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HMRC internal manual

Tax Credits Manual

Specialist areas: Rapid Data Capture: Rapid Data Capture - claim image retrieval - Netherton only (AG)

Background

There will be occasions when a scanned image of a claim form and any associated form TC600A is requested.

In the first instance, you’ll receive a request by fax asking you to check whether a claim was manually captured or scanned through the RDC scanner. You must check and reply to the request.

If you receive form TC116, you must check that the person authorising the request is different from the person who has requested the image.

If the form is correctly completed, you must access the system where the image is stored, attempt to trace the claim and return the image to the authoriser.

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Guidance

When dealing with a request for a scanned image of a claim, consider steps 1 to 10.

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Step 1

Check that the name of the person requesting the retrieval differs from the name of the authorising manager.

  • If the authorisation is valid, go to Step 2.
  • If the authorisation isn’t valid, go to Step 8.

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Step 2

Access the system where the image has been stored and enter the relevant details (for example, NINO, surname, date of birth, date of claim) to trace and retrieve the correct claim.

  • If the claim requested has been traced and retrieved, go to Step 3.
  • If the claim requested hasn’t been traced and retrieved, go to Step 5.

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Step 3

Obtain a printout of the claim or, if appropriate, the specified pages and go to Step 4.

Note: If page 1 of the claim is annotated ‘Minimum Data Set (MDS) amended’, obtain a copy of the relevant page from the MDS amended Excel record.

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Step 4

Record details of the claim and request (for example, name, NINO, date of birth, date of claim, name of requestor, name of authorising manager) in Excel.

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Step 5

Complete form TC116.

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Step 6

Keep the print of the claim and form TC116 together.

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Step 7

Return form TC116 to the person who requested the image

Note: If appropriate, send a copy of the relevant page from the MDS amended Excel document to the printout.

  • take no further action.

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Step 8

Record details of the claim and request (for example, name, NINO, date of birth, date of claim, name of requestor, name of authorising manager) in Excel.

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Step 9

Complete form TC116.

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Step 10

Return the form TC116 to the person who requested the image.