COM2020 - Accounting periods: accounting periods work lists: dormancy review case list (DRCL)
This subject is presented as follows
Purpose of the list
How often should the list be reviewed?
Who does what?
When are new entries added?
Reasons for entry
Sorting and filtering - Options and recommendations
The normal next action function
Automatic deletion
Manual deletion
Purpose of the list
There are two versions of the ‘Dormancy Review Case List’
- Function DRCL is the update version
- Function DRCV is the view only version
The purpose of this work list is to show you all cases where COTAX has
- Issued form CT204
And
- Automatically extended a dormant period, which is the last period on the company record and ends on 31 May
You must review the automatically extended cases and, if appropriate, amend the company’s AP record.
If you
- Set up a live AP COTAX will
-
- Issue a notice to deliver (Word 29KB) for each AP as appropriate
- Extend the period of dormancy COTAX will
-
- Reset the count of automatic extensions to zero
A period of dormancy set by you and extending into the future
- Cannot be for more than 5 years
And must either
- End on 31 May
Or
- End on any date, including 31 May, as long as it is followed by a live AP
You must review the S55 cases and decide whether or not the company has met its S55 obligations.
How often should the list be reviewed?
Local Management should ensure that the work list is reviewed
- Annually for automatically extended cases
And
- Monthly for S55 cases
Note: It is recommended that the review of individual cases should be undertaken approximately 3 months after the issue of the CT204. At this point it is likely that all the completed and returned CT204s will have been received leaving only those cases where a completed CT204 has not been returned
Who does what?
An Admin Officer will normally review and control the work list, referring the case to a CT Co-ordinator to follow up where
- The company has not returned form CT204
Or
- The company has returned form CT204 but may not have met its S55 obligations
The CT Co-ordinator will check that the company still exists and that there is evidence of trading before referring the cases to the Technical Caseworker who will decide on the appropriate next action.
When are new entries added?
COTAX adds new entries to this work list
- Annually for automatically extended cases
And
- Daily for S55 cases
Reasons for entry
COTAX enters a case on this work list when it has automatically extended a dormant period, which is the last period on the company record and ends on 31 May
Note: Each year, normally in April, COTAX reviews all cases with dormancy periods
-
- Ending on 31 May in the current year
- Which are the last period on the company record
-
- Issue form CT204 to all selected companies.
- The following day, COTAX will review all cases for which it issued a form CT204 and automatically extend the dormancy period by a further 5 years
- Enter the case on the ‘Dormancy Review Case List’
Sorting and filtering - Options and recommendations
Before you start to work cases, you may want to sort and filter the work list to make it more manageable. You can do that by using any of the criteria below. The criteria shown in bold are those you may find most useful when filtering the ‘Auto Dormancy Extension List’.
- Reference
- Name
- Years Dormant
- Entry Date
- B/F Date
- B/F Note
- FT or NFT
- RLS
- File number
- S55 Satisfied
Note: If COTAX enters a case onto the work list because a dormancy period has been automatically extended, there will be an entry in the ‘Years Dormant’ details. This is displayed on screen COT811B after you select the entry and select the [View] button on screen COT811A. There may also be an entry (Y or N) in the ‘S55 Satisfied’ details displayed on screen COT811A.
The normal next action function
The normal next action function for the ‘Dormancy Review Case List’ is
- MAPD (Maintain AP Dates)
Automatic deletion
COTAX automatically deletes cases from this work list when one of the following actions takes place
- The AP record is amended
- The case is recorded as struck off or ceased
- The S55 Satisfied signal is set to ‘Y’ using Function ACTP (Amend CT Payer Details)
- The case is transferred to a new office. It will automatically populate the work list in the new office
Manual deletion
You can manually delete cases from the work list that require no further action.
For a list of forms relevant to this subject, see COM2021.
For a list of functions to use in particular situations, see COM2022.
