Adding A Child (AG)

• For the child that has joined the household for the first time

• Surname. As shown on the birth certificate
   
• Forename(s). As shown on the birth certificate
   
• Date of birth (DOB)
   
• Date the claimant first notified us of the change

• Date responsibility started

Note: The date responsibility started is the actual date that the claimant became responsible for a child. For example, the child’s DOB, or the date that a child joined the household for the first time

• Date the child joined the household for the first time

Then

• If the child is not a new born baby

• Who previously had responsibility for the child
   
• What is the name, address and, if known the NINO of that person
   
• What is the Child Benefit reference number for that child. And if they do not have one, why they do not have one
   
• If the claimant is unable to give a satisfactory answer to the first two questions

• Tell them they must send you the birth certificate or adoption papers with a note advising you of their name, address and NINO

And also

• The name, address and if known, the NINO of the person who previously had responsibility for the child

Note: If the claimant notifies you that the child has been placed in their care by the Local Authorities, you must decide whether or not the child can be included as part of the household. Follow the guidance in Child Tax Credit Entitlement

Then

• If the child has joined a household with two adults for the first time

• Who will be the main carer of the child
   
• The bank account details of the main carer
   
• Preferred pay frequency

• Then, if any of the following other child signals are relevant to the child you should also obtain the start date for the appropriate signal(s). For example

• Disability Start Date
   
• DLA (HCC) Start Date
   
• In Childcare Start Date
   
• Connexions Start Date
   
• Full Time Education Start Date

• If you have not been provided with all the information, go to step 2
   
• If you have been provided with all the information and the child lives in the UK, go to step 3
   
• If you have been provided with all the information and the child does not live in the UK
   
• Send form TC649 noted ‘Right to reside – Change of Circumstances’ by Tax Post to the Right To Reside team (This text has been withheld because of exemptions in the Freedom of Information Act 2000)

Then

• Go to step 16

• If you are unable to contact the claimant by telephone or you cannot obtain the claimants telephone number, send form TC664 to the claimant for the missing information
   
• If you cannot obtain the missing information after following the normal reminder cycle, go to step 16
   
• If you obtain the missing information and the child lives in the UK, go to step 3
   
• If you obtain the missing information and the child does not live in the UK

• Send form TC649 noted ‘Right to reside – Change of Circumstances’ by Tax Post to the Right To Reside team (This text has been withheld because of exemptions in the Freedom of Information Act 2000)

Then

• Go to step 16

• Post award and the change relates to An unfinalised current year (CY) or previous year (PY) award

• Use Function AMEND APPLICATION choosing the Change of Circumstances option
   
• Go to the Applicant Details screen

Note: If you are taken to the Select Application screen, this will mean that there is more than one claim for this claimant. For example, cases where a household breakdown has occurred and the claimant has re-applied. If you are taken to the Select Application screen, select the claim(s) affected by this change. You will then be taken to the Applicant Details screen
 

Then

• Go to step 5

• A finalised PY award

Note: You must have followed the guidance in Establish If A Change Can Be Made before applying this change

• Use Function AMEND APPLICATION choosing the Correction option
   
• Go to the Applicant Details screen

Note: If you are taken to the Select Application screen, this will mean that there is more than one claim for this claimant. For example, cases where a household breakdown has occurred and the claimant has re-applied. If you are taken to the Select Application screen, select the claim(s) affected by this change. You will then be taken to the Applicant Details screen

Then

• Go to step 5

• Pre award

• Use Function AMEND APPLICATION choosing the Change of Circumstances option
   
• Go to the Free Format screen

Then

• Go to step 4

• Reason for the change. For example, ‘A child to be added to the claim for the first time’
   
• Child’s surname
   
• Child’s forename
   
• Child’s DOB
   
• Responsibility start date
   
• Date claimant notified us of the child
   
• Date that the child joined the household for the first time

And, if the child is not a new born baby

• Who previously had responsibility for the child
   
• What is the name, address and NINO of that person
   
• What is the Child Benefit reference number for that child. And if they do not have one, why they do not have one

And, where appropriate

• The name of the main carer
   
• The bank account details for the main carer
   
• Preferred pay frequency
   
• Disability start date
   
• DLA (HCC) start date
   
• Childcare start date
   
• Connexions start date
   
• Full Time Education start date

Then

• Click on the [OK] button
   
• Take no further action

• Go to the Child Details screen

Note: If the child is already listed on the claim, you must follow the guidance in Child / Young Person Returning To Household instead of following this guidance

• Click on the [New] button. You will be taken to the New Child Details screen
   
• Enter the appropriate child’s surname and forename
   
• Enter the DOB
   
• Tab down to the next field

Then

• Go to step 6

• After the child’s DOB

• In the Responsibility Start Date field, change the date to the actual date the responsibility for the child started
   
• Click on the [OK] button. You will be taken back to the Child Details screen

Then

• Go to step 7

Note: The start date of responsibility is the actual date that the claimant(s) became primarily responsible for the child. For example, If a child or young person joins the family, the start date of responsibility is the date that the child actually joined the family

Example: Adopted Child

The effective date of the initial claim is 05/04/2007

The claimant notifies us on 01/03/2008 that another child has joined the family on 01/02/2008. The DOB of the child is 01/01/2008

In this example the responsibility start date is after the DOB, we would only pay Child Tax Credit (CTC) from the date that the child joined the family. To prevent payment starting from the child’s DOB, you must enter the actual date that the child joined the family, 01/02/2008 in the Responsibility Start Date field
 
Example: Older Child Joins Family

The effective date of the initial claim is 01/01/2008

The claimant notifies us on 01/03/2008 that another child has joined the family on 15/02/2008. The DOB of the child is 18/12/1996

In this example the responsibility start date is after the DOB, we would only pay CTC from the date that this child joined the family. To prevent payment from automatically being backdated to the effective date of the award, you must enter the actual date that the child joined the family, 15/02/2008 in the Responsibility Start Date field

• The same as the DOB of the child

• Click on the [OK] button. You will be taken back to the Child Details screen

Then

• Go to step 7

• More than 3 months prior to today’s date, go to step 8
   
• Within 3 months of today’s date

And

• There are other child signal start dates to action, go to step 10

Otherwise

• If the new child added to the claim is the first child recorded on the claim, go to step 14

Or

• If the new child added to the claim is not the first child recorded on the claim, click on the [OK] button. You will be taken to the Amend Finish screen. Go to step 15

• If the claimant notified you about the child within 3 months of the responsibility start date, payment can be backdated for the child

• Change the date in the responsibility Include From field to the same date as the date in the Responsibility Start Date field. To do this, go to step 9

For example: A claimant tells us on 01/02/2008 that a baby was born on 01/01/2008. Today’s date is 01/06/2008. The date in the responsibility Include From field must be changed to 01/01/2008. The responsibility effective date will be backdated to 01/01/2008 and payment will be considered from this date

• If the claimant did not notify you about the child within 3 months of the responsibility start date, payment must be restricted to 3 months prior to the date notified

• Change the date in the responsibility Include From field to a date that is exactly 3 calendar months prior to the date notified. To do this, go to step 9

For example: A letter is received from a claimant with a received from date stamp of 14/05/2008, which is 2 weeks prior to today’s date of 28/05/2008. The computer will set the date in the responsibility Include From field to 28/02/2008. You must change the date in the responsibility Include From field to 3 calendar months prior to the notification date of the child, which is 14/02/2008

• If the date notified is earlier than today’s date and the responsibility start date is more than 3 months from today’s date, the date in the responsibility Include From field will be incorrectly set by the computer

• Change the date in the responsibility Include From field to a date that is exactly 3 calendar months prior to the date notified. To do this, go to step 9

For example: A letter is received from a claimant with a received from date stamp of 14/05/2008, which is 2 weeks prior to today’s date of 28/05/2008. The computer will set the date in the responsibility Include From field to 28/02/2008. You must change the date in the responsibility Include From field to 3 calendar months prior to the notification date of the child, which is 14/02/2008

Note: If a child joins the family today and you are notified of this today, the date in the responsibility Include From field will be set correctly by the computer and you will not need to amend it

• If there are other child signal start dates to action, go to step 10

Otherwise

• If the new child added to the claim is the first child recorded on the claim, go to step 14

Or

• If the new child added to the claim is not the first child recorded on the claim, click on the [OK] button. You will be taken to the Amend Finish screen.  Go to step 15

• Click on the appropriate child to highlight it
   
• Click on the [Correction] button. You will be taken to the Correction Child screen
   
• Click on the Responsibility History checkbox
   
• Click on the [History] button. You will be taken to the History screen
   
• Click on the appropriate entry to highlight it
   
• Click on the [Change] button. You will be taken to the Change screen
   
• Enter the appropriate date in the Include From field
   
• Tab down to the next field

Note: The [OK] button will be disabled until you tab down to the next field

• Click on the [OK] button. You will be taken back to the History screen
   
• Click on the [OK] button. You will be taken back to the Correction Child screen
   
• Click on the [OK] button. You will be taken back to the Child Details screen

• If there are other child signals, go to step 10

Otherwise

• If the new child added to the claim is the first child recorded on the claim, go to step 14

Or

• If the new child added to the claim is not the first child recorded on the claim, click on the [OK] button. You will be taken to the Amend Finish screen. Go to step 15

• Click on the appropriate child to highlight it
   
• Click on the [Correction] button. You will be taken to the Correction Child screen
   
• Enter the child signal start date in the Start Date field. For example enter the date a child becomes disabled in the Disability Start Date field

Note: When you have entered the child signal start date, the computer will automatically set the date in the Include From field. This date may not be correct

For more information on correcting child signals, follow the guidance in Correcting Child Signals History Start And End Dates

Then

• Go to step 11

• More than 3 months prior to today’s date, go to step 12
   
• Within 3 months of today’s date, click on the [OK] button. You will be returned to the Child Details screen

• If the new child added to the claim is the first child recorded on the claim, go to step 14
   
• If the new child added to the claim is not the first child recorded on the claim, click on the [OK] button. You will be taken to the Amend Finish screen. Go to step 15

• If the claimant notified you about the child signal within 3 months of the signal start date, payment can be backdated

• Go to the History screen and change the date in the Include From field to the same date as the date in the Start Date field, go to step 13

For example: A claimant tells us on 01/02/2008 that a baby was born disabled on 01/01/2008. Today’s date is 01/06/2008. The date in the Include From field must be changed to 01/01/2008. The signal effective date will be backdated to 01/01/2008 and payment will be considered from this date

• If the claimant did not notify you about the child signal within 3 months of the signal start date, payment will be restricted to 3 months prior to the date of notification

• Go to the History screen and change the date in the Include From field to a date that is precisely 3 calendar months prior to the date of notification, go to step 13

Note: As the computer will not know the date of notification it may not set the correct date in the Include From field

For example: A claimant tells us on 12/08/2008 that an older child has joined the family. Today’s date is 20/08/2008. The child is 17 and has returned to FTNAE following a gap in their education. The FTNAE start date is 07/05/2008. You must change the date in the Include From field to 3 calendar months prior to the notification date of the new child. which is 12/05/2008

Note: If a child signal starts today and you are notified of this today, the date in the Include From field will be set correctly by the computer and you will not need to amend it

• If the new child added to the claim is the first child recorded on the claim, go to step 14
   
• If the new child added to the claim is not the first child recorded on the claim, click on the [OK] button. You will be taken to the Amend Finish screen. Go to step 15

• Select the appropriate child signal History checkbox
   
• Click on the [History] button. You will be taken to the History screen
   
• Click on the appropriate entry to highlight it
   
• Click on the [Change] button. You will be taken to the Change screen
   
• Enter the appropriate date in the Include From field
   
• Tab down to the next field

Note: The [OK] button will be disabled until you tab down to the next field

• Click on the [OK] button. You will be taken back to the History screen
   
• Click on the [OK] button. You will be taken back to the Correction Child screen
   
• Click on the [OK] button. You will be taken back to the Child Details screen

• If the new child added to the claim is the first child recorded on the claim, go to step 14
   
• If the new child added to the clam is not the first child recorded on the claim, click on the [OK] button. You will be taken to the Amend Finish screen. Go to step 15

• Select 'PM1' or 'PM2' as appropriate on the toolbar menu. You will be taken to the Payment Details - Applicant 1 or Applicant 2 screen
   
• Select the Applicant 1 or Applicant 2 checkbox as appropriate in the Main Carer field
   
• Select the Frequency checkbox, as appropriate, in the Main Carer field
   
• Enter the bank account details for the main carer, if appropriate in the Bank Details field
   
• Click on the [OK] button. You will be taken to the Amend Finish screen
   
• Go to step 15

• Enter the date the notification of the change was received
   
• Select the relevant source, for example, ‘Paper’ from the Source drop down menu
   
• Enter the reason for the change as ‘Change of Circumstances’
   
• Click on the [OK] button

• If the message ‘S18 Refinalisation Rules – Potential inappropriate refinalisation for CCYY–CCYY. If you have the authority to refinalise under S19, S20 or S21 of the Tax Credit Act 2002 or due to an appeal decision. Press OK to process the change or Cancel’ displays

• The changes you are making will re-finalise the claim, follow the guidance in Establish If A Change Can Be Made before making any changes

Then, if you can make the change

• Click on the [OK] button on the message
   
• Go to step 16

• If the message ‘S18 Refinalisation Rules – Actual Income for CCYY-CCYY is required. This change will not be accepted’ displays

• You will not be able to make the change because the PY actual income is required, follow the guidance in Establish If A Change Can Be Made before making any changes

Then, if you can make the change

• Click on the [OK] button on the message
   
• Go to step 16

• If the message ‘S18 Refinalisation Rules – You do not have the authority to refinalise CCYY-CCYY. This change will not be accepted. Please refer to the appropriate team’ displays

• The changes you are making will refinalise the claim
   
• Click on the [Cancel] button. You will be taken to the Amend Application Details screen
   
• Click on the [Cancel] button
   
• When the message ‘All changes to the application will be lost for this session, do you wish to proceed?’ displays, click on the [Yes] button
   
• Pass the case to a Level 2 User or your manager. For more information on Level 1 and Level 2 users, see Level 1 and Level 2 User Roles
   
• Take no further action

• If none of the above messages display, go to step 16

• Step 2

‘ NC45 - Unable to add a child & contact clmt, still need child's DOB. Corre rec (DD/MM/YY) from (source)‘

Or

‘ NC92 - TC649 to * European Economic Area (EEA) team/*Right to reside team(*delete as appropriate) on DD/MM/YY‘

• Step 15

‘ NC41 - COC New CH (name/DOB) added. Corre rec (DD/MM/YY) from (source)‘

Or

‘ NC42 - COC New CH (name/DOB) added, DOR started (DD/MM/YY). Corre rec (DD/MM/YY) from (source)‘

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 Maintain Household Notes