Manual Capture Help Card

Use this desk aid when capturing a claim. The desk aid is laid out in sections mirroring the TC600 claim form. Each question on the claim form is shown in the left-hand column. The ‘Corresponding field in Capture Application’ and ‘Notes’ columns tell you how to enter the information provided on to the computer|

Note: Before you attempt to capture a claim, you must follow the guidance in Identity Fraud

Initial checks
Part 1: Personal Details Applicant 1 / 2
Part 2: Children
Part 3: Child Care Costs
Part 4: Work Details
Part 5: Income Details
Part 6: Payments Details
Summary Information screen on the computer

Initial checks

Claim form number	Corresponding field in Capture Application	Notes
TC600 and TC600A	N/A	Check that the barcode numbers printed at the bottom of the form TC600 and the form TC600A are the same. If the barcodes are The same, continue to capture the claim Different, check whether the claimant’s personal details are the same on both forms Where it is not clear that the form TC600A belongs with the form TC600, capture the claim and send the form TC600A to the TCO post room
Claim form stamp date	Date Application Received	Use the earliest date stamped on the claim form Where no date stamp is present, you can either Use the same date stamp that is on the other claim forms in the same bundle Or Check the date the claim form was signed and add 3 days to this date
Claim form heading	Tax Credit Year	The field has two options, select the appropriate tax credit year which corresponds with the form TC600 If the claim form is earlier than the 2 options available Select the most recent tax year Then Mark the year used on the top left hand corner of the claim form
TC600 and TC600A	Barcode	Where ‘Paper’ is selected in the Application Source drop down menu, an entry will be required in the Barcode field. If the Tax credit year is 2009–2010 or later, enter the 11 digit barcode number from the form TC600 or TC600A Tax credit year is earlier than 2009–2010, enter the 10 digit barcode number from the form TC600 or TC600A Note: Take care to enter this number exactly as it is shown on the claim form

Part 1: Personal Details Applicant 1 / 2

Claim form number	Corresponding field in Capture Application	Notes
1.1	Title	Select the appropriate title
1.1	Surname	Enter the surname the claimant has provided on the form TC600 Note: If you notice that a claim has been made by someone known to you, for example, a work colleague, relative or friend, you must cancel out of the claim and follow the guidance in Unauthorised Access To A Claim
1.1	Other	Enter the title the claimant has provided, if it is not Mr, Mrs, Miss or Ms
1.2	First Name (s)	Must be a valid name or initial Note: The computer has a separate field ‘Other Forenames’ whereas the claim form only has 1 box for all first names
1.4	Date of Birth	Enter the date provided by the claimant
1.5	National Insurance No	If there is no NINO, continue to capture the claim
1.7	Sex (M/F)	Select the relevant field
1.10	Other Names	Enter any other names provided by the claimant Note: This could be a maiden name or a former married name
N/A	Continue	Select this to prompt the computer to trace the claimant’s address
N/A	Details found	If the address and telephone numbers traced match the details provided by the claimant, click on the [Accept] button If you enter a postcode in the right format but the search fails to provide you with a match, this in most cases is due to the Post Office not verifying the address. If this happens or the address is different, you must enter the address on the computer that the claimant has provided on the form TC600
1.3	Address	If there is no address shown on the claim form, but the Address field on the computer is populated with an address when you enter the claimant’s NINO, store the claim with the populated address and continue to capture the claim If you enter a postcode in the correct format but the search fails to provide you with a match, enter the address that the claimant has provided on the claim form. In most cases this is due to the Post Office not verifying the address
1.6	Telephone Numbers	Enter all the numbers provided
1.8	UK National	From April 2006 the question on the claim form is ‘Have you been subject to immigration control in the last 3 months’. If they have ticked ‘Yes’, select ‘No’ in this field If they have ticked ‘No’, select ‘Yes’ in this field Note: The Isle of Man and Channel Islands are not part of the UK If you receive an attachment that indicates the claimant has claimed asylum Continue to capture the claim Enter the following in Application Notes ‘ QN06 - Clmt incld atchmnt asym clmd as refge and/or b/dat reqtd’ Complete form TC648, attaching any relevant documents the claimant has provided Send them to the Persons From Abroad Team (This text has been withheld because of exemptions in the Freedom of Information Act 2000)
1.9	Normally Live UK or Other	If the claimant has ticked ‘No’, they must state the country they normally live in, in the Country field below If the country is not stated on the claim form, a warning message will display asking you if you wish to proceed. Select the ’Yes’ button to proceed to the next screen
1.11	Disabled	If the claimant states they are currently awaiting a decision on their claim for Disability Living Allowance/Attendance Allowance (DLA/AA) Issue form TC919 to the claimant Then Enter the following in Application Notes ‘ QN05 - Clmt incld atchmnt, otstdng DLA/AA (delete as appropriate) clm for (enter AP1, Ap2, Ch as appropriate). TC919 sent’
1.12	DLA, Highest Care Component (HCC) or Attendance Allowance, Higher Rate (HR)	Select this field if the claimant has stated they are in receipt of DLA HCC or AA HR
N/A	Continue	When you have entered all the relevant information in this screen, click on the [Continue] button to go to the Child screen

Part 2: Children

Claim form number	Corresponding field in Capture Application	Notes
TC600 part 2 and TC600A part 2	Children Details and DOB	Capture the details of any children on the claim form at part 2, and any additional children shown on the form TC600A, if appropriate Note: If child details are provided on both the claim form and form TC600A, ensure that the details do not relate to the same child. If both the name and date of birth of a child are similar or identical, check that they do not relate to the same child before you capture the details. This is to avoid awarding a tax credit twice for the same child
2.8	Children Child Benefit Number-App1/2 Other	Enter if provided by the claimant If the claimant has provided the Child Benefit number in an invalid format, for example, they have given their bank account number instead A warning message will display, select [Yes] to proceed Then Enter the following in Application Notes ‘ QN07 - ChB incrt’
N/A	ADD	Select this button to enter a child Note: Check for an attached form TC600A because there may be more than 2 children to enter on the computer
2.1	Surname	Enter the surname provided by the claimant
2.2	First Names	Enter the first name provided by the claimant
2.3	Date of Birth	Enter the date provided by claimant
2.6	Full Time Education	If the child’s date of birth means they are over 16, select [Yes]
2.7	Connexion Date	If the child’s date of birth means they are over 16, enter the date if the claimant has provided this on the form
2.4 – last 3 boxes	Disabled DLA (HCC)	Select if appropriate Note: If the claimant states they are currently waiting for a decision on their child’s claim for DLA/AA Issue form TC919 to the claimant Then Enter the following in Application Notes ‘ QN05 - Clmt incld atchmnt, otstdng DLA/AA (delete as appropriate) clm for (enter AP1, Ap2, Ch as appropriate). TC919 sent’ Note: If the claimant states the child is registered blind make a note of this in Application Notes
2.4 – first box	In Childcare	Contact the claimant if this has not been answered, but they have provided details of childcare charges on the claim form
N/A	Next	Click on the [Next] button to enter each additional child Note: When entering more than 1 child the surname defaults to the surname of the first child entered onto the computer. You must check all subsequent child surnames provided on the claim form
N/A	Finish	Click on the [Finish] button when you have entered all the children Note: If you want to enter the childcare details you must select ‘CC’ on the toolbar menu
N/A	Continue	If you click on the [Continue] button you will be taken to the Work Details screen Note: Enter any childcare details before going to the Work Details screen

Part 3: Child Care Costs

Claim form number	Corresponding field in Capture Application	Notes
N/A	ADD	Click on the [ADD] button to enter the childcare provider details
3.1	Name of Provider	The childcare provider cannot be a relative, living at the claimant’s address
3.2	Address	Enter the address provided on the claim form
3.3	No corresponding field	There is no specific field for the telephone number. If the claimant provides a number, enter this after the childcare provider address in the Address field
3.4	Approving Body	If question 3.1 on the claim form has been completed, but this information is missing, obtain this information from the claimant If the claimant is unable to provide the information, leave the field blank on the computer and continue to capture the claim Enter the name of the Local Authority or other approving body, for example OFSTED that registered or approved the childcare provider Note: If this is the only missing information, there is no need to write to the claimant. Only make the usual two telephone calls to try and obtain the approving body
3.5	Registration Number	Contact the claimant for the number if it is not on the claim form If question 3.1 on the claim form has been completed, then this must be completed on the computer as well Note: The only exception is that some Scottish or Northern Ireland childcare providers may not have a registration number, only an approving body
3.6	No corresponding field	The number of children declared in this field must be the same as those marked with an ‘X’ ’registered / approved childcare’ at question 2.4 on the claim form. If they do not correspond, you must contact the claimant to verify
3.7	Weekly Childcare Costs	If question 3.1 on the claim form has been completed, then this must be completed on the computer as well If the figure provided by the claimant does not seem to be an appropriate weekly figure, contact them to confirm they have given the correct figure If the childcare costs on the claim form are £0.00, contact the claimant to confirm they have provided the correct figure. If they confirm this figure is correct, enter this figure on the computer
3.8	Incapacitated For Childcare Purposes Ap 1 / Ap 2	Select if appropriate

Part 4: Work Details

Claim form number	Corresponding field in Capture Application	Notes
4.1	Not captured	This question is for navigation purposes only and has no corresponding field on the tax credits computer
4.2	Place of work UK Other	If the claimant has ticked ‘Yes’ they work in the UK on the claim form but they have not provided any employment details Select the UK place of work checkbox Then Enter the following in Application Notes ‘ QN08 - Wk det not prvd’ If the claimant has ticked ‘No’ they do not work in the UK on the claim form, they must specify which country they work in. You must always select the Other place of work checkbox If the claimant has provided the country of work, enter the details If the claimant has not provided the country of work, you must leave the Country field blank Note: If you have been unable to enter a country, a warning message will display asking you if you wish to proceed, select ’Yes’ to proceed to the next screen
4.6	Number of Paid Jobs	If the claimant is self-employed but has not stated the number of jobs you must enter ‘1’
4.3	Total Hours Worked	If the hours are given in fractions you must either round up or down the hours before entering the information onto the computer If the total hours before rounding is Below 30 you must round down Above 30 you must round up
4.4	Start Date	The claimant only completes this if they have stopped claiming or will stop claiming IS, JSA (IB), ESA (IR) or PC because in the last 3 months they have started work or changed their hours of work Leave the field blank if this information is not provided on the claim form
4.5	50+ Start Date	Enter the date if provided on the claim form
4.8	Employer Reference	If the claimant has not provided a reference or the reference is invalid enter the employer details provided on the claim form If the following message 'You are not authorised to access this employer's details, please continue to capture' displays, continue to capture the claim
4.7 and 4.10	Name	If box 4.6 is completed and the reference is correct, this field will be automatically populated with the employers address, you must accept this address
4.9	Payroll Number	Enter if provided on the claim form
4.11	Employer’s pay office phone number	Enter if provided on the claim form
4.12	UTR	Enter if provided on the claim form Note: If the claimant has been self-employed for less than 3 months they may not have this number
4.12	Start date	Enter if provided on the claim form

Part 5: Income Details

Claim form number	Corresponding field in Capture Application	Notes
5.1	IS JSA MIG	Select if appropriate Note: From 27/10/2008, use the JSA field if the claimant has indicated that they are in receipt of income-related Employment and Support Allowance Note: MIG is now known as PC (Pension Credit)
5.2	Social Security Benefits	Enter any figure provided on the claim form, including zeros. If the claimant states ‘zero’ or ‘nil’ enter as 0.00 Note: If the claimant has sent in a tax claim form that is not for the current or previous tax year the field should be left blank and the figure provided should be entered in Application Notes using the following message ‘ QN04 - Old Clm Form, Inc/CCC (delete as appropriate)’
5.3	Earnings	If the claimant has sent in an old claim form the field should be left blank and the figure provided should be entered in Application Notes using the following message ‘ QN04 - Old Clm Form, Inc/CCC (delete as appropriate)’ Enter any figure provided, including zeros. If the claimant states ‘zero’ or ‘nil’ enter as 0.00 If no figure has been provided on the claim form and there are work details, contact the claimant to verify If the field is left blank but the claimant has sent in a form P60 enter the earnings from the form P60 and enter the following in Application Notes ‘ QN09 - P60 emp inc’ If the claimant states or has attached any documents to say they have joined a salary sacrifice scheme, enter the figure provided and send any attachments to the Technical Advice Line (TAL) Note: Do not refer the case to TAL if the salary sacrifice scheme is for childcare
5.4	Benefits in Kind	Enter the figure provided, including zeros. If the claimant states ‘zero’ or ‘nil’ enter as 0.00 Note: If the claimant has sent in an old claim form the field should be left blank and the figure provided should be entered in Application Notes using the following message ‘ QN04 - Old Clm Form, Inc/CCC (delete as appropriate)’
5.5	Self-Employed	Enter the figure provided including zeros. If the claimant states ‘zero’ or ‘nil’ enter as 0.00 If no figure has been provided on the claim form and there are self employed work details, contact the claimant to verify Note: If the claimant has sent in an old claim form the field should be left blank and the figure provided should be entered in Application Notes using the following message ‘ QN04 - Old Clm Form, Inc/CCC (delete as appropriate)’
5.6	Other Household Income	Enter the figure provided including zeros. If the claimant states ‘zero’ or ‘nil’ enter as 0.00 Note: If the claimant has sent in an old claim form the field should be left blank and the figure provided should be entered in Application Notes using the following message ‘ QN04 - Old Clm Form, Inc/CCC (delete as appropriate)’
5.7	Income Figures Actual Estimated	If neither ‘Yes’ or ‘No’ is ticked then select ‘Estimated’

Part 6: Payments Details

Claim form number	Corresponding field in Capture Application	Notes
6.2	Child Tax Credit Main Carer Applicant 1 / 2	If the claimant is single, select ‘Applicant 1’ If the claimant has a partner but has not stated who the main carer is, leave this field blank
6.1	Child Tax Credit Weekly 4 Weekly	If the claimant has not stated weekly or 4 weekly payments, you must select ‘4 Weekly’
6.3	Working Tax Credit Weekly 4 Weekly	If the claimant has not stated weekly or 4 weekly payments, you must select ‘4 Weekly’
6.4	Working Tax Credit WTC Recipient Applicant 1 Applicant 2	The recipient must be the working claimant If the claimant is single and has not stated who the recipient is, select ‘Applicant 1’ If it is a joint claim and the non working claimant has indicated they wish to receive WTC, you must select the working claimant Note: If both applicants claimants are working and the checkbox is not ticked you must contact the claimant to establish who should receive the WTC
6.5	Account Name	This can be either the claimant, the appointee or a third party Where joint bank account details have been provided both the Applicant 1 and Applicant 2 screen details must be completed If the account name is too long, you can use initials
6.6 6.7 6.9	Account No Sort Code Bank/BSoc	If the name of the bank is Barclays you must type Barclays Bank PLC in the branch name field For all other banks the computer will try and match the details that you have entered with the correct branch name and address details Note: Sometimes the details entered are matched with the head office address of the bank and not the local branch address on the claim form. If this happens and the bank name matches but the bank address and / or postcode is different you must Accept the details the computer has matched to Note: You must not overwrite the local branch address details Accept the name of the bank displayed by the computer if the name is different but one of the following applies Cahoot is provided on the claim form but the computer displays Abbey National Smile is provided on the claim form but the computer displays Co-operative Bank Intelligent Finance is provided on the claim form but the computer displays Halifax Bank Of Scotland First Direct is provided on the claim form but the computer displays HSBC Bank Note: If the name is different to the ones above, note the bank account and sort code in Application Notes
6.8	Building Soc Ref	If the number provided by the claimant is the same as the account number, leave this field blank
6.9	Name of bank or building society	Enter the name of the bank or building society provided on the claim form
N/A	Branch	Enter if provided on the claim form
Appointee	Appointee	Select ‘Ap’ on the toolbar menu and enter the details if they have been provided on the claim form
N/A	Continue	Click on the [Continue] button to go to the Summary Information screen

Summary Information screen on the computer

Claim form number	Corresponding field in Capture Application	Notes
Claim form stamp date	Date Application Received	Can be amended if a form TC648 advises you to use a different received date for the claim
Declaration	All Signatures Present	Select if the claimant(s) have signed the form
N/A	Application notes	Enter the following ‘ QN01 - MAN CAP’ And Any other relevant notes using the Standardised Messages
N/A	Application Effective Date	Can be amended if there is an effective date given on the form TC648
Attachment or note on form	Special Needs	Enter the appropriate note from the Standardised Messages if the claimant states they require their notices in Welsh, Braille or Large Print
N/A	OK	If the appointee details are present Click on the [Store] button Otherwise If you have all the information, click on the [Process] button Or If you do not have all the information, click on the [Store] button Note: If you are capturing the claim from an old claim form you must always click on the [Store] button
N/A	N/A	Go back to the guidance in Capturing A New Claim for instructions on how to send the claim form and any attachments to storage

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