Childcare Provider Details - Correcting Or Changing Existing Details (AG)

 

To correct or change existing childcare provider details, consider steps 1 to 18 below. The guide is presented as follows

Initial actionSteps 1 – 2
Contact the claimantStep 3
Check statusSteps 4 - 6
Pre award change to existing childcare provider’s name, approving body or registration numberStep 7
Post award change to existing childcare provider’s name, approving body or registration numberStep 8
Change to existing childcare provider’s addressSteps 9 - 14
Amend FinishStep 15
Update Application NotesStep 16
Update Household NotesStep 17
Send to storageStep 18

Go to top of page  Initial action
 
1Before making any changes to the claim, follow the guidance in Establish If A Change Can Be Made
Then
  • If the change(s) can be made, go to step 2
2Has the claimant supplied the following relevant information
  • Name
     
  • Address
     
  • Approving body
     
  • Registration number
  • No, go to step 3
     
  • Yes, go to step 4

Go to top of page  Contact the claimant
 
3Contact the claimant by telephone for the missing information. Follow the guidance in Contacting The Claimant
  • If you are able to contact the claimant by telephone and obtain all the missing information, go to step 4
     
  • If you are unable to contact the claimant by telephone, send form TC664 to the claimant for the missing information
  • If you obtain all the missing information, go to step 4
     
  • If you do not obtain all the missing information after following the normal reminder cycle
If you are dealing with a

Go to top of page  Check status
 
4Use Function AMEND APPLICATION selecting the ‘Correction’ option
  • 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 Applicant Details screen
Note: If you are taken to the Select Application screen, click on the claim(s) affected by this change or correction to highlight it and then click on the [OK] button. You will then be taken to the Applicant Details screen

Note: If the claim is pre award, the message ‘Details must be recorded in the Capture Application Function. Do you wish to proceed?’ will display. Click on the [Yes] button and you will then be taken to the Applicant Details screen
  • If the claim is pre award, go to step 5
     
  • If the claim is ‘Withdrawn’ or ’Rejected’
Note: Do not amend any details or update Application Notes as this will resurrect the claim
  • Invite the claimant to make a new claim with the amended information on. Follow the guidance in Invite Fresh Claim
Then
  • Go to step 18
     
  • If the claim is post award, go to step 6
5On the Applicant Details screen
  • Select ‘CC’ on the toolbar menu. You will be taken to the Childcare screen
     
  • Click on to highlight and then double click on the childcare provider the change or correction is to be applied to. You will be taken to the Amend Childcare Provider screen
  • If the change has not already been applied and it relates to
  • The existing childcare provider’s name, approving body or registration number, go to step 7
     
  • The existing childcare provider’s address, go to step 9
     
  • Both the existing childcare provider’s name, approving body or registration number and the existing childcare provider’s address, go to step 7
     
  • Any other changes. Follow the guidance in Childcare Changes And Assessing Childcare
  • If the change has already been applied, go to step 16
6On the Applicant Details screen
  • Select ‘CC’ on the toolbar menu. You will be taken to the Childcare Details screen
     
  • Click on the childcare provider the change or correction is to be applied to
     
  • Click on the [Change] button. You will be taken to the Change Childcare Provider screen
  • If the change has not already been applied and it relates to
  • The existing childcare provider’s name, approving body or registration number, go to step 8
     
  • The existing childcare provider’s address, go to step 9
     
  • Both the existing childcare provider’s name, approving body or registration number and the existing childcare provider’s address, go to step 8
     
  • Any other changes, follow the guidance in Childcare Changes And Assessing Childcare
  • If the change has already been applied, go to step 17

Go to top of page  Pre award change to existing childcare provider’s name, approving body or registration number
 
7On the Amend Childcare Provider screen
  • Make the necessary change(s) to the childcare provider name, approving body or registration number by overtyping the current details with the new details
     
  • Click on the [OK] button. You will be taken back to the Childcare screen
  • If you need to change the address as well, go to step 9
Otherwise
  • Select ‘Sm’ on the toolbar menu. You will be taken to the Summary Information screen
     
  • Go to step 16

Go to top of page  Post award change to existing childcare provider’s name, approving body orregistration number

 

8On the Change Childcare Provider screen
  • Make the necessary change(s) to the childcare provider name, approving body or registration number by overtyping the current details with the new details
     
  • Click on the [OK] button. You will be taken to the Childcare Details screen
  • If you need to change the address as well, go to step 9
Otherwise
  • Click on the [OK] button. You will be taken to the Amend Finish screen
     
  • Go to step 15

Go to top of page  Change to existing childcare provider’s address
 
9Click on the [Address] button. You will be taken to the Address Change screen. On this screen either a Quick or an Advanced address search can be carried out

Note: To use the Quick search facility both the Postcode and House ID (either the house name or number) must be known

Note: The Advanced search facility is used when the information required to complete a Quick search is not present or if the Quick search has been unsuccessful. To use the Advanced search facility, the first and second address line fields must be completed
  • To carry out a Quick search, go to step 10
     
  • To carry out an Advanced search, go to step 11
10To use the Quick search
  • Enter the Postcode and House ID in the appropriate fields
     
  • Click on the [Quick] button
  • If the Address Wizard finds at least 1 match. You will be taken to the Select Address screen, go to step 12
     
  • If the message ‘There are more than 25 matching addresses’ displays, click on the [OK] button. You will be taken to the Select Address screen, go to step 12
     
  • If the message ‘There are no matching addresses’ displays, click on the [OK] button. You will be taken to the Address Change screen, go to step 11
11Note: To increase the chance of a successful match enter the house name or number followed by the street or road name in the first address line field and then enter either the postal town or city name in the second address line field

To use the Advanced search
  • Enter the address details provided in the appropriate fields
     
  • Click on the [Advanced] button
  • If the message ‘There are no matching address’ displays, click on the [OK] button and redefine your search. If further searches are unsuccessful and you are dealing with
  • A pre award claim, go to step 13
     
  • A post award claim, go to step 14
  • If the Address Wizard finds at least 1 match. You will be taken to the Select Address screen, go to step 12
     
  • If the message ‘There are more than 25 matching addresses’ displays, click on the [OK] button. You will be taken to the Select Address screen, go to step 12
12If the correct address
  • Displays, click on the correct address to highlight it. The complete address will display in the Address Details field
  • If you are dealing with a pre award claim
  • Click on the [OK] button. You will be taken back to the Amend Childcare Provider screen
     
  • Click on the [OK] button. You will be taken back to the Childcare screen
     
  • Select ‘Sm’ on the toolbar menu. You will be taken to the Summary Information screen
     
  • Go to step 16
  • If you are dealing with a post award claim
  • Click on the [OK] button. You will be taken back to the Change Childcare Provider screen
     
  • Click on the [OK] button. You will be taken back to the Childcare Details screen
     
  • Click on the [OK] button. You will be taken to the Amend Finish screen
     
  • Go to step 15
  • Does not display
  • Click on the [Cancel] button. You will be taken back to the Address Change screen
     
  • Go back to step 11 to redefine your search
  • Does not display and you have already redefined your search
  • If you are dealing with a pre award claim
  • Click on the [Cancel] button. You will be taken to the Address Wizard
     
  • Go to step 13
  • If you are dealing with a post award claim
  • Click on the [Cancel] button. You will be taken to the Address Change screen
     
  • Go to step 14
13On the Address Wizard, in the Address field
  • Enter the new address and postcode, as appropriate
Or
  • Correct or change the existing address by overtyping the current details with the new details
Then
  • Click on the [OK] button. You will be taken to the Amend Childcare Provider screen
     
  • Click on the [OK] button. You will be taken to the Childcare screen
     
  • Select ’Sm’ on the toolbar menu. You will be taken to the Summary Information screen
     
  • Go to step 16
14On the Address Change screen
  • Enter the new address and postcode as appropriate
Or
  • Correct or change the existing address by overtyping the current details with the new details
Then
  • Click on the [OK] button. You will be taken to the Change Childcare Provider screen
     
  • Click on the [OK] button. You will be taken to the Childcare Details screen
     
  • Click on the [OK] button. You will be taken to the Amend Finish screen
     
  • Go to step 15

Go to top of page  Amend Finish
 
15On the Amend Finish screen
  • Enter the date the notification of the change was received
     
  • Enter the source of the change, for example telephone or paper
     
  • Enter the reason for the change
     
  • Click on the [OK] button. The computer will now automatically accept the change(s)and will apply the change(s) at the effective date
Note: The changes you have made in this function will not be applied until you complete the Amend Finish screen
  • 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

Then, if you can make the change

  • Click on the [OK] button on the message
     
  • Go to step 17
  • If the message ‘S18 Refinalisation Rules – Actual Income for CCYY-CCYY is required. This change will not be accepted’ displays

Then, if you can make the change

  • Click on the [OK] button on the message
     
  • Go to step 17
  • 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 17

Go to top of page  Update Application Notes
 
16On the Summary Information screen, enter the following appropriate message in the Application Notes field
  • ‘ NC82 - COC corre re (details), info already on system. Corre rec (DD/MM/YY) from (source) sent to storage’
     
  • ‘ 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)’
     
  • ‘ NC84 - (Form number or letter) not received. 14 day BF date has expired. Reminder issued to (clmt 1/clmt 2)’
     
  • ‘ NC85 - (Form number or letter) not received. 28 day reminder cycle has expired. Case sent to storage’
     
  • ‘ NC57 - Changed Childcare Provider name/address/approving body/registration number [delete as appropriate] (enter details of changes). (Include date notified and the date(s) the change actually occurred)’
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
  • Click on the [OK] button
  • If the message ‘Application will be processed. Do you wish to proceed?’ displays, click on the [Proceed] button. Take no further action
     
  • If the message ‘The information captured is incomplete. This application will be rejected’ displays
Or
  • If the message ‘The information captured indicates that the application maybe ineligible. This application maybe rejected’ displays, click on the [Store] button. Take no further action

Go to top of page  Update Household Notes
 
17Use Function MAINTAIN HOUSEHOLD NOTES and select the ‘General’ category to record the following, as appropriate

Note: The message you need to record will be dependent on what action you have taken
  • ‘ NC82 - COC corre re (details), info already on system. Corre rec (DD/MM/YY) from (source) sent to storage’
     
  • ‘ 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)’
     
  • ‘ NC84 - (Form number or letter) not received. 14 day BF date has expired. Reminder issued to (clmt 1/clmt 2)’
     
  • ‘ NC85 - (Form number or letter) not received. 28 day reminder cycle has expired. Case sent to storage’
     
  • ‘ NC57 - Changed Childcare Provider name/address/approving body/registration number [delete as appropriate] (enter details of changes). (Include date notified and the date(s) the change actually occurred)’
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 18

Go to top of page  Send to storage
 
18Send the correspondence to storage. Follow the guidance in Preparing And Sending Documents For Storage

 

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