EEPM1700 - Workflow Management Work Items: Magnetic Media Quality Standard 2 Error

This Work Item is for Magnetic Media Returns only. When the Magnetic Media is received from a Submitter, there can be several schemes on each individual Submission. The Scheme is identified in the Work Management system using the Foreign Tape Reference (FTR). The individual schemes are then identified using the Employer Reference (Emp Ref). You will need to obtain the Name and Address of the Submitter and inform the Submitter which scheme(s) of their multiple submission has failed the Quality Standard 2 (QS2) Checks.

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

Step 1 - Obtain Foreign Tape Reference (FTR) and Employers Reference (Emp Ref)

• The Workflow Management Work Item will always contain the FTR and in most instances the Emp Ref Number. The Employers Name Field may also be populated
• Make a clerical note of any such details
• If the Emp Ref is not shown within the Work Item it may be traced using the Magnetic Media Tracking Tool (see Step 3)

Step 2 – Emp Ref shown on the Workflow Management Work Item?

Details of the Emp Ref are required to highlight to the Submitter which Scheme(s) from the Magnetic Media Tape have failed the QS2 Checks

• Is the Emp Ref shown?

Step 3 – Trace the Emp Ref using the Magnetic Media Tracking Tool

• Build a list of Emp Refs attached to the FTR and make a clerical note of the Emp Refs attached to that FTR. You should detail all the Emp Ref’s within CEPTL001. As the submitter has not detailed the Emp Ref for the submission that failed, this will assist the submitter in identifying the correct submission. (see Step 7)

Step 4 – Trace the Name and Address of the Submitter

To be able to trace the Name and Address of the Submitter you will need the Tax Year, Emp Ref or the FTR

• If tracing using FTR only, follow Step 5
• If tracing using Tax Year and Emp Ref, follow Step 6

Step 5 – Trace the Name and Address of the Submitter using FTR

• From the Desk Top ‘Double Click’ the NIRS2 Mag Media Submitter Application Icon. This takes you to the Summary Window, which is the default Window for the Application
• ‘Click’ on the Tab named Schemes on Submission Window
• ‘Enter’ the FTR in the FTR Field
• On the Menu Bar ‘Click’ on ‘Options’ and ‘Select’ Build Tape Lists
• The Tape List will be displayed. ‘Click’ on the Tab named Contact Details Window this will display the Submitters Name and Address
• Make a clerical note of the Submitters Name and Address
• Follow Step 7

Step 6 – Trace the Name and Address of the Submitter using the Tax Year and Emp Ref

• 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

Step 7 – Contact the Submitter

• ‘Issue’ Letter CEPTL001 advising the Submitter the Scheme(s) has failed QS2 and needs to be re-submitted

Step 8 – Issue CA8411 and a copy of CEPTL001 to Local Services

For Tax Year 2004/05 there is a need to consider Penalties for Late Receipt of Magnetic Media Submissions. Local Services will be responsible for taking further action

• ‘Issue’ Form CA8411 and a copy of CEPTL001 to Local Services

Step 9 – 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’ Re-submission requested and Notify LS MM failed QS2 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