CISR92140 – CIS Centre,
Newry: Orphan continuation sheets
Where a contractor sends continuation sheets without the
associated return or identification to match that return to a
contractor, RDC Netherton will send the continuation sheet to the
CIS Centre, Newry, these sheets are known as ‘orphan’
continuation sheets. This area of work is clerical and will not be
received through PEGA.
The CIS Centre, Newry, will need to investigate whether the
continuation sheet
- is a correction to a previous submission –
if so, the CIS Centre, Newry, will need to make the necessary
corrections using the ‘Correct Return Error’
function
- belongs to a return already sent and processed at
RDC Netherton – the CIS Centre, Newry, will need to use the
‘Correct Return Error’ function to add the details
- has been sent in error – once confirmed with
the contractor it can be destroyed.
AO Reference, UTR and Period Ending are on the continuation
sheet (or these details are later established)
Where an AO Reference, UTR and Period Ending are shown on the
orphan continuation Sheet;
- check to see if a return has already been
captured for those details.
If a return has been captured for the month
- If the continuation sheet records subcontractors
who are not on the captured return
- use the ‘Correct Return Error’
function and add the orphan continuation sheet details to that
return.
- If a return has been captured and the continuation sheet
records subcontractors who
are already on the captured return, you will need
to consider whether the amounts shown are in addition to, or
replace, the amounts recorded for these subcontractors. You should;
- send a letter to the contractor (ORP1)
saying you have received a continuation sheet on its own for the
month, and that you propose to add the amounts shown to the amounts
already recorded on the monthly return for that month unless you
hear otherwise within 14 days. You should give the contractor a
couple of examples of what this will mean for subcontractors shown
on the return
- BF the case for 14 days for any response
from the contractor.
If there is no response, then you should
- use the ‘Correct Return Error’
function and add the orphan continuation sheet details to that
return.
If a return has not been captured for the month.
- You should;
- send a letter to the contractor (ORP2)
enclosing a blank return, the continuation sheet and a Netherton
reply envelope saying you have received a continuation sheet on its
own for the month, however as the return for the month has not been
received the continuation sheet on it’s own cannot be
accepted. Ask the contractor to send the completed return to
Netherton in the envelope provided.
- Make a note of your actions in CISR using
‘Record Contact’
AO Reference or UTR are known, but the period ending on the
continuation sheet is not shown
- You should
- send a letter to the contractor (ORP3)
saying you have received a continuation sheet on its own for a
month, and say that you propose to add the amounts shown to the
last ‘effective’ return held unless you hear otherwise
within 14 days
- BF the case for 14 days for any response
from the contractor.
If there is no response after 14 days, then you should
- use the ‘Correct Return Error’
function and add the orphan continuation sheet details to the last
‘effective’ return held.
Contractor unknown but a verification number is present on the
continuation sheet
Establish which contractor the continuation sheet belongs to by
using the verification number. From the ‘Identify
Customer’ window you should treat the case as an inbound
paper contact and waive authentication. From the ‘CIS Main
Menu’ window
- select ‘View Customer’ from
the menu for the appropriate subcontractor and you will see the
‘View CIS Customer’ window showing the registration
details tab
- select the ‘Designatory
Details’ button and the Designatory Details window with
additional tabs at the top of the window will be displayed
- select the ‘Verification
Details’ tab.
When you first view the 'Verification Details' window, the
Select Contractor section will be the only one containing any
entries. It will contain a list of all the contractors and their
reference numbers who have verified the subcontractor.
- select a contractor from the list.
The ‘Verifications’ field will now be populated with
the verification number and the date the subcontractor was
verified.
- Compare the verification numbers for each
of the contractors until a match is found.
Where a match is found
- Proceed in accordance with either 1), 2),
3) or 4) as appropriate above.
Contractor unknown and no verification number is present on the
continuation sheet
It may, in rare circumstances, be necessary to contact the
subcontractor(s) shown on the continuation sheet to establish which
contractors they worked for during the month shown on the
continuation sheet. You may need to contact several subcontractors
to find out which contractor they worked for during the month on
the ‘orphan’ continuation sheet.
Examine CISR subcontractor records to find the same contractor
for the subcontractors on the ‘orphan’ continuation
sheet
Before you try and contact a subcontractor, you should use all
other available avenues to try and find out the information. You
should;
- repeat the above process as if you had a
verification number for the subcontractor.
When you have selected the ‘Verification Details’
tab you will see the 'Verification Details' window. The
‘Select Contractor’ section is the only one populated
with a list of all the contractors and their reference numbers who
have verified the subcontractor.
- Make a note of the contractors who have
verified the subcontractor
- repeat the above process for several other
subcontractors, if any, on the continuation sheet making a note of
the contractors who have verified each of the subcontractors
- compare the contractor details to see if
the subcontractors have worked for the same contractor.
If they have, you should
- send a letter (ORP4) to the contractor to
find out if the continuation sheet belongs to their record.
- BF the case for 14 days for any response
from the contractor
If there is no response after 14 days proceed as in 6) below
Where the contractor confirms that the continuation sheet
does belong to them, you need to;
- determine what should be done with the
continuation sheet as in 1), 2), 3) or4) as appropriate above.
If the continuation sheet
does not belong to this contractor, you will need
to;
Contact with subcontractors to try and find the same contractor
for the subcontractors on the ‘orphan’ continuation
sheet
- Having tried all other options, you are then only left with
contacting subcontractor(s) shown on the ‘orphan’
continuation sheet to ascertain the contractor(s) they have worked
for;
- send a letter (ORP5) to several of the
subcontractors to determine which contractor they were working for
during the month on the ‘orphan’ continuation
sheet
Where you establish the same contractor for these
subcontractors;
- send a letter (ORP4) to this contractor to
establish if the continuation sheet belongs to their record
- BF the case for 14 days for any response
from the contractor
If there is no response after 14 days, then you should proceed
as in 6) below
Where the contractor confirms that the continuation sheet
does belong to them, you need to;
- determine what should be done with the
continuation sheet as in 1), 2), 3) or4) as appropriate above.
Where the contractor confirms that the continuation sheet
does not belong to them, you will need to;
Unable to establish the contractor who owns the orphan
continuation sheet
- If it is still not possible to establish the contractor who
submitted the continuation sheet, you should
- file the continuation sheet away in the
date order that the orphan continuation sheet was received to await
any possible response from the contractor who claims to have sent a
continuation sheet on its own.
