Construction Industry Scheme - CIS4200
Taxpayer records: introduction
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TAXPAYER RECORDS: INTRODUCTION
This paragraph serves as an introductory overview of taxpayer
records; for deeper coverage use the above links to information or
action guides.
Records for taxpayers within the construction industry scheme
are owned by the processing office responsible for the taxpayer's
SA or COTAX record. The paper records are kept in folder
CIS31/CIS91 (sole traders or partnerships) and folder CIS32
(companies) within the taxpayer's file in the office. When the
taxpayer's SA or COTAX records are moved from one office to
another, so too is responsibility for the taxpayer's CIS
records.
RETAINING TAXPAYERS' PAPER RECORDS
- Forms that are applications, or renewals forms should be kept permanently in the CIS folder(CIS31/CIS32/CIS91). This covers forms CIS2, CIS3, CIS8, CIS9, CIS82, CIS83, CIS84, CIS85 and CIS86. These forms should be kept permanently, even if superseded, to provide compliance with information in case of later problems
- CIS16 should be kept permanently
- CIS23, CIS24, CIS25 - if sent in with returns, to be kept with returns
- CIS27(a), CIS27(b) - to be kept for returns period
- CIS40, CIS41 - to be kept for the enquiry window.
More details on the retention of paper records can be found in CIS4729 and SCS127/02.
CIS COMPUTER RECORDS
The CIS system which supports the administration of the scheme
contains the bulk of the information on the taxpayer.
Taxpayer records on the system are created automatically when
the following two conditions are met
- there is an SA or COTAX record carrying the UTR of the taxpayer
and
- the construction industry signal on that record is set.
Once the record is created in this way, it is filled largely
with information automatically drawn over from the `parent' SA or
COTAX record. In the case of taxpayers acting as contractors,
information is also drawn from the BROCS system. Access to the
record is by reference to the taxpayer's UTR or NINO.
The information drawn from other systems needs to be
maintained through the parent system. It is most important that it
is kept up to date since, for example, important scheme documents
will be sent to the address stored on the CIS system.
This section of the manual deals with general taxpayer
information held on the system in the `Taxpayer' and `Further
information' windows.
Information held on the taxpayer in his or her role as a
subcontractor in the scheme is dealt with at CIS4400.
Information held on the taxpayer in his or her role as a
contractor in the scheme is dealt with at CIS4300.
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