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HMRC internal manual

Tax Credits Manual

How to enter childcare costs when they are claimed for the first time

Version 3

Changes to previous version - amended guidance.

Step 1

On the ‘Function Menu’

  • select ‘Application’ on the toolbar
  • select ‘Change of Circumstances’ from the options available. You will be taken to the ‘Key Entry Data’ screen
  • enter the customer’s NINO
  • select the ‘All’ checkbox.

You will be taken to the ‘Select Application’ screen

  • select the relevant claim
  • select ‘OK’. You will be taken to ‘Applicant Details’ screen
  • go to Step 2.

Step 2

On the ‘Applicant Details’ screen

  • select ‘Ch’ on the toolbar. You will be taken to the ‘Child Details’ screen
  • select the child who has started childcare for the first time
  • select ‘Correction’. You will be taken to the ‘Correction Child’ screen
  • enter the actual date the child started in childcare in the ‘In Childcare Start Date’ field.

If the one month restriction message does not display, go to Step 3.

If the one month restriction message displays and the customer notified us of the change within one month, go to Step 4.

If the one month restriction message displays and the customer failed to notify us of the change within one month, go to Step 5.

Step 3

On the ‘Correction Child’ screen

  • select ‘OK’. You will be taken back to the ‘Child Details’ screen
  • select ‘CC’ on the toolbar. You will be taken to the ‘Childcare Details’ screen
  • select ‘New’. You will be taken to the ‘New Childcare Provider’ screen
  • enter the childcare provider’s name
  • select ‘Address’. You will be taken to the ‘Address Change’ screen
  • enter the childcare provider’s address
  • select ‘OK’. You will be taken back to the ‘New Childcare Provider’ screen
  • enter the approving body’s name in the ‘Approving Body’ field
  • enter the childcare provider’s registration number in the ‘Registration No’ field
  • enter the childcare costs in the ‘Weekly Costs’ field
  • enter the effective start date in the ‘Start’ field
  • select ‘OK’. You will  be taken back to the ‘Childcare Details’ screen.

If the message ‘Applicant 1 and/or 2 not working 16 hours and not incapacitated for childcare purposes’ displays, go to Step 6.

If the message ‘Applicant 1 and/or 2 not working 16 hours and not incapacitated for childcare purposes’ does not display, go to Step 7.

Step 4

On the ‘Correction Child’ screen

  • select ‘OK’ on the pop up box
  • select the ‘History’ checkbox
  • select ‘History’. You will be taken to the ‘History’ screen
  • select the appropriate record
  • select ‘Change’. You will be taken to the ‘Change’ screen
  • change the date in the ‘Include From’ field to the same date as the date in the ‘Start Date’ field
  • select ‘OK’. You will be taken back to the ‘History’ screen
  • select ‘OK’. You will be taken back to the ‘Correction Child’ screen
  • select ‘OK’. You will be taken back to the ‘Child Details’ screen
  • select ‘CC’ on the toolbar. You will be taken to the ‘Childcare Details’ screen
  • select ‘New’. You will be taken to the ‘New Childcare Provider’ screen
  • enter the new childcare provider’s name in the ‘Name’ field
  • select ‘Address’. You will be taken to the ‘Address Change’ screen
  • enter the childcare provider’s address in the relevant fields
  • select ‘OK’. You will be taken back to the ‘New Childcare Provider’ screen
  • enter the approving body’s name in the ‘Approving Body’ field
  • enter the childcare provider’s registration number in the ‘Registration Number’ field
  • enter the childcare costs in the ‘Weekly Costs’ field
  • enter the effective start date in the ‘Start’ field
  • select ‘OK’ on the pop up box
  • select ‘OK’. You will be taken back to th ‘Childcare details’ screen
  • select the relevant childcare provider
  • select ‘Change’. You will be taken to the ‘Change Childcare Provider’ screen
  • select the appropriate tax year an costs that you have just entered in the ‘Costs’ filed
  • select ‘Change’. You will be taken to the ‘Amend Cost’ screen
  • change the date in ‘Include Form’ filed to the same date as the  date in the ‘Start’ filed
  • select ‘OK’. You will be taken back to the ‘Change Childcare Provider’ screen
  • select ‘OK’. You will be taken back to the ‘Child Details’ screen.

If the message ‘Applicant 1 and/or 2 not working 16 hours and not incapacitated for childcare purposes’ displays, go to Step 6.

If the message ‘Applicant 1 and/or 2 not working 16 hours and not incapacitated for childcare purposes’ does not display, go to Step 7

Step 5

On the ‘Correction Child’ screen

  • select ‘OK’ on the pop up box
  • select the ‘History’ checkbox
  • select ‘History’. You will be taken to the ‘History’ screen
  • select the appropriate record
  • select ‘Change’. You will be taken to the ‘Change’ screen
  • change the date in the ‘Include From’ field to 1 month prior to the date you were notified of the change
  • select ‘OK’. You will be taken back to the ‘History’ screen
  • select ‘OK’. You will be taken back to the ‘Correction Child’ screen
  • select ‘OK’. You will be taken back to the ‘Child Details’ screen
  • select ‘CC’ on the toolbar. You will be taken to the ‘Childcare Details’ screen
  • select ‘New’. You will be taken to the ‘New Childcare Provider’ screen
  • enter the new childcare provider’s name in the ‘Name’ field
  • select ‘Address’. You will be taken to the ‘Address Change’ screen
  • enter the childcare provider’s address in the relevant fields
  • select ‘OK’. You will be taken back to the ‘New Childcare Provider’ screen
  • enter the approving body’s name in the ‘Approving Body’ field
  • enter the childcare provider’s registration number in the ‘Registration Number’ field
  • enter the childcare costs in the ‘Weekly Costs’ field
  • enter the effective start date in the ‘Start’ field
  • select “OK’ on the pop up box
  • select ‘OK’. You will be taken back to the ‘Childcare Details’ screen
  • select the relevant childcare provider
  • select ‘Change’. You will be taken to the ‘Change Childcare Provider’ screen
  • select the appropriate tax year and costs that you have just entered in the ‘Costs’ field
  • select ‘Change’. You will be taken to the ‘Amend Cost’ screen
  • change the date in the ‘Include From’ field to 1 month prior to the date you were notified of the change
  • select ‘OK’. You will be taken back to the ‘Change Childcare Provider’ screen
  • select ‘OK’ You will be taken back to the ‘Childcare Details’ screen.

If the message ‘Applicant 1 and/or 2 not working 16 hours and not incapacitated for childcare purposes’ displays, go to Step 6 .

If the message ‘Applicant 1 and/or 2 not working 16 hours and not incapacitated for childcare purposes’ does not display, go to Step 7 .

Step 6

If the message displayed because one of the customers started work after the childcare started

  • select either ‘Wk1’ or ‘Wk2’ on the toolbar. You will be taken to either the ‘Work Details - Applicant 1’ or ‘Work Details - Applicant 2’ screen, as appropriate
  • note the date the customer actually started working shown in the ‘Start Date’ field
  • select ‘CC’. You will be taken to the ‘Childcare Details’ screen. The details you previously entered should be shown
  • select the relevant childcare provider again from the ‘Name of Provider’ field
  • select ‘Change’. You will taken to the ‘Change Childcare Provider’ screen
  • select the relevant costs from the ‘Costs’ field
  • select ‘Change’. You will be taken to the ‘Amend Cost’ screen
  • delete the existing start date from the ‘Start’ field and enter the job start date instead
  • select ‘OK’. You will be taken back to the ‘Change Childcare Provider’ screen
  • select ‘OK’
  • go to Step 7.

If the message displayed because one of the customers is incapacitated for childcare purposes

  • select ‘Applicant Details’ screen
  • enter the date the incapacity started in the ‘Start Date’ field in the ‘Incapacitated for Childcare Purposes’ box for the relevant customer
  • select ‘OK’
  • go to Step 7.

Step 7

As you have made the change to a post award claim

  • you will be taken to the ‘Amend Finish’ screen
  • do not complete the ‘Amend Finish’ screen at this point, just return to the guidance you were previously following.