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HMRC internal manual

Tax Credits Manual

From
HM Revenue & Customs
Updated
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Renewals: miscellaneous (G-R): renewals - late correspondence - identify

Background

This guidance will be used to identify correspondence where the claim has been finalised or finalised and terminated at the 1st Specified Date (1SD) because the customer did not provide a complete and signed reply to the Annual Declaration.

The correspondence will be received after the 1SD and can be any of the following

  • the customer has stated their payments have stopped
  • the customer has stated they are now providing the information we asked for
  • the customer has provided details of their Annual Declaration - for example, their income details for PY
  • any miscellaneous correspondence - for example, a hand-written letter.

If the correspondence also mentions a disputed overpayment, appeal, or complaint you must send the correspondence to the relevant team to be dealt with as normal.

If the claim is on the Unprocessed S17 work list, you must check if the correspondence includes a change of circumstances. This is in order to establish where the correspondence will be sent.

You must also check if the claim has been finalised or finalised and terminated due to 1SD processing and, where appropriate, send the correspondence to the area dealing with restore requests.

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

Establish if the correspondence was received within 62 days of the Statement of Account (SOA) being issued. For how to establish the SOA date, use TCM1000042.

If the correspondence was received within 62 days, go to .

If the correspondence was not received within 62 days, go to .

Step 2

Does the correspondence mention an appeal, complaint or an overpayment dispute?

If the correspondence does mention an appeal, complaint or an overpayment dispute,

  • send the correspondence to the appropriate team
  • update household notes with the message XR19 from TCM0176020. For how to do this, use TCM1000001 
  • take no further action.

If the correspondence does not mention an appeal, complaint or an overpayment dispute, go to .

Note: The correspondence could be a hand-written letter.

Step 3

Check for an ‘Unprocessed S17 Work List’ item. For how to do this, use TCM1000123.

If an ‘Unprocessed S17 Work List’ item does display, go to .

If an ‘Unprocessed S17 Work List’ item does not display, go to .

Step 4

Complete form TC648 and make a note that the 1SD has passed

  • attach this to the correspondence
  • send form TC648 and the attached correspondence to the TCO Manage Finalisation Team

Note: Make sure a received date stamp is on the correspondence.

Then

  • update household notes with the message XR19 from TCM0176020. For how to do this, use TCM1000001 
  • take no further action.

Step 5

Use Function ‘View Household Notes’ to check for the following message. For how to do this, use TCM1000067.

‘20XX/20XX Award finalised ‘off system’ on information held, [some other information may be recorded here]. Claim will still show as Unfinalised on system’

Note: This message could be prefixed with a number of different four-character codes, for example, SX01.

If the message is recorded, the status of the claim is finalised - off system, go to .

Note: If the message is recorded that the claim has been finalised - off system, the claim will still show as Unfinalised on the Current Position screen.

If the message is not recorded, go to .

Step 6

Use Function ‘View S17 Details’ and go to the Current Position screen to check the status of the renewal. For how to do this, use TCM1000153.

Note: The status field is found on the left-hand side of the screen about half way down. It is not the Status column shown in the Declarations box.

Is the status any of the following?

‘20XX-20XX Terminated At 1SD’

‘Finalised Actual DD/MM/YYYY - System’

‘Finalised Estimated DD/MM/YYYY - System’

‘Finalised - Off System’

If the status is one of the above,

  • send the correspondence to the Restore team.
  • update household notes with the message XR19 from TCM0176020. For how to do this, use TCM1000001.

If the status is not one of the above, the correspondence is not renewals late correspondence. Go to .

Step 7

As the correspondence is not renewals late correspondence

  • complete form TC648 stating that this is not renewals late correspondence
  • attach the form TC648 to the correspondence and send it to the Central Correspondence Group.
  • update household notes with the message XR19 from TCM0176020. For how to do this, use TCM1000001.