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HMRC internal manual

Tax Credits Manual

Specialist areas: Rapid Data Capture: Rapid Data Capture - post handling (AG)

Step 1

Note: If you identify an exception case, put the attachments / valuables in a polylope, note the NINO and send to the following address:

Exceptions Team
(This content has been withheld because of exemptions in the Freedom of Information Act 2000)

Establish whether the post is a valuable item.

  • If the post is a valuable item, go to Step 2.
  • If the post isn’t a valuable item, go to Step 4.

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Step 2

Record the valuable post in the ‘valuables log’.

Note the following

Note: Don’t date stamp the valuable post.

  • customer’s name
  • customer’s NINO, if known
  • date the post was received
  • type of valuable
  • your initials
    then
  • go to Step 3.

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Step 3

Establish whether the valuable post is relevant post or not relevant post.

  • If the valuable post is relevant post, go to Step 6.
  • If the valuable post is not relevant post, go to Step 8.

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Step 4

Date stamp the non-valuable post with the date of receipt

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Step 5

Establish whether the non-valuable post is relevant post

  • If the non-valuable post is relevant post, go to Step 6.
    Note: If there’s an attachment that relates to this post, manually capture the claim.
  • If there’s a form TC825 (Gift Aid), send the form to storage. Follow the guidance in TCM0074140.
  • If the non-valuable post is not relevant post, go to Step 8.

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Step 6

Enter the following details on the attachment

  • date of receipt
  • customer’s NINO
  • customer’s full name
    then
  • go to Step 7.
  • it’s a form TC600A without a corresponding claim form, send the form TC600A to the Tax Credit Office post room
  • the relevant attachment relates to a deceased person, pass the attachment to your manager for them to send to the appropriate team
  • the relevant attachment relates to additional children, use Function CAPTURE APPLICATION to

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Step 7

Send the relevant attachment and the claim form to the relevant business area for manual capture. Take no further action.
Note: If the claim includes more than 18 children or a polygamous or polyandrous marriage, it should be referred to the International Team.

  • However, if
    • manually capture the additional child’s details
    • go to the Summary Information screen and record the action you’ve taken in the Application Notes field
      Note: You must follow the guidance in TCM0152060 when you record the note and also follow the guidance in TCM0152040.
      then
  • send the attachment to storage. Follow the guidance in TCM0074060 
  • take no further action.

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Step 8

Detach the claim form from the post

  • send the claim form to be scanned
  • go to Step 9.

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Step 9

As the post is not relevant to the claim, either

  • return it to the customer and then go to Step 10
    unless
    • the attachment requests that the claim is dealt with quickly or is similar correspondence, in which case put the attachment in confidential waste. Take no further action.
    • the attachment is for other Government Departments or other HMRC offices, in which case send the attachment to the appropriate office
      or
  • send it to the team who requested the post and then go to Step 11.
    Note: To establish where to send the post, follow the guidance in TCM0322560.

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Step 10

If you need to return the post to the customer

  • complete form TC646 with the customer’s name and address and send it to the customer
  • go to Step 11.
  • Note: Cash must be sent by special delivery. Valuables must be sent by recorded delivery.

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Step 11

Update the Valuables Log with the date of return.