Correcting A Child's Date Of Birth (AG)

Check that you have been provided with the following information for the child

• Surname
   
• Forename
   
• Correct date of birth (DOB)

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

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

Follow the guidance in Contacting The Claimant

• If you obtain the missing information, go to step 3
   
• If you are unable to contact the claimant by telephone or you cannot obtain the claimants telephone number, send form TC609 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

And then

• Go to step 5

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 the Select Application screen is displayed, you must select the claim(s) affected by this change. You will then be taken to the Applicant Details screen

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

• Go to the Children screen
   
• Double click on the appropriate child. The Amend Child Details screen will display
   
• Enter the correct child’s DOB
   
• Click on the [OK] button. You will be returned to the Children screen
   
• Click on the [OK] button. The details will then be stored
   
• Go to step 12

• In the Applicant Details screen
   
• Go to the Child Details screen
   
• Click on the appropriate child to highlight it

Note: If the DOB originally captured makes the child aged 21 or over, the child will not show in Function AMEND APPLICATION. This means you will not be able to follow this guidance. Follow the guidance in Incorrect Date Of Birth Makes A Child Aged 21 Or Over

• Click on the [Correction] button. The Correction Child screen will display
   
• Compare the date in the Responsibility Start Date field with the current, incorrect DOB. If the date in the Responsibility Start Date field is later than the DOB, make a written note of the date in the Responsibility Start Date field

Note: If a DOB correction relates to a child who joined the claimant’s family part way through an award period, you will need to enter this date after you have corrected the DOB

• Select the Responsibility History checkbox
   
• Click on the [History] button. The History screen will display
   
• Compare the date in the Responsibility Start Date field with the date in the Include From field. If the date in the Include From field is later than the date in the Responsibility Start Date field, make a written note of the date in the Include From field

Note: If the date in the Include From field is later than the date in the Responsibility Start Date field, this means that a restriction was previously applied following a change of circumstances

• Click on the [Cancel] button. You will be returned to the Correction Child screen
   
• Enter the child’s correct DOB

Note: When you correct the child’s DOB and tab down from the DOB field, the date in the Responsibility Start Date field will automatically be set to the same date as the DOB

• Go to Step 6

• If the date in the Responsibility Start Date field is after the DOB of the child

• Enter the actual responsibility start date in the Responsibility Start Date field

Note: This date will be the date in the Responsibility Start Date field that you made a written note of in step 5

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

Then

• Go to step 7

For example

The incorrect child’s DOB is 01/06/98. The child’s correct DOB is 01/05/98. The child joined the family on 20/01/04

In this example, as the responsibility start date 20/01/04 is after the child’s DOB, we would only pay CTC from the date that the child joined the family. You must overwrite the date, 01/05/98 which was set by the computer and enter the actual date that the child joined the family, which is 20/01/04 in the Responsibility Start Date field

• If the date in the Responsibility Start Date field is the same as the DOB for the child

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

Then

• Go to step 7

Note: The computer will automatically set the date in the Responsibility Include From field. This date may not be correct

• Within 3 months of today’s date, go to step 10

• Not within 3 months of today’s date, go to step 8

Note: If the date in the Responsibility Start Date field is more than 3 months from today’s date, the date in the Include From field will be restricted by the computer to a maximum of 3 months prior to today’s date. You must correct the date in the Include From field

• If the date in the Include From field was later than the date in the Responsibility Start Date field at step 5, change the date in the Include From field to

• The date in the Include From field that you made a written note of at step 5. Go to step 9

Note: This date is a backdate restriction that was previously applied following a change of circumstances. For example, when a child was added to the family, but the claimant failed to notify us within 3 months and the date in the Include From field was set to precisely 3 calendar months prior to the date notification of the change was received

• If the date in the Include From field was the same as the date in the Responsibility Start Date field at step 5

• The date in the Include From field will be the same date as the Responsibility Start Date. Go to step 9

• To correct the Responsibility Include From date
   
• Click on the appropriate child to highlight it
   
• Click on the [Correction] button. The Correction Child screen will display
   
• Select the Responsibility History checkbox
   
• Click on the [History] button. The History screen will display
   
• Click on the appropriate entry to highlight it
   
• Click on the [Change] button. The change screen will display
   
• Enter the date in the Include From field
   
• Click on the [OK] button. You will be returned to the History screen
   
• Go to step 10

The other child signals are

• Disabled

• DLA (HCC)

• In Childcare

• Connexions

• Full Time Education

To correct the dates in the other child signal Start Date fields and Include From fields

Follow the guidance in Correcting Child Signals History Start And End Dates

And, when you have corrected those child signal dates

• Go to step 11

• Enter the date the notification of the change was received
   
• Select ‘Paper’ from the Source drop down menu
   
• Enter the reason for the change as ‘Change of Circumstances’

Then

• 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 12

• 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 12

• 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 12

• Pre award. Use Function CAPTURE APPLICATION to record the action you have taken in the Application Notes field

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

• Post award. Use Function MAINTAIN HOUSEHOLD NOTES to record the action you have taken

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 or refer to Standardised Messages

And, when you have recorded the action you have taken

• Go to step 13

Follow the guidance in Preparing And Sending Documents For Storage