EEPM1300 - Workflow Management Work Items: Return Type Error

This Work Item will be created for Paper or Magnetic Media Returns only. It is anticipated that it will be mainly Magnetic Media Returns. It is triggered when either an Amended Return is received before an Original or when a Duplicate Original Return is received.

The table below provides a quick reference guide to the main actions required to process this Work Item

Action	Reference
Access Magnetic Media Tracking Tool	Step 2
Unique ID and Foreign Tape Reference (FTR) Number traced	Step 3
Record Actions and Close Work Item	Step 5
No trace of Unique ID and Foreign Tape Reference (FTR) Number	Step 6
Record Actions and BF for response	Step 7
Response received from Employer?	Step 8
Expired BF	Step 12
Access EBS to check for RSI 2 Indicator	Step 17
Advise Local Services of Return Type Failure	Step 19
P228 received in CEPT	Step 22

Step 1 – Open Work Item and check whether or not the Scheme was Submitted via Magnetic Media or Paper

• If submitted via Magnetic Media follow Step 2
• If submitted via Paper make a note of the submission type (P35 or P14) and the Emp Ref, and check to see if the tax district is 940 or 948.
• If the Tax District ref is 940 or 948, check the Centrally Paid Schemes list held on the Desktop.
• If the Employer is not Centrally Paid follow Step 16
• If the Employer is Centrally Paid follow the guidance steps detailed below
• If the Emp Ref is held on the list, e-mail the details of the case to Central Payment Section. E Mail address is Central Accounts, Section (NICO Contributor 4)
• The e-mail should include the Employers Reference and the Employer name
• All actions undertaken in the Workflow Management system must be recorded
• Access the Take Action section of the Work Item
• From the TAKE ACTION box ‘Select’ BFItem from the Drop Down List and ‘Click’ on the [Add] button
• ‘Enter’ 56 days in the 'BF Days' box
• In the 'Enter Required Information' box ‘Select’ Refer to Central Payments from the Actions Field
• Any additional Information can be recorded in the 'Actions Text' box
• ‘Click’ on the [Submit] button you will be presented with a Confirmation Window
• To complete the action ‘Click’ the [X] on the Header Bar of the Workflow Management system Window
• Select the [Get Next Item] button to continue to the next Work Item

Step 2 - Access Magnetic Media Tracking Tool

• Make a note of the Emp Ref & Foreign Tape Reference from the details supplied in the Work Item and ‘Access’ the Magnetic Media Tracking Tool to search for duplicate entries.

Step 3 - Unique ID and Foreign Tape Reference (FTR) Number traced?

• Do the results of the search within the Magnetic Media Tracking Tool confirm that there is a duplicate unique ID and FTR?

Step 4 - Unique ID and Foreign Tape Reference (FTR) confirmed

• Search of Magnetic Media Tracking Tool confirms that there is a duplicate unique ID and FTR number. The Work Item can now be closed as the return is a duplicate.

Step 5 - Record Actions and Close Work Item

• All actions undertaken in the Workflow Management system must be recorded
• ‘Access’ the Take Action section of the Work Item
• From the TAKE ACTION box ‘Select’ CompleteItem from the Drop Down List.
• In the Enter Required Information box ‘Select’ Dup Scheme confirmed and ‘Click’ on the [Add] button
• Any additional information can be recorded in the Actions Text box
• ‘Click’ on the [Submit] button, you will be presented with a Confirmation Window
• To complete the action ‘Click’ the [X] on the Header Bar of the Workflow Management system Window
• ‘Select’ the [Get Next item] button to continue to the next Work Item

Step 6 - No trace of Unique ID and Foreign Tape Reference (FTR) Number

Search of the Magnetic Media Tracking Tool confirms that the unique ID and FTR are not duplicates. The FTR should be noted for accessing NIRS2 and the Submitter should be contacted to establish reason for second submission

Submitter details can be found in the NIRS2 Mag Media Submitter Application

Mag Media Submitter Application

• From the Desk Top ‘Double Click’ on the NIRS2 Mag Media Submitter Application Icon. This takes you to the Summary Window, which is the default Window for the Application
• In the Mag Media Matching Details Frame ‘Click’ on the Tax Year and input the relevant year
• Under Type of Search ‘Click’ on the [Radio] button for PAYE Schemes
• ‘Enter’ the Tax District Number and the PAYE Number in the fields provided
• On the Menu Bar ‘Click’ on Options and ‘Select’ Build List. The Submitter Details will be displayed.
• ‘Click’ on the Contact Details Window Tab. This Window will display the Submitters Name and Address
• Make a clerical note of the Submitters Name and Address
• ‘Issue’ Letter CEPTL003 to the Submitter
• ‘BF’ the Workflow Management Work Item for 4 weeks to await reply from Submitter

Step 7 - Record Actions and BF for response

• All actions taken in the Workflow Management system must be recorded
• ‘Access’ the Take Action section of the Work Item
• From the TAKE ACTION box ‘Select’ BFItem from the Drop Down List
• ‘Enter 28’ days in the BF Days box
• In the Enter Required Information box ‘Select’ Further submission req from the Actions Field and ‘Click’ on the [Add] button
• Any additional information can be recorded in the Actions Text box
• ‘Click’ on the [Submit] button, you will be presented with a Confirmation Window
• To complete the action ‘Click’ the [X] on the Header Bar of the Workflow Management system Window
• ‘Select’ the [Get Next item] button to continue to the next Work Item

Step 8 – Response received from Employer?

• If YES follow Step 9 onwards
• If NO follow Step 12 onwards

Step 9 - Has the Employer advised an identical return has been incorrectly submitted?

• If YES follow Step 5
• If NO follow Step 10

Step 10 - Employer advises return submitted correctly

• ‘Issue’ Letter CEPTL004 to inform Employer that any amendments made to original schemes must be submitted by paper to Local Services

Step 11 - Record Actions and Close Work Item

• All actions undertaken in the Workflow Management system must be recorded
• ‘Access’ the Take Action section of the Work Item
• From the TAKE ACTION box ‘Select’ CompleteItem from the Drop Down List
• In the Enter Required Information box ‘Select’ Amendments requested and ‘Click’ on the [Add] Button
• Any additional information can be recorded in the Actions Text box
• ‘Click’ on the [Submit] button, you will be presented with a Confirmation Window
• To complete the action ‘Click’ the [X] on the Header Bar of the Workflow Management system Window
• ‘Select’ the [Get Next item] button to continue to the next Work Item

Step 12 - Expired BF

The action taken for expired BF will be dependent on the reason the Work Item was placed into BF.

For this Work Item the first expired BF stage will be due to the Employer not responding. A second set of actions will need to be followed for a second period of expired BF.

Step 13 - First expired BF stage

• Re-‘Issue’ Letter CEPTL003 to the Submitter and follow Step 6

Step 14 - Second expired BF stage

• Following two failed attempts to contact the Submitter the Work Item can be closed
• Record Actions and Close Work Item

Step 15 - Record Actions and Close Work Item

• All actions undertaken in the Workflow Management system must be recorded
• ‘Access’ the Take Action section of the Work Item
• From the TAKE ACTION box ‘Select’ CompleteItem from the Drop Down List.
• In the Enter Required Information box ‘Select’ Amendments req not rec’d and ‘Click’ on the [Add] button
• Any additional information can be recorded in the Actions Text box
• ‘Click’ on the [Submit] button, you will be presented with a Confirmation Window
• To complete the action ‘Click’ the [X] on the Header Bar of the Workflow Management system Window
• ‘Select’ the [Get Next item] button to continue to the next Work Item

Step 16 – Access Tracking Tool for Unique ID & Date of Receipt

• ‘Access’ the Tracking Tool
• Note the Date of Receipt and the unique ID of the submission

Step 17 – Access EBS to check for RSI 2 Indicator

• ‘Double Click’ on Interim Single Sign On
• ‘Click’ on CSP
• ‘Double Click’ on EBS Exceptions

The EBS Function Screen will be displayed

• ‘Double Click’ on 'View Employer Summary'

The 'Employer Reference' screen will be shown

• ‘Enter’ the Employer Reference e.g.989/m2989
• ‘Click’ on OK

The EBS View Employer Summary window will be displayed

• On the Menu Bar ‘Click’ View and ‘Select’ EOY Returns History from the Drop Down List

The EBS View EOY Returns History Screen will be shown

• From the first list box ‘Select’ the year of the return you want to view ( Note - Year CY-1 will be selected as default)
• Selecting the year will highlight the entire row in the first list box, and populate the second list box
• The second list box (called Return Receipt Details for year xxxx) will list every return recorded as received for the selected Employer, for the selected year
• Locate the appropriate return receipt line in the Return Receipt Details list box
• The Return Status Indicator (RSI) will be displayed in column 5 ( Note – The possible values in the RSI field are BLANK, 1, 2 or 3)
• Is the RSI indicator set to 2?

Step 18 - Record Actions and BF

• All actions taken in the Workflow Management system must be recorded
• ‘Access’ the Take Action section of the Work Item
• From the TAKE ACTION box ‘Select’ BFItem from the Drop Down List
• ‘Enter 28’ days in the BF Days box
• In the Enter Required Information box ‘Select’ Awaiting processing from the Actions Field and ‘Click’ on the [Add] button
• Insert ‘Await RSI 2 indicator’ in the Actions Text box
• ‘Click’ on the [Submit] button, you will be presented with a Confirmation Window
• To complete the action ‘Click’ the [X] on the Header Bar of the Workflow Management system Window
• ‘Select’ the [Get Next item] button to continue to the next Work

Step 19 – Advise Local Services of Return Type Failure

• Send form CA8412 to Local Services advising that a further original submission was received and automatically deleted.
• If the submission type was a Part P35 follow Step 20
• If the submission type was a Part P14 follow Step 21

Step 20 - Record Actions and Close Work Item

• All actions undertaken in the Workflow Management system must be recorded
• ‘Access’ the Take Action section of the Work Item
• From the TAKE ACTION box ‘Select’ CompleteItem from the Drop Down List.
• In the Enter Required Information box ‘Select’ Amendments Requested and ‘Click’ on the [Add] button
• Insert ‘Local Services to re-log the P35 as Amended’ in the Actions Text box
• ‘Click’ on the [Submit] button, you will be presented with a Confirmation Window
• To complete the action ‘Click’ the [X] on the Header Bar of the Workflow Management system Window
• ‘Select’ the [Get Next item] button to continue to the next Work Item

Step 21 - Record Actions and BF

• All actions taken in the Workflow Management system must be recorded
• ‘Access’ the Take Action section of the Work Item
• From the TAKE ACTION box ‘Select’ BFItem from the Drop Down List
• ‘Enter 28’ days in the BF Days box
• In the Enter Required Information box ‘Select’ Awaiting processing from the Actions Field and ‘Click’ on the [Add] button
• Insert ‘Local Services to re-log the P14 as Amended’ in the Actions Text box
• ‘Click’ on the [Submit] button, you will be presented with a Confirmation Window
• To complete the action ‘Click’ the [X] on the Header Bar of the Workflow Management system Window
• ‘Select’ the [Get Next item] button to continue to the next Work

Step 22 – P228 received in CEPT

• Complete Proforma and attach Amended P228 and send to Microfilm Retrieval Service(MRS) to retrieve and process the P14’s.

Step 23 - Record Actions and Close Work Item

• All actions undertaken in the Workflow Management system must be recorded
• ‘Access’ the Take Action section of the Work Item
• From the TAKE ACTION box ‘Select’ CompleteItem from the Drop Down List.
• In the Enter Required Information box ‘Select’ Amendments Requested and ‘Click’ on the [Add] button
• Insert ‘Proforma & Amended P228 sent to MRS to process’ in the Actions Text box
• ‘Click’ on the [Submit] button, you will be presented with a Confirmation Window
• To complete the action ‘Click’ the [X] on the Header Bar of the Workflow Management system Window
• ‘Select’ the [Get Next item] button to continue to the next Work Item