COM40074 - Case records: setting up case records: receipt of form CT41G (Action Guide)

Update COTAX record

Steps 1 - 7

Receipt of form CT41G before the company commences trading

Steps 8 - 13

Notify PAYE and SA Processing office of new employer

Step 14

Memorandum and Articles of Association

Step 15

Existing business taken over

Steps 16 - 17

Company is a charity

Step 18

1.

If the company has indicated they are a charity by ticking CT41G box 20 (‘Is the company a charity?’), go to Step 18. Otherwise, go to Step 2

2.

Compare the information given on the CT41G with that held on the COTAX record using option 1 from the Function VTPR (View Taxpayer) menu

3.

Where the CT41G shows different Registered Office details to those held on the record use Function ACNA (Amend Company Name / Address) to

• Amend the name to any preferred choice of abbreviated name
• Amend the Registered Office
• Amend / enter the contact details

4.

Use Function ACOM (Amend Communication Details) to enter the business name, address and contact details if they are different from the Registered Office

5.

Use Function ACTP (Amend CT Payer Details) if the CT41G shows new or different details about the

• Date the business started
• Nature of the company’s business
• Company Registration Number
• Parent Company Reference (Word 27KB)
• PAYE Reference
• Date to which accounts will be prepared
• Company’s involvement within the Construction Industry Scheme (for further instructions refer to the CIS Manual)

6.

Use Function ACTP to change the S55 Satisfied (Word 30KB) signal to ‘Y’ if all the information required by S55 FA 2004 (COM40078) has been provided and the Date Business Commenced is in the past. Where the company has advised you that they intend to start trading at a date in the future go to step 7

Note: You should only change the S55 Satisfied signal to ‘Y’ on the instructions of a Technical Caseworker or CT Co-Ordinator

7.

Use Function AMAG (Add / Amend Agent Details) if the CT41G shows there is an agent dealing with the company’s tax affairs

8.

You should update the company record as in steps 1 - 4 of this action guide

9.

Where COTAX has not automatically amended the AP structure and set a period of dormancy, use Function MAPD (Maintain AP Dates) to set up a period of dormancy which ends the day before the company intends to start trading. Where the period of dormancy ends no more than 180 days in the future you can inhibit the automatic issue of form CT204

10.

Make a note of your actions on COTAX using Function NOTE (Case Notes) and in the company file if you have already set it up

11.

B/F the case to the day after the dormancy period ends and review the case then

12.

If the company confirms that it has started in business, and has met its obligations under S55 FA 2004

• Use Function ACTP and set the ‘S55 Satisfied’ signal to ‘Y’

13.

If the company has not confirmed that it has started in business

• Leave the ‘S55 Satisfied’ signal set to ‘N’

COTAX will automatically issue a reminder to the company 42 days after the dormancy period ends and also put the case onto Work List DRCL (Dormancy Review Case List) for further review

14.

Send a form P510, including the names and addresses of the directors if these are listed on form CT41G, to either

• The processing office dealing with the PAYE reference shown on the CT41G

Or

• If no PAYE reference is shown on the CT41G to

• The processing office dealing with the address from which the business is conducted

Or

• To Centre 1 if that address is in Scotland

15.

File the Memorandum and Articles of Association in the permanent notes cover

16.

If the CT41G shows that an existing business has been taken over

• Tell the owning office of that business about the take-over and quote the UTR of the new company

17.

If PAYE is already operating

• Complete P510 (including the names and addresses of directors) and issue to the appropriate Employers Section or Centre 1 if the business address is in Scotland

18.

If the company has indicated that they are a charity by ticking box 20

• Use Function TRCA (Transfer Case(s)) to transfer ownership of the COTAX record to

• Office identity 292200, if the charity is resident in England, Wales or Northern Ireland

Or

• Office identity 297800, if the charity is resident in Scotland

• Transfer the company file, or whatever papers are held including the CT41G, with form CT48A to CAR Bootle (Room 140)
• Use Function NOTE (Case Notes) to record what you did and when - for example, ‘Sent company file / papers / CT41G to CAR Bootle on DD/MM/YYYY.’

CAR Bootle will then know if any papers are in transit when they review the case on LNTC (List of New and Transferred Cases)