Authorisation Of An Agent (AG)

To deal with the authorisation of an agent, consider steps 1 – 10 below. The guide is presented as follows

Initial action	Step 1
Request for information	Steps 2 - 4
Written request to become an agent	Steps 5 - 7
Faxed 64-8 received	Steps 8 - 10

Initial action

1	What is the type of request you have received from an agent A written request for information, go to step 2 A written request to become an agent, go to step 5 A form 64-8 that has not been faxed, go to step 5 A form 64-8 that has been faxed, go to step 8

Request for information

When a request for information is received, use Function VIEW APPLICATION to see whether a claim has been received

If a claim has been received, go to step 3
If a claim has not been received, keep the letter in a clerical BF for 14 days, checking each day to see whether a claim has been received

If a claim is received, go to step 3

If no claim is received after 14 days, send the information to storage. Follow the guidance in Preparing And Sending Documents For Storage. Take no further action

Check if authority has already been recorded on the computer. To do this

For pre award claims, use Function CAPTURE APPLICATION and go to the Summary Information screen to check the Application Notes field
For post award claims, use Function MAINTAIN HOUSEHOLD NOTES

If authority has been recorded

Stamp the letter ’Authority to act’ and redirect it to the relevant area, such as Change of Circs or Disputed Overpayments

If the letter has a form 64-8 attached

Send the form 64-8 to the Central Agent Authorisation Team (CAAT)

Note: You must follow the latest data security guidance when sending the form

Enter the following Application or Household Note

‘ JA11- AGENT – Letter 64-8 rec’d dated (insert date). 64-8 sent to CAAT for authorisation. Check for updated authority before replying to corre – if still no authority, reply direct to app (s). Corre redirected to (insert details). IDT’

Notes:

You must follow the guidance in How To Correctly Complete Application And Household Notes when you record the note

And also

Follow the guidance in Application Notes, if the claim is pre award

Or

Follow the guidance in Maintain Household Notes, if the claim is post award

Then

Go to step 6

If no authority has been recorded, go to step 4

If no authority has been recorded

If the letter has a form 64-8 attached

Send the form 64-8 to CAAT

Enter the following Application or Household Note

‘JA11– AGENT – Letter 64-8 rec’d dated (insert date). 64-8 sent to CAAT for authorisation. Check for updated authority before replying to corre – if still no authority, reply direct to app (s). Corre redirected to (insert details). IDT’

Notes:

You must follow the guidance in How To Correctly Complete Application And Household Notes when you record the note

And also

Follow the guidance in Application Notes, if the claim is pre award

Or

Follow the guidance in Maintain Household Notes, if the claim is post award

Then

Go to step 6

If the letter does not have a form 64-8 attached

Issue form 64-8 to the claimant

Enter the following Application or Household Note

‘ JA08– AGENT. Letter dated (insert date) NO AUTHORITY given as 64-8 not completed. 64-8 sent to (app/both). Corre redirected to (insert details). Check household notes if still no authority deal direct with apps. IDT’

Notes:

You must follow the guidance in How To Correctly Complete Application And Household Notes when you record the note

And also

Follow the guidance in Application Notes, if the claim is pre award

Or

Follow the guidance in Maintain Household Notes, if the claim is post award

Stamp the letter ’No authority to act’ and redirect it to the relevant area. They will check Application or Household Notes for any updated authority

Note: If you receive a one off request or information from an agent with a signed ‘Authority to act’, we do not need authority to act on a form 64-8. Stamp the letter ‘Authority to act’ and send to the relevant area. This would be no different from what we do already when we get information from a 3rd party. The point at which authority comes into play is when the accountant for example wants to discuss the case in detail. At that point, the authority issue becomes real and we would then obtain the agreement of the parties concerned through a form 64-8

Take no further action

Written request to become an agent

If a

Form 64-8 has been received and it is complete, that is all the boxes are completed, go to step 6
Form 64-8 has been received which is incomplete, go to step 7
Written letter of consent has been received and is complete, that is the letter has all the information that is required on a form 64-8, go to step 6
Written letter of consent has been received which is incomplete, go to step 7
Faxed form 64-8 has been received, go to step 8

Note: Do not enter a note on a rejected claim. We cannot action these. We can only enter an authority to act note for a pre-award or awarded claim. If you receive correspondence regarding a rejected claim, contact the claimant to advise them that we need a pre award or post award claim on the computer to give authority

If the claim is

Pre award, use Function CAPTURE APPLICATION and go to the Summary Information screen to enter the following in the Application Notes field, where applicable
Post award, use Function MAINTAIN HOUSEHOLD NOTES to enter the following, where applicable

‘JA07– AGENT. Letter dated (insert date) insufficient authority. Agent (insert agent) for (app1 / app2) ONLY. 64-8 issued to app – DEAL DIRECTLY with Applicant (s) until further notice. Corre redirected to (insert details). (Insert details). IDT‘

‘JA08– AGENT. Letter dated (insert date) NO AUTHORITY given as 64-8 not completed. 64-8 sent to (app/both). Corre redirected to (insert details). Check household notes if still no authority deal direct with apps. IDT‘

‘JA09– AGENT. Letter dated (insert date) Corre redirected to (insert details). (insert initials) IDT‘

‘JA10– AGENT. Letter rec’d dated + from +. Corre redirected to +. Agent authorised to act for + only, authority sufficient for change of circs to be updated. IDT‘

‘JA11– AGENT – Letter 64-8 rec’d dated (insert date). 64-8 sent to CAAT for authorisation. Check for updated authority before replying to corre – if still no authority, reply direct to app (s). Corre redirected to (insert details). IDT‘

‘JA12– AGENT – NO AUTHORITY. 64-8 rec’d on (insert date) – AGENT not authorised to act for tax credit matters. IDT‘

‘JA13– AGENT. 64-8 / Letter dated (insert date) re agent (name and tel no) authorised to act on behalf of (app1/ app2 or both) (insert initials) IDT‘

Notes:

You must follow the guidance in How To Correctly Complete Application And Household Notes when you record the note

And also

Follow the guidance in Application Notes, if the claim is pre award
Or

Follow the guidance in Maintain Household Notes, if the claim is post award

Then

Send the written request to storage. Follow the guidance in Preparing And Sending Documents For Storage
Take no further action

Notes:

If the Child Benefit Authority box is completed on the form 64-8, send a copy of this form to the Child Benefit Office by Taxpost Direct (This text has been withheld because of exemptions in the Freedom of Information Act 2000)

If there is a previous note where an agent has not been authorised to act on behalf of the claimant, this note will need to be deleted. Follow the guidance in Deletion Of Household Notes

The form 64-8 is incomplete. Highlight the areas missed and put an 'X' next to the relevant boxes on the form and send this together with form TC848a to the claimant
The letter is incomplete. Send a form 64-8 together with form TC848b to the claimant

Note: Under no circumstances must any correspondence be sent to the agent

Then, if the claim is

Pre award, use Function CAPTURE APPLICATION and go to the Summary Information screen to enter the following in the Application Notes field, where applicable

Post award, use Function MAINTAIN HOUSEHOLD NOTES to enter the following, where applicable

‘JA07– AGENT. Letter dated (insert date) insufficient authority. Agent (insert agent) for (app1 / app2) ONLY. 64-8 issued to app – DEAL DIRECTLY with Applicant (s) until further notice. Corre redirected to (insert details). (Insert details). IDT‘

‘JA08– AGENT. Letter dated (insert date) NO AUTHORITY given as 64-8 not completed. 64-8 sent to (app/both). Corre redirected to (insert details). Check household notes if still no authority deal direct with apps. IDT‘

‘JA09– AGENT. Letter dated (insert date) Corre redirected to (insert details). (insert initials) IDT‘

‘JA10– AGENT. Letter rec’d dated + from +. Corre redirected to +. Agent authorised to act for + only, authority sufficient for change of circs to be updated. IDT‘

‘JA11– AGENT – Letter 64-8 rec’d dated (insert date). 64-8 sent to CAAT for authorisation. Check for updated authority before replying to corre – if still no authority, reply direct to app (s). Corre redirected to (insert details). IDT‘

‘JA12– AGENT – NO AUTHORITY. 64-8 rec’d on (insert date) – AGENT not authorised to act for tax credit matters. IDT‘

‘JA13– AGENT. 64-8 / Letter dated (insert date) re agent (name and tel no) authorised to act on behalf of (app1/ app2 or both) (insert initials) IDT‘

Notes:

You must follow the guidance in How To Correctly Complete Application And Household Notes when you record the note

And also

Follow the guidance in Application Notes, if the claim is pre award

Or

Follow the guidance in Maintain Household Notes, if the claim is post award

Take no further action

Faxed 64-8 received

Where a form 64-8 is received by fax, only the Information Disclosure Team are authorised to deal with these faxes and carry out the verification checks

Note: It is rare to receive a faxed form 64-8 but these are treated as a normal form 64-8

Go to step 9

Use Function VIEW APPLICATION and go to the relevant screens to establish that the form 64-8 contains the correct claimant details and includes both claimants where a 2 person claim is held

Note: If a joint claim is subject to a disputed overpayment and has been ended due to a household breakdown, an agent can act for a single claimant in respect of the joint overpayment

Note: If an agent wishes to act for both claimants in a household breakdown and there is no authority, send a form 64-8 to each claimant. Check Function VIEW APPLICATION for different addresses

If the form 64-8 includes all the applicable details and is signed by one or both claimants in a 2 person claim, go to step 10
If the form 64-8 includes all the applicable details, but is not signed by one or both claimants in a 2 person claim, go back to step 7
If the form 64-8 does not include all the applicable details, irrespective of whether it has been signed or not, go back to step 7

If the claim is

Pre award, use Function CAPTURE APPLICATION and go to the Summary Information screen to enter the following in the Application Notes field, where applicable
Post award, use Function MAINTAIN HOUSEHOLD NOTES to enter the following, where applicable

‘JA07– AGENT. Letter dated (insert date) insufficient authority. Agent (insert agent) for (app1 / app2) ONLY. 64-8 issued to app – DEAL DIRECTLY with Applicant (s) until further notice. Corre redirected to (insert details). (Insert details). IDT‘

‘JA08– AGENT. Letter dated (insert date) NO AUTHORITY given as 64-8 not completed. 64-8 sent to (app/both). Corre redirected to (insert details). Check household notes if still no authority deal direct with apps. IDT‘

‘JA09– AGENT. Letter dated (insert date) Corre redirected to (insert details). (insert initials) IDT‘

‘JA10– AGENT. Letter rec’d dated + from +. Corre redirected to +. Agent authorised to act for + only, authority sufficient for change of circs to be updated. IDT‘

‘JA11– AGENT – Letter 64-8 rec’d dated (insert date). 64-8 sent to CAAT for authorisation. Check for updated authority before replying to corre – if still no authority, reply direct to app (s). Corre redirected to (insert details). IDT‘

‘JA12– AGENT – NO AUTHORITY. 64-8 rec’d on (insert date) – AGENT not authorised to act for tax credit matters. IDT‘

‘JA13– AGENT. 64-8 / Letter dated (insert date) re agent (name and tel no) authorised to act on behalf of (app1/ app2 or both) (insert initials) IDT‘

Notes:

You must follow the guidance in How To Correctly Complete Application And Household Notes when you record the note

And also

Follow the guidance in Application Notes, if the claim is pre award

Or

Follow the guidance in Maintain Household Notes, if the claim is post award

Note: If there is a previous note where an agent has not been authorised to act on behalf of the claimant, this note will need to be deleted. Follow the guidance in Deletion Of Household Notes

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