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HMRC internal manual

Tax Credits Manual

From
HM Revenue & Customs
Updated
, see all updates

Stopping tax credits: award declaration (capture): manual capture

Checklist

Before you follow this guidance, make sure you

  • you follow the guidance in TCM0346560
  • you have the correct user roles to follow this guidance.
  • you are in the correct MU. Use TCM0322460 for the correct MU number.

Background

This process is for capturing Award Declarations, which have not been captured through Rapid Data Capture (RDC).

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

Access function ‘Capture In Year S17 Notices’. For how to do this, use TCM1000593 

  • enter the barcode.

If you receive the warning message ‘Access denied. (This content has been withheld because of exemptions in the Freedom of Information Act 2000) ’

  • refer the case to SMU. For how to do this, use TCM0068160
  • take no further action.

If you receive the warning message, ‘You are not authorised to access some of the data for this customer, please refer to the responsible MU’

If the message ‘This barcode has been superseded’ displays

Note: This means that a later version of the Award Declaration has been issued and this Award Declaration does not need to be captured.

Note: This means that a later version of the Award Declaration has been issued and this Award Declaration does not need to be captured.

  • send the documents to storage. Follow the guidance in TCM0074140
  • take no further action.

If an Award Declaration has already been received and captured

  • complete form TC648 and attach it to the Award Declaration
  • send it to the Stopping Tax Credits Model Office
  • update Household Notes with the message TI03* *from TCM0174020. For how to do this, use TCM1000001
  • take no further action.

If the message ‘There are no outstanding Award Declarations for this household’ displays

  • update Household Notes with the message TI02 from TCM0174020. For how to do this, use TCM1000001
  • take no further action.

If the message ‘Barcode reference invalid. Please check’ displays

  • go to .

If the message ‘No match found’ displays

  • go to .

If none of these messages are present, go to .

Step 2

Access function ‘Capture In Year S17 Notices’. For how to do this, use TCM1000593. Then enter the NINO.

If the message ‘No match found’ displays

  • go to .

If you are taken to the ‘Select Individual’ screen

  • select the relevant customer
  • select ‘OK’
  • go to .

If you are not taken to the ‘Select Individual’ screen, go to .

Step 3

Attempt to trace the customer using the Trace Citizen function. For how to do this, use TCM1000465

If you are able to trace the customer, go to .

If you are not able to trace the customer, go to .

Step 4

If the ‘No Match’ message displays after re-entering the barcode or NINO

  • send the documents to storage. Follow the guidance in TCM0074140
  • take no further action.

If you are not able to trace the customer

  • send the documents to storage. Follow the guidance in TCM0074140
  • take no further action.

If the ‘Barcode reference invalid. Please check’ message displays after re-entering the barcode

  • send the documents to storage. Follow the guidance in TCM0074140
  • take no further action.

Step 5

If you are taken to the ‘Select household’ screen

  • select the relevant household
  • select ‘OK’
  • go to .

If you are not taken to the ‘Select household’ screen, go to .

Step 6

If the message ‘UC Household Breakdown case, joint reply cannot be captured’ displays

  • update Household Notes with the message TI01 from TCM0174040. For how to do this, use TCM1000001
  • send the documents to storage. Follow the guidance in TCM0074140
  • take no further action.

If the message ‘UC Household Breakdown case, joint reply cannot be captured’ does not display, go to .

Step 7

Check the claim for Complex case marker. For how to do this, use TCM1000024.

If the Complex marker is set

  • send any correspondence to the International Team
  • take no further action.

If the Complex marker is not set, go to .

Step 8

Check if the customer has indicated that the income figures provided are annual figures.

If the customer has indicated that the income figure(s) provided are annual figures

  • contact the customer to confirm the exact income figure(s) for the UY award period. For how to do this use TCM0094080.

Note: where the customer has indicated that the income figures are in a foreign currency you will need to convert the currency to British Pounds. For how to do this, use TCM1000461

  • enter the UY income and or benefits. For how to do this, use TCM1000600
  • go to .

If the customer has not indicated that the income figure(s) provided are annual figures

Note: where the customer has indicated that the income figures are in a foreign currency you will need to convert the currency to British Pounds. For how to do this, use TCM1000461

  • enter the UY income and or benefits. For how to do this, use TCM1000600
  • go to .

Step 9

Check whether the customer has indicated a change of circumstances on their returned Award Declaration.

If a change of circumstances is attached to the Award Declaration and you are working a Mismatch case

  • send the case to the Mismatch Team
  • take no further action.

If a change of circumstances is attached to the Award Declaration and you are working in any other area

  • complete the CoC template
  • select ‘No’ in the ‘SOC’ checkbox
  • send it to the CoC Team
  • go to .

If there are no change of circumstances attached to the Award Declaration, but the customer has not ticked either Yes or No to the statement of circumstances question

Note: Where a customer does not indicate they have any change of circumstances to report by leaving the SOC question blank, you can accept that the customers circumstances are correct.

Note: You must select ‘Yes’ in the ‘SOC’ checkbox.

  • go to .

Step 10

If the message ‘Declaration has been stored’ displays

  • select ‘OK’
  • update Household Notes to record any action you have taken. For how to do this, use TCM1000001
  • send the documents to storage. Follow the guidance in TCM0074140
  • take no further action.

If the message ‘Income from Taxable Social Security Benefits for Applicant 1/2 exists for UY; therefore Taxable Social Security Benefits should be greater than zero’

  • select ‘No’
  • go to .

If the message ‘Hours worked signal is or has been present for applicant 1/2 for UY. Therefore UY actual earnings or self employed income or benefits in kind for applicant 1/2 should be equal to or greater than zero’

  • select ‘No’
  • go to .

If the message ‘Applicant 1/2 is on benefits (any of IS, JSA, PC) for the whole of the UY award period on the NTC database, and none of the IS, JSA, or PC checkboxes are completed on the Award Declaration’

  • select ‘No’
  • go to .

If the message ‘Applicant 1/2 is not on benefits (IS, JSA, PC) at any time during the UY award period on the NTC Database, and one of the IS, JSA, or PC checkboxes has been completed on the Award Declaration’

  • select ‘No’
  • go to .

If the message ‘Applicant 1 UY Earned Income must be supplied where UY RTI Earnings exist. Do you wish to proceed?’

  • select ‘No’
  • go to .

If the message ‘Applicant 2 UY Earned Income must be supplied where UY RTI Earnings exist. Do you wish to proceed?’

  • select ‘No’
  • go to .

If the message ‘Applicant 1 UY Earned Income is less than UY RTI Earnings minus (business parameter). Do you wish to override this compatibility failure?’

  • select ‘No’
  • go to .

If the message ‘Applicant 2 UY Earned Income is less than UY RTI Earnings minus (business parameter). Do you wish to override this compatibility failure?’

  • select ‘No’
  • go to .

If the message ‘Household other income is less than UY RTI Occ Pen. Do you wish to override this compatibility failure?’

  • select ‘No’
  • go to .

If the message ‘Household other income is less than UY RTI Occ Pen minus (business parameter). Do you wish to override this compatibility failure?’

  • select ‘No’
  • go to .

If the message Household breakdown case and Other Income is less than Applicant UY RTI Occ Pen minus (business parameter). Do you wish to override this compatibility failure?’

  • select ‘No’
  • go to .

If none of the messages above display, go to .

Step 11

If any other message displays

Note: This only includes any messages other than those noted above.

  • select ‘Yes’ or ‘OK’, as appropriate
  • update Household Notes to record any action you have taken. For how to do this, use TCM1000001
  • send the documents to storage. Follow the guidance in TCM0074140
  • take no further action.