Child / Young Person Returning To Household (AG)

Then, if the change(s) can be made

• Check that you have been provided with the following information about the child or young person

• Surname
   
• Forename(s)
   
• Date of birth (DOB)
   
• Date the claimant first notified the change

For example: The date a Work List item was created, the date a letter was received notifying the TCO of the change or the date the claimant notified the change to an Enquiry Centre

• Date of responsibility

Note: The date of responsibility is the actual date that the claimant became responsible for a child or young person. For example, the child or young person's DOB or the date that the child or young person rejoined the household

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

• And, where a child or young person has returned to a household with two claimants and this child or young person is the only child or young person on the claim, check that you have been provided with the following information about the child or young person

• Who will be the main carer of the child or young person
   
• The bank account details of the main carer
   
• The preferred pay frequency

• Then, check if any child signals are relevant to the child or young person and check if the start date for the appropriate signal(s) has been provided

For example

Disability start date

DLA (HCC) start date

In Childcare start date

Connexions start date

Full Time Education start date

To do this

• Use Function VIEW AWARD
   
• Enter the claimant's NINO in the Key Entry Data screen
   
• Select the All checkbox
   
• Click on the [OK] button. You will be taken to the Award Summary screen

Note: If you are taken to the Select Award screen. Click on the appropriate award to highlight it and then click on the [OK] button. You will then be taken to the Award Summary screen

• Click on the [Applicant Details] button. You will be taken to the Applicant and Household Income screen
   
• Click on the [Qualifying Children] button. You will be taken to the Qualifying Children and Young People screen. There you will be able to see the child signals 

• If you have not been provided with all the information, go to step 2 

• If you have been provided with all the information, go to step 3

• If you obtain the missing information, go to step 3

• 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 3 

• If you cannot obtain the missing information after following the normal reminder cycle, go to step 12

• If the claim is post award

• Go to the Applicant Details screen

Note: If you are taken to the Select Application screen, this means that there is more than one claim for this claimant. For example, cases where a household breakdown has occurred and the claimant as re-applied. If you are taken to the Select Application screen, click on the claim affected by the change to highlight it and then click on the [OK] button. You will then be taken to the Applicant Details screen

• Select ‘Ch’ on the toolbar menu. You will be taken to the Child Details screen 

• Is the child or young person already on the claim

• Yes, go to step 5

• No, follow the guidance in Adding A Child instead of this guidance

• If the claim has ceased or been rejected

• Invite the claimant to submit a new claim. Follow the guidance in Invite Fresh Claim

• Take no further action

• If the claim is pre-award, go to step 4

• Reason for the change. For example, ‘Child returned to the household’

• Child’s surname

• Child’s forename 

• Child’s DOB

• Responsibility start date

• Date claimant notified TCO of the child’s return to their household

And, where appropriate

• The name of the main carer

• The bank account details for the main carer

• The preferred pay frequency

And, if there is a child signal, where applicable the

• 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

Note: The changes will be stored on the Free Format screen. Once the claim has been awarded, this will create an entry on the ‘Unprocessed Change of Circumstances’ Work List

• Within 3 months of today’s date, go to step 6

• Click on the relevant child to highlight it

• Click on the [Correction] button. You will be taken to the Correction screen

• Click on the responsibility field to enter the date responsibility started

• If there are other child signals, go to step 8

• If there are no other child signals

• Click on the (OK) button. You will be taken to the Amend Finish screen

• Go to step 10

• 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

• On the Child Details screen

• Click on the appropriate child to highlight it

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

• Enter the responsibility start date for the child
   
• 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 8

• If there are no other child signals, go to step 9

• On the Child Details screen

• Click on the appropriate child to highlight it

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

• Check if the applicable child signal(s) exist

• If it does not exist

• Enter the child signal start date in the Start Date field

• Click the [OK] button

Then

• Go to step 9

• If it does exist

• Enter the child signal start date in the 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

• Click on the [OK] button

Then

• Go to step 9

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

Notes:

• If the child returning to the household is not the only child on the claim, go to step 10

• If the child returning to the household is the only child on the claim, assign the main carer. To do this

• 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 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

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

Then

• Go to step 12

Follow the guidance in Preparing And Sending Documents For Storage