Child – Ending Responsibility For A Child / Young Person (AG)

• If the child can be excluded, go to step 2
   
• If the child cannot be excluded and

• The claim is post award, go to step 11
   
• The claim is pre award, go to step 12

• The death of a child follow the guidance in Death Of A Child Reported and send all correspondence to the Tax Credit Priority 1 CoC Team

(This text has been withheld because of exemptions in the Freedom of Information Act 2000)

Note: The Priority 1 CoC Team deals with death of a claimant and death of a child cases

• The child / young person has finished Full-time Education or Approved Training, follow the guidance in Child / Young Person Leaves Full Time Non Advance Education Or Approved Training
   
• Any other reason, go to step 3

• If the change can be made, go to step 4
   
• If the change cannot be made and

• The claim is post award, go to step 11
   
• The claim is pre award, go to step 12

• Name
   
• Date of Birth
   
• Responsibility end date
   
• Reason for exclusion from the claim
   
• If the information has been supplied, go to step 6
   
• If the information has not been supplied, go to step 5

Note: Whilst contacting the claimant check if there are any childcare charges relevant to this child / young person

• If you obtain the missing information, go to step 6
   
• If you are unable to contact the claimant by telephone or you cannot obtain all the missing information, send form TC664 to the claimant for the missing information

• If you obtain the missing information, go to step 6
   
• If you cannot obtain the missing information after following the normal reminder cycle

• We must then use the date the claimant informed HMRC of the change as the responsibility end date, go to step 6

• Post award, go to step 9 
   
• Pre award, go to Function CAPTURE APPLICATION

• Go to Summary Information screen
   
• Make a note of the effective date

• If the responsibility end date is the same / prior to the effective date of claim, go to step 7
   
• If the responsibility end date is later than effective date of claim, go to step 8

• Delete the Child Benefit reference number if there is only one child on the claim
   
• Click on the relevant child to highlight it 
   
• Select ‘Edit’ on the toolbar menu 
   
• Select ‘Delete’ from the options available 
   
• Select ‘Yes’ when the message ‘Do you want to delete the details of this child?’ displays 
   
• Go to Summary Information screen and in the Application Notes field record details of the action taken

Note:

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

Then

• Go to step 13

• When the message ‘Details must be recorded on the Free Format screen. Do you wish to proceed?’ displays, click on the [Yes] button. You will be taken to the Free Format screen
   
• Enter the reason for the change and the following details of the child or young person

• Name 
   
• Date of birth  
   
• Date the responsibility ended 
   
• Click [OK] button

Then

• Go to step 11

• On the Applicant Details screen
   
• Select ‘Ch’ on the toolbar menu. You will be taken to the Child Details screen
   
• Click on the child that the change relates to, to highlight them
   
• Click on the [Correction] button. You will be taken to the Correction Child screen
   
• Enter an end date in the Responsibility End Date field
   
• Click on the [OK] button. You will be taken back to the Child Details screen
   
• Click on the [OK] button. You will be taken to the Amend Finish screen
   
• Go to step 10

• 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 11

• 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 11

• 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 11

‘ NC35 – COC re child (Name/DOB) rec (DD/MM/YY) from (source) exclusion not appropriate’

‘ NC37 - DOR end date for (insert details) is (DD/MM/YY). Entered on system. Corre rec (DD/MM/YY) from (source)’

‘ NC83 - COC corre re (details), further info needed. UTC X 2. Letter (details) issued to (details). BF (DD/MM/YY). Corre rec (DD/MM/YY) from (source)’

‘ NC85 - (Form number or letter) not received. 28 day reminder cycle has expired. Case sent to storage’

Note:

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

Then

• Go to step 13

• Go to Summary Information screen and in the Application Notes field record details of the action taken

‘NC35 – COC re child (Name/DOB) rec (DD/MM/YY) from (source) exclusion not appropriate’

‘ NC37 - DOR end date for (insert details) is (DD/MM/YY). Entered on system. Corre rec (DD/MM/YY) from (source)’

‘NC83 - COC corre re (details), further info needed. UTC X 2. Letter (details) issued to (details). BF (DD/MM/YY). Corre rec (DD/MM/YY) from (source)’

‘ NC85 - (Form number or letter) not received. 28 day reminder cycle has expired. Case sent to storage’

Note:

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

Then

• Go to step 13