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HMRC internal manual

Tax Credits Manual

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HM Revenue & Customs
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Payment - work lists: Authorise or reject user requested payments - URP Authorisers Team

Version 1.0

Changes to previous version - amended guidance. Replaces ‘Authorise User Requested Payments work list (Info)’ and ‘Authorise User Requested Payments work list - authorise or reject payments - URP Authorisers Team only (AG)’.

Checklist

Before you follow this guidance make sure

  • 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 for the correct MU number.

Background

There are a number of situations where it is necessary to make a manual payment to a customer. These can be made by user requested payment (URP) or R92TC.

Note: URPs will be paid by BACS from April 2011 where account details are available in function ‘Amend Application’.

Note: Function ‘User Requested Payment’ can’t be used for the following manual payment reasons

* awaiting award (pre-award claims)
* no trace 
* address on database

and

* incorrectly ended cases where entitlement has ended incorrectly in error but the customer still has ongoing entitlement to tax credits.

A URP can only be made where there is, or has been an award for the household for the tax credit period the payment is being created for and a household account exists for that year. If a household account doesn’t exist, then the R92TC payment process must be used.

These calculations match the process carried out by the tax credits computer when profiling payments. For more information on payment profiling, follow the guidance in TCM0232200.

A URP can’t be used for earlier awards than the current year award.

A URP is requested by the Manual Payments New Referrals Team or the BF Maintenance Teams and sent to the URP Authorisers Team for authorising.

The URP Authorisers Team work the ‘Authorise User Requested Payments’ work list.

By accessing function ‘User Requested Payment’ through the work list a URP can be

  • authorised

or

  • rejected.

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.

Step 1

Use function ‘User Requested Payment’ to authorise or reject a URP. For how to do this, use TCM1000489 

  • go to the ‘User Requested Payment - Signals’ screen

or

  • use function ‘Maintain Worklist’ to get to this screen. For how to do this, use TCM1000535 
  • go to .

Step 2

Note: Payments can’t be made by URP authorisers if the ‘RLS’ or ‘Deceased’ checkbox has been selected or where the reason for a payment suspension prohibits the manual payment from being made.

On the ‘User Requested Payment - Signals’ screen, check if any checkboxes have been selected.

If the ‘Appointee’ or ‘Restricted Recovery’ checkboxes are selected

  • select ‘Cancel’. You will be taken to the ‘User Requested Payment’ screen
  • go to .

If the ‘Deceased’ checkbox is selected

  • send form TC648 and any correspondence in a polylope(This content has been withheld because of exemptions in the Freedom of Information Act 2000)  
  • take no further action.

If the ‘Payments Suspension’ checkbox is selected

  • select ‘Cancel’. You will be taken back to the ‘User Requested Payment’ screen
  • select ‘Household Notes. You will be taken to the ‘Maintain Household Notes’ screen
  • check for the messages PC17 or PC18 or any message stating manual payments shouldn’t be made
  • go to .

If the ‘RLS’ checkbox is selected

  • select ‘Cancel’. You will be taken back to the ‘User Requested Payment’ screen
  • select the request you want to authorise or reject from the ‘User Requested Payments’ field
  • select ‘Details’. You will be taken to the ‘User Requested Payment Detail’ screen
  • go to .

If no checkboxes are selected

  • select ‘cancel’. You will be taken back to the ‘User Requested Payment’ screen
  • go to .

Step 3

If none of the messages is shown

  • select ‘Cancel’. You will be taken back to the ‘User Requested Payment’ screen
  • go to .

If any of the messages is shown

  • select ‘Cancel’. You will be taken back to the ‘User Requested Payment’ screen
  • select the request you want to authorise or reject from the ‘User Requested Payments’ field
  • select ‘Details’. You will be taken to the ‘User Requested Payment Detail’ screen
  • go to .

Step 4

Note: URPs will be paid by BACS from April 2011 where account details are available in function ‘Amend Application’.

On the ‘User Requested Payment’ screen

  • select the request you want to authorise or reject from the ‘User Requested Payments’ field
  • select ‘Details’. You will be taken to the ‘User Requested Payment Detail’ screen
  • check the following for accuracy on the screen against the URP message in function ‘Maintain Household Notes’

    • CTC and/or WTC amounts
    • the payment recipient detail.

Note: Function ‘Maintain Household Notes’ can be accessed by selecting ‘Cancel’ to go back to the ‘User Requested Payment’ screen and then selecting ‘Household Notes’. Selecting ‘Cancel’ on the ‘Maintain Household Notes’ screen will take you back to the ‘User Requested Payment’ screen.

If there is no discrepancy, go to .

If there is a discrepancy, go to .

Step 5

On the ‘User Requested Payment Detail’ screen

  • select ‘Authorise’
  • when the message ‘You are about to authorise a payment request. Press ‘OK’ to continue or ‘Cancel’ to abort this action’ displays
  • select ‘OK’. You will be taken back to the ‘User Requested Payment’ screen

Note: If you select ‘Cancel’ you will be taken back to the ‘User Requested Payment Detail’ screen without authorising the request.

Note: Once you have selected ‘OK’, any payment requests you have authorised can’t be stopped or recalled by using this function.

Note: If payment is made by URP cashcheque the minimum total amount a URP can be made for is £1.00 and the maximum total amount is £350.00. A payment totalling over £350.00 must be requested using further payment requests.

Note: If payment is made by URP BACS the minimum total amount a URP can be made for is £1.00 but there is no maximum limit, therefore the total amount can be paid in one BACS payment.

If you need to authorise or reject any further requests for the same case, go back to .

If you don’t need to authorise or reject any further requests for the same case

  • select ‘Household Notes’. You will be taken to the ‘Maintain Household Notes’ screen
  • go to .

Step 6

Note: The ‘Reason for Rejection’ field will show the following reasons for rejecting the URP

  • ‘Joint Periods Need Separating’
  • ‘Restricted Recovery (Not Used By Valuables)’
  • ‘RLS’
  • ‘Suspended Payments’
  • ‘Wrong Payee’
  • ‘Wrong Period’.

On the ‘User Requested Payment Detail’ screen

  • select the most appropriate rejection reason from the ‘Reason for Rejection’ field
  • select ‘Reject’
  • when the message ‘You are about to reject a payment request. Press ‘OK’ to continue or ‘Cancel’ to abort this action’ displays
  • select ‘OK’. You will be taken back to the ‘User Requested Payment’ screen.

Note: If you select ‘Cancel’ you will be taken back to the ‘User Requested Payment Detail’ screen without rejecting the request.

If you need to authorise or reject any further requests for the same case, go back to .

If you don’t need to authorise or reject any further requests for the same case

  • contact the ‘Manual Payment Team’ to inform them the URP has been rejected
  • select ‘Household Notes’. You will be taken to the ‘Maintain Household Notes’ screen
  • go to .

Step 7

Update Household Notes, selecting the ‘Payment’ category with the appropriate message, either PC14 or PC15 from TCM0168020. For how to do this, use TCM1000001 

then

  • send any correspondence to storage. Follow the guidance in TCM0074140.