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HMRC internal manual

Tax Credits Manual

Payment - manual payment: Calculate and schedule manual payments and BF maintenance - Manual Payments Team only

Checklist

Before you follow this guidance make sure

  • you follow the guidance in TCM0138020
  • you have the correct user roles to follow this guidance. 
  • you are in the correct MU. Use TCM0322460 for the correct MU number.

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.

Note: From 6 April 2017, customers will only get the Family Element of Child Tax Credit where they are responsible for a child or children born before that date.

Note: The individual child element of Child Tax Credit will no longer be awarded for third and subsequent children or qualifying young persons in a household, born on or after 6 April 2017, unless it meets the exception criteria.

Note: If you are dealing with a claim where an exception marker has been applied to any of the children/young persons included in the claim or the customer is reporting a change relating to an exception contact the Exception Team (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) For how to check if the exception marker has been applied, use TCM1000314.

Step 1

If you are dealing with a new manual payment request, go to Step 2.

If you are dealing with the BF maintenance of a Loss of Benefit sanction manual payment request, go to Step 18

If you are dealing with the BF maintenance of a manual payment

  • print the required payment BF dates. For how to do this, use TCM1000509
  • go to Step 5.

If you are authorising or rejecting a ‘BAU’ manual payment

  • authorise or reject a ‘BAU’ manual payment. For how to do this, use TCM1000509
  • take no further action.

If you are authorising or rejecting a ‘URP’ manual payment

  • request the correct payments. Follow the guidance in TCM0240040, then return to this guidance
  • pass the referral to your manager to authorise the payment
    then once payment has been authorised
  • send any correspondence to storage. Follow the guidance in TCM0074140
  • take no further action.

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Step 2

If you need to create a schedule of manual payments

  • determine the customer’s entitlement using ‘SEES’ and populate the spreadsheet. For how to do this, use TCM1000490
  • issue an ‘Award Notice’ as appropriate. For how to do this, use TCM1000538
  • go to Step 3.

If you are making a one off two weekly or four weekly payment

  • determine the customer’s entitlement using ‘SEES’. For how to do this, use TCM1000089
  • go to Step 3.

If you are making manual payment because of a Loss of Benefit sanction, go to Step 17.

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Step 3

If you are dealing with a new ‘User Requested Payment’ (URP) manual payment

If you are dealing with a new ‘BAU’ database manual payment

  • search ‘BAU’ database and create a new manual payment. For how to do this, use TCM1000509
  • update Household Notes with the message PN02 from TCM0168040. For how to do this, use TCM1000001
  • take no further action.

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Step 4

Use function ‘User Requested Payment’. For how to do this, use TCM1000489

  • on the ‘User Requested Payment’ screen check if payment can be made through this function. Follow the guidance in TCM0220110, then return to this guidance.

If payment can be made by ‘URP’

Note: From April 2017 ‘URP’s can only be paid by Bacs.

  • update ‘URP’ spreadsheet with the payment details. For how to do this, use TCM1000509
    Note: The payment will then go to the ‘URP Authorisers Team’ for authorisation.
  • take no further action.

If payment can not be made by ‘URP’ make payment by ‘BAU’

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Step 5

Check if the award is in payment. For how to do this, use TCM1000484

Note: If there is entitlement to both ‘CTC’ and ‘WTC’, check both.

If the award is in system payment, being paid by Bacs

  • select the claim on the ‘Pre-payment Checklist’ to remove it from the database
  • update Household Notes with the message PP02 from TCM0168040. For how to do this, use TCM1000001
  • take no further action.

If the award is not in system payment, go to Step 6.

Note: Cash cheques may have been used as a payment method prior to April 2017, however since April 2017 customers will need to be paid directly into a bank or building society account. Customers will be required to supply us with account details to enable payments to be made.

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Step 6

Check if any of the following signals have been selected. For how to do this, use TCM1000489.

  • ‘RLS’
    Note: You can not select ‘Request Payt’ if the ‘RLS’ signal is set. And you can not request any payments. You must pass the case to the Database Team for them to update the records.
    • select the case on the ‘Requested Payments Check Sheet’ to remove it from the database
    • enter ‘RLS clear’ on the ‘Requested Payments Check Sheet’
    • update Household Notes with the message PP09 from TCM0168040. For how to do this, use TCM1000001
    • take no further action.
  • ‘Appointee’
    • select ‘Cancel’
    • go to Step 7.
  • ‘Deceased’
    Note: You can not select ‘Request Payt’ if the ‘Deceased’ signal is set. And you can not request any payments. You must pass the case to the Database Team for them to update the records.
    Note: Do not make payment.
    • send form TC648 and any correspondence in a polylope(This content has been withheld because of exemptions in the Freedom of Information Act 2000)
    • select the case on the ‘Requested Payments Check Sheet’ to remove it from the database
    • enter ‘Deceased’ on the ‘Requested Payments Check Sheet’
    • update Household Notes with the message PP08 from TCM0168040. For how to do this, use TCM1000001
    • take no further action.
  • ‘Payment Suspension’, go to Step 7.
  • ‘Restricted Recovery’
    • select ‘Cancel’
    • go to Step 7.

If none of the above signals have been selected and the payment is for an earlier year than the current year

and

  • there is no current tax year payment schedule
    • select the case on the ‘Requested Payments Check Sheet’ to remove it from the database
    • enter ‘Move to BAU no 10/11 (enter the appropriate award year) award’ on the ‘Requested Payments Check Sheet’
    • update Household Notes with the message PP11 from TCM0168040. For how to do this, use TCM1000001
    • take no further action.

If none of the above signals have been selected and the payment is for the current year, go to Step 7.

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Step 7

On the ‘User Requested Payment’ screen, check if the award shows as ‘Part Processed’.

If the award shows as ‘Part Processed’

  • enter ‘Award part processed, move to BAU’ on the ‘Requested Payments Check Sheet’
  • update Household Notes with the message PP11 from TCM0168040. For how to do this, use TCM1000001
  • take no further action.

If the award does not show as ‘Part Processed’

  • select ‘Payment Schedule’. You will be taken to the ‘View Direct Payment Schedule’ screen
  • select ‘Postings’. You will be taken to the ‘View Award Period Postings’ screen
  • check if the claim is in system payment
  • go to Step 8.

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Step 8

Use function ‘View Application’ and go to the ‘Application Summary’ screen. For how to do this, use TCM1000249.

If the ‘Household Breakdown’ screen displays

Note: This should be confirmed in Household Notes.

  • select the case on the ‘Requested Payments Check Sheet’ to remove it from the database
  • enter ‘Household breakdown’ on the ‘Requested Payments Check Sheet’
  • update Household Notes with the message PP02 from TCM0168040. For how to do this, use TCM1000001
  • take no further action.

If the ‘Household Breakdown’ screen does not display, go to Step 9.

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Step 9

Use function ’View Application’ to check for new versions since the BF date. For how to do this, use TCM1000249

  • select the various screens on the latest claim to check the customer’s circumstances to establish whether there is continuing eligibility
  • compare version details, making a note of any dates or changes of circumstance to establish if a re-calculation is required.

If child’s details have changed

  • follow the appropriate Changes - Children guidance, then return to this guidance
    Note: You can use ‘SEES’ to check the eligibility and the amount of ‘WTC’ that can be claimed from the age of 16, where there is disablement. If a child has a disability their payments will be increased.
  • go to Step 10.

If child’s details have not changed, go to Step 10.

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Step 10

If a child’s full time education details have changed, go to Step 11.

If the work details have changed, go to Step 12.

If the income details have changed, go to Step 12.

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Step 11

Check if there is a date in the ‘Full Time Education - Start Date’ and ‘Full Time Education - End Date’ fields to check whether the child has ceased full time education. For how to do this, use TCM1000531.

If the child is the only one on the claim and they are not continuing in full time education, and the customer is in receipt of ‘CTC’ only

  • entitlement to ‘CTC’ will cease
  • select the claim on the ‘Requested Payments Check Sheet’. The case will be removed from the database
  • enter a note on the ‘Requested Payments Check Sheet’ stating the reason why the case has been removed from the database
  • update Household Notes with the message PP02 from TCM0168040. For how to do this, use TCM1000001
  • take no further action.

If the child is the only one on the claim and they are not continuing in full time education, and the customer is in receipt of ‘CTC’ and ‘WTC’

  • entitlement to ‘CTC’ will cease but their entitlement to ‘WTC’ will continue
  • go to Step 15.

If the child has ceased full time education but there is continuing entitlement to ‘CTC’, go to Step 15.

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Step 12

If the customer is still entitled to tax credits, go to Step 13.

If the customer is no longer entitled to tax credits

  • select the claim on the ‘Requested Payments Check Sheet’. The case will be removed from the database
  • enter ‘No entitlement’ on the ‘Requested Payments Check Sheet’
  • update Household Notes with the message PP02 from TCM0168040. For how to do this, use TCM1000001
  • take no further action.

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Step 13

If the payments are incorrect or there has been a change of circumstance

  • send the case for re-calculation
  • go to Step 14.

If the above does not apply

  • check if the customer is still entitled to tax credits. Follow the appropriate Eligibility guidance
  • go to Step 15.

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Step 14

Submit the case for re-calculation

  • update the ‘URP’ spreadsheet to show the case has been submitted for re-calculation.

If you are dealing with a ‘URP’ payment, go to Step 15.

If you are dealing with a ‘BAU’ payment

  • delete case from manual payments ‘BAU’ database
  • authorise or reject the ‘BAU’ manual payment. For how to do this, use TCM1000509
  • take no further action.

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Step 15

Use function ‘View Household Notes’ to check for a message which prevents you from making the payment, for example PC17 or PC18. For how to do this, use TCM1000067.

If there are no messages which prevent you from making the payment

If there are any messages which prevent you from making the payment

  • select the claim on the ‘URP’ check Sheet. The case will be removed from the database
  • update Household Notes with the appropriate message, either PP05, PP07, PP08, PP09, PP10 or PP11 from TCM0168040. For how to do this, use TCM1000001
  • go to Step 16.

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Step 16

If there is no ‘CY’ award version, go back to Step 3.

If there is a ‘CY’ award version, go back to Step 4.

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Step 17

The payments have already been calculated for you.

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

If the status of the claim is ‘Award issued’

  • make the manual payment
  • update Household notes with the message PN07 from TCM0168040
  • set a BF date for the next payment date if applicable
  • take no further action

If the status of the award is ceased because Universal Credit (UC) has been claimed

  • do not make the manual payment
  • contact the Loss of Benefit Sanction team with the date the UC has been claimed
  • take no further action.

If the status of the claim is terminated or ceased due to any other reason

  • do not make the manual payment
  • contact the Loss of Benefit Sanction team for advice
  • take no further action.

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Step 18

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

If the status of the claim is ceased because Universal credit (UC) has been claimed

  • do not make the manual payment
  • contact the Loss of Benefit Sanction team and let them know the date and amount of the last payment made
  • take no further action.

If the status of the claim is terminated or ceased for any other reason

  • do not make the manual payment
  • contact the Loss of Benefit Sanction team for advice
  • take no further action.

If the status of the claim ‘Award issued’

  • make the payment
  • update Household Notes with the message PN07 from TCM0168040
  • set a BF date for the next payment date if applicable
  • take no further action.