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HMRC internal manual

Tax Credits Manual

From
HM Revenue & Customs
Updated
, see all updates

How to enter short-term childcare details

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
  • select ‘OK’.

If you are taken to the ‘Select Household’ screen

  • select the relevant claim
  • select ‘OK’. You will 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 will 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

If the short-term childcare costs are for less than 70 days, go to Step 3.

If the short-term childcare costs are for more than 70 days, go to Step 4.

If you are entering an end date for childcare as a result of a childcare referral, go to Step 11.

If you are entering an end date for childcare because the BF date has expired, go to Step 11.

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Step 3

On the ‘Applicant Details’ screen

  • select ‘Ch’ on the toolbar. You will taken to the ‘Child Details’ screen
  • select the child the childcare costs relate to
  • select ‘Correction’. You will be taken to the ‘Correction Child’ screen
  • enter a start date of the Sunday before the date the childcare started in the ‘In Childcare Start Date’ field.
    Note: If the childcare starts on a Sunday. use that date as the start date.

If the one-month restriction message does not display, go to Step 5.

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

If the one-month restriction message displays and the customer notified us of the change within one month, go to Step 6.

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Step 4

On the ‘Applicant Details’ screen

  • select ‘Ch’ on the toolbar. You will taken to the ‘Child Details’ screen
  • select the child the childcare costs relate to
  • select ‘Correction’. You will be taken to the ‘Correction Child’ screen
  • enter a start date of the Sunday before the date the childcare started in the ‘In Childcare Start Date’ field.
    Note: If the childcare starts on a Sunday, use that date as the start date.

If the one-month restriction message does not display, go to Step 7.

If the one-month restriction message displays and the customer failed to notify us of the change within one-month, go to Step 7.

If the one-month restriction message displays and the customer notified us of the change within one month, go to Step 8.

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Step 5

On the ‘Correction Child’ screen

  • enter an end date of the Saturday after the childcare ends in the ‘In Childcare End Date’ field
    Note: If the reported end date falls on a Saturday use that date as the end date.
  • select ‘OK’. You will be taken 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 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 weekly costs figure for the short-term childcare in the ‘Weekly Costs’ field for the appropriate tax year
    Note: Weekly costs for short-term childcare are calculated by dividing the total cost for the fixed period by the number of childcare weeks that fixed period covers.
  • you have now entered the short-term childcare details.

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Step 6

On the ‘Correction Child’ screen

  • 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
  • enter an end date of the Saturday after the childcare ends in the ‘In Childcare End Date’ field
    Note: If the reported end date falls on a Saturday use that date as the end date.
  • select ‘OK’. You will be taken 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 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 weekly costs figure for the short-term childcare in the ‘Weekly Costs’ field for the appropriate tax year
    Note: Weekly costs for short-term childcare are calculated by dividing the total cost for the fixed period by the number of childcare weeks that fixed period covers.
  • enter the effective start date in the ‘Start’ field
  • 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 the same date as the date in the ‘Start’ field
  • 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 10.

If no message displays, you have now entered the short-term childcare details.

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Step 7

On the ‘Correction Child’ screen

  • select ‘OK’. You will be taken 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 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 weekly costs figure for the short-term childcare in the ‘Weekly Costs’ field for the appropriate tax year
    Note: Weekly costs for short-term childcare are calculated by dividing the total cost for the fixed period by the number of childcare weeks that fixed period covers.
  • you have now entered the short-term childcare details
  • set a BF date on the case until you are within 70 days of the end date.

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Step 8

On the ‘Correction Child’ screen

  • 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 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 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 weekly costs figure for the short-term childcare in the ‘Weekly Costs’ field for the appropriate tax year
    Note: Weekly costs for short-term childcare are calculated by dividing the total cost for the fixed period by the number of childcare weeks that fixed period covers.
  • enter the effective start date in the ‘Start’ field
  • 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 the same date as the date in the ‘Start’ field
  • 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 9.

If no message displays

  • do not complete the ‘Amend Finish’ screen at this point
  • set a BF date on the case until you’re within 70 days of the end date
  • return to the guidance you were previously following.

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Step 9

If the message displayed because one of the customers’ work start date is later than the childcare start date

  • on the ‘Childcare Details’ screen
  • 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
  • make a note of the date the customer actually started working shown in the ‘Start Date’ field
  • select ‘CC’ on the toolbar. You will be taken to the ‘Childcare Details’ screen. The details you previously entered should be shown here
  • select the relevant childcare provider again from the ‘Name of Provider’ field
  • select ‘Change’. You will be 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
  • change the existing start date in the ‘Start’ field to the date the employment started
  • select ‘OK’. You will be taken back to the ‘Change Childcare Provider’ screen
  • select ‘OK’
  • don’t complete the ‘Amend Finish’ screen at this point
  • set a BF date on the case until you’re within 70 days of the end date
  • return to the guidance you were previously following.

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

  • on the ‘Childcare Details’ screen
  • enter the date the incapacity started in the ‘Start Date’ field in the ‘Incapacitated for Childcare Purposes’ box
  • select ‘OK’
  • do not complete the ‘Amend Finish’ screen at this point
  • set a BF date on the case until you are within 70 days of the end date
  • return to the guidance you were previously following.

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Step 10

If the message displayed because one of the customers work start date is later than the childcare start date

  • on the ‘Childcare Details’ screen
  • 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
  • make a note of the date the customer actually started working shown in the ‘Start Date’ field
  • select ‘CC’ on the toolbar. You will be taken to the ‘Childcare Details’ screen. The details you previously entered should be shown here
  • select the relevant childcare provider again from the ‘Name of Provider’ field
  • select ‘Change’. You will be 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
  • change the existing start date in the ‘Start’ field to the date the employment started
  • select ‘OK’. You will be taken back to the ‘Change Childcare Provider’ screen
  • select ‘OK’
  • do not complete the ‘Amend Finish’ screen at this point, just return to the guidance you were previously following.

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

  • on the ‘Childcare Details screen
  • enter the date the incapacity started in the ‘Start Date’ field in the ‘Incapacitated for Childcare Purposes’ box
  • select ‘OK’
  • do not complete the ‘Amend Finish’ screen at this point, just return to the guidance you were previously following.

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Step 11

On the ‘Applicant Details’ screen

  • select ‘Ch’ on the toolbar. You will taken to the ‘Child Details’ screen
  • select the child the childcare costs relate to
  • select ‘Correction’. You will be taken to the ‘Correction Child’ screen
  • enter an end date of the Saturday after the childcare ends in the ‘In Childcare End Date’ field
    Note: If the reported end date falls on a Saturday use that date as the end date.
  • select ‘CC’ on the toolbar. You will be taken to the ‘Childcare Details’ screen
  • select the short-term childcare provider and click ‘Change’
  • enter an end date of the Saturday after the childcare ended.
  • select ‘OK’. You have now ended the short-term childcare details
  • action any other changes and complete the ‘Amend Finish’ screen.