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HMRC internal manual

Tax Credits Manual

How to change current childcare provider or childcare costs

 

Step 1

On the ‘Function Menu’

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

If you are taken to the ‘Select Household’ screen

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

If you are taken to the ‘Select Application’ screen

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

If you are taken straight to the ‘Applicant Details’ screen, go to Step 2.

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Step 2

On the ‘Applicant Details’ screen

Note: If the ‘Signals’ screen displays, select ‘OK’.

  • select ‘CC’ on the toolbar. You’ll be taken to the ‘Childcare Details’ screen
  • select the relevant childcare provider
  • select ‘Change’. You’ll be taken to the ‘Change Childcare Provider’ screen.

If you are changing childcare costs only, go to Step 3.

If you are changing childcare provider and costs

  • select the relevant tax year in the ‘Costs’ field by selecting the corresponding checkbox
  • select the costs which have changed from the ‘Costs’ field
  • select ‘Change’. You’ll be taken to the ‘Amend Cost’ screen
  • enter the correct end date in the ‘End’ field
    Note: In cases where the childcare provider is no longer registered or approved, the childcare costs must be removed from the day after the registration or approval ended. There is no eligibility for a four week run on payment.
  • select ‘OK’. You’ll be taken back to the ‘Change Childcare Provider’ screen
  • select ‘OK’. You’ll taken back to the ‘Childcare Details’ screen
  • select ‘New’. You’ll be taken to the ‘New Childcare Provider’ screen
  • enter the new childcare provider’s name in the ‘Name’ field
  • select ‘Address’. You’ll be taken to the Address Change’ screen
  • enter the childcare provider’s address in the relevant fields
  • select ‘OK’. You’ll taken back to the ‘New Childcare Provider’ screen
  • enter the approving body in the ‘Approving Body’ field
  • enter the registration number in the ‘Registration Number’ field
  • enter the new start date in the ‘Costs Start’ field for the relevant tax year in which the change happened.
  • go to Step 4.

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Step 3

On the ‘Change Childcare Provider’ screen

  • select the relevant tax year in the ‘Costs’ field by selecting the corresponding checkbox
  • select the costs that have changed from the ‘Costs’ field
  • select ‘Change’. You’ll be taken to the ‘Amend Cost’ screen
  • enter the correct end date in the ‘End’ field
  • select ‘OK’. You’ll be taken back to the ‘Change Childcare Provider’ screen
  • select ‘Add’. You’ll be taken to the ‘Add Cost’ screen
  • enter the day after the end date which you just previously entered, in the ‘Start Date’ field
  • go to Step 4.

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Step 4

On the ‘Add Cost’ screen.

If the one-month restriction message displays and the childcare costs have decreased

  • change the date in the ’Include From’ field to the same as the start date of the change in the childcare costs
  • enter the new weekly childcare costs in the ‘Weekly Cost’ field
  • select ‘OK’
  • go to Step 5.

If the one-month restriction message displays, the childcare costs have increased and the customer told us of this change within one month

  • change the date in the ‘Include From’ field to the same as the start date of the change in the childcare costs
  • enter the new weekly childcare costs in the ‘Weekly Cost’ field
  • select ‘OK’
  • go to Step 5.

If the one-month restriction message displays, the childcare costs have increased and the customer did not tell us of this change within one month

  • note the existing date in the ‘Include From’ field and change it to the same as the start date of the change in childcare costs
  • amend the end date you previously entered in the ‘End’ field to the day before the date in the ‘Include From’ field that you just noted
  • enter the old weekly childcare costs in the ‘Weekly Cost’ field
  • select ‘OK’. You’ll be taken back to the ‘Change Childcare Provider’ screen
  • select ‘Add’. You’ll be taken to the ‘Add Cost’ screen
  • enter the new childcare costs in the ‘Weekly Cost’ field
  • backdate the new costs to the one month time limit and enter this date in the ‘Include From’ field
  • select ‘OK’. You’ll be taken back to the ‘Change Childcare Provider’ screen
  • select ‘OK’
  • go to Step 5.

If the one-month restriction message does not display

  • enter the new weekly childcare costs in the ‘Weekly Cost’ field
  • select ‘OK’. You’ll be taken back to the ‘Change Childcare Provider’ screen
  • select ‘OK’
  • go to Step 5.

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Step 5

If you have made the change to a pre-award claim, you have changed the current childcare provider and/or childcare costs. Return to the guidance you were previously following.

If you have made the change to a post award claim

  • you’ll 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.