-explanatory.

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Appointees

Please ensure that the relevant standardised reference shown below is added to the end of the message. 

  • CP NW & NE - ‘CP Number/Grp Number/Task/Building/Floor or Room/PID’
  • Compliance & EFAC – ‘CO number/HO number/PID/contact number’
Message Explanation
   
JP01 - DO NOT DELETE. Appointee removed from claim as inappropriate. Letter issued to customer along with a TC689 on (DD/MM/YY) The customer can handle their own affairs and therefore doesn’t need an appointee. They’re still entitled to have an intermediary, so a letter along with the TC689 intermediary form has been sent to the customer on the specified date.
JP02 - (Recorded/Registered) letter (number) redirected to (insert details) (DD/MM/YY) Self-explanatory.

Unauthorised 3rd Party Callers (Deemed Consent)

Please ensure that the relevant standardised reference shown below is added to the end of the message. 

  • CP NW & NE - ‘CP Number/Grp Number/Task/Building/Floor or Room/PID’
  • Compliance & EFAC – ‘CO number/HO number/PID/contact number’
Message Explanation
   
JU01 - Unauthorised 3rd Party Caller ringing on behalf of (clmt1/clmt2 or both) Caller (name/telephone number/relationship to clmts/organisation) Copy of document (xxxx) issued (DDMMYY) to (clmt1/clmt2 or both). Deemed Consent - Unauthorised 3rd Party Caller ringing on behalf of (clmt1/clmt2 or both) Customers address has not changed within the past 30 days. Copy of document (xxxx) issued (DDMMYY) to (clmt1/clmt2 or both) as requested.
JU02 - Unauthorised 3rd Party Caller ringing on behalf of (clmt1/clmt2 or both) Caller (name/telephone number/relationship to clmts/organisation). Customers address has changed within the past 30 days – Copy of document (xxxx) not issued as requested. Deal Direct with Applicant. Deemed Consent - Unauthorised 3rd Party Caller ringing on behalf of (clmt1/clmt2 or both) Customers address has changed within the past 30 days. Copy of document (xxxx) not issued as requested. No further action to be taken.