Construction Industry Scheme - CIS2300

Registration cards: replacement cards: introduction

REGISTRATION CARDS: INTRODUCTION

This paragraph serves as an introductory overview of replacement Registration Cards; for deeper coverage use the above links to information or action guides.

To operate effectively in the construction industry, a subcontractor whose operations are within the Scheme must possess a Registration Card or a Subcontractor's Tax Certificate which is acceptable to the contractor s/he is working for. Where a subcontractor does not have a Registration Card or a contractor has doubts about the authenticity of a Registration Card, s/he is unlikely to engage the cardholder.

Any of the following may mean the subcontractor is in possession of a card that may need replacement

• a change in the details required on the card

• a change in the cardholder's appearance

• the loss, theft, damage or destruction of a card.

These events usually lead to a request for issue of a replacement Registration Card and are dealt with in this part of the manual.

WHO SHOULD DEAL WITH REPLACEMENT CARDS

Production of a first Registration Card may be authorised by any appropriate Revenue office. Similarly, identity checks associated with requests for the issue of replacement Registration Cards may also be carried out by any Revenue office. However, the final on-line action of issuing a replacement (or renewal) can only be dealt with by the subcontractor's Processing Office.

A requirement of the replacement process is that existing Registration Cards be invalidated. Only the subcontractor's Processing Office has the necessary access to the CIS system to change the records in this way (refer to the action guides for details of how to deal with specific cases).

TEMPORARY CARDS

Replacement temporary cards can be issued on a like for like basis, where a cardholder reports a card lost, stolen or damaged, through the same process as for permanent cards. Any replacement, will have the same expiry date as the original temporary card.

Where you attempt the on-line replacement of a temporary Registration Card and the NINO has been updated and verified, the action to replace will result in the issue of a CIS4(P) permanent card bearing the NINO and not a temporary card CIS4(T) with an expiry date.

OTHER CHANGES

Where the change is to the name (and therefore the signature) or photograph, you should insist on a fresh application and an identity check prior to the despatch of the application for scanning at the CIS Centre (See CIS2115 for more details of the counter check of applications which may be taken to include forms CIS27(a)).

REPLACEMENT REGISTRATION CARD REQUESTED - CERTIFICATE HELD

Up until the March 2001 Release the CIS system would not allow the issue of a replacement Registration Card where a valid Tax Certificate was held by the subcontractor.

From March 2001 the validation checks that prevented on-line replacement have been removed and you can now issue a replacement CIS4(P) to an existing certificate holder.

Remember that you can only do this if an in-date image of the applicant's photo and signature are stored at the CIS Centre.
These are held for 3 years following the processing of the application.

NINO

An application form is not required to amend the NINO on a Registration Card or certificate. When a Registration Card or certificate is replaced, the replacement process will pick up the new NINO brought across from the SA record to CIS and include it on the new card. Where a temporary Registration Card is replaced and a verified NINO is now held on the CIS record (the NINO Verified field entry being 'Y') the on-line replacement will result in the issue of a permanent card CIS4(P).

Any change to the NINO shown on a permanent Registration Card CIS4(P) or a certificate (CIS6) must be substantiated by evidence. Once you are satisfied that the NINO now notified to you is correct, you should amend the SA record and refer to CIS2162 for details on how to make the change to the CIS record.

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