Correcting Child Signals History Start And End Dates (AG)

Then, if the change(s) can be made

• Check that you have been provided with enough information to match the change of circumstances to the correct child, for example

• Surname
   
• Forename
   
• Date of birth
   
• Details of the correct start date and, if applicable, the correct end date relating to a child history signal

Note: If you are correcting the Full Time Education (FTE) start date, this would normally be the 1st September following the child’s 16th birthday unless there has been a gap in FTE. For more information, follow the guidance in Continuing Full-Time Non-Advanced Education

Note: For more information on correcting a child’s date of birth, follow the guidance in Correcting A Child’s Date Of Birth

• If you have not been provided with all the information required, go to step 2
   
• If you have been provided with all the information required, 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 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 10

• Enter the claimants NINO in the Key Entry Data screen

• Select the 'All' checkbox

• Click on the [OK] button

• If the claim is post award you will be taken to the Applicant 1 Details screen

Note: If you are taken to the Select Application screen. Click on the appropriate claim(s) affected by this change to highlight it, click on the [OK] button and you will be taken to the Applicant 1 Details screen

Then

• Go to step 5

• If the claim is pre-award you will be taken to the Select Application screen

• Click on the appropriate claim to highlight it

• Click on the [OK] button. You will be taken to the Applicant 1 Details screen in Function CAPTURE APPLICATION

Note: If the following message displays ‘Details must be recorded in Capture Application function. Do you wish to proceed?’, click on the [Yes] button and you will be taken to the Applicant 1 Details screen in Function CAPTURE APPLICATION

Then

• Go to step 4

• Go to the Children screen

• Double click on the appropriate child. You will be taken to the Amend Child Details screen

• Select the relevant signal checkbox and enter or delete the details in the Start Date field or End Date field, as appropriate

Note: You must select each signal checkbox in turn that is relevant

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

• Go to the Summary Information screen and enter the following in the Application Notes field, for example, ‘Child signal corrected / deleted (delete as appropriate) for resp, childcare, connexions, disabled, DLA(HCC) or FTE’

Note: You only need to specify the appropriate signal

Click on the [OK] button. The details will then be stored

• Take no further action

• Use Function VIEW APPLICATION and select the latest version of the claim. You will be taken to the Application Summary 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, click on the claim(s) affected by this correction to highlight it and then click on the [OK] button. You will then be taken to the Application Summary screen

• Select ‘VH’ on the toolbar menu. You will be taken to the View Application History screen

• Select ‘CH’ on the toolbar menu. You will be taken to the Children screen

• Click on the appropriate child to whom the correction refers to, to highlight them

• Select ‘History’ on the toolbar menu

• Select the appropriate signal from the options available

Note: The signals that are relevant to the claim will be enabled. You must select each signal in turn that is relevant to the correction.

• Check if the date in the Start Date or End Date field has already been corrected

• If the date has already been corrected, go to step 11

• If the date has not already been corrected, make a note of the date in the Include From field and then go to step 6

• Go to the Applicant Details screen

• Go to 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

• Select the appropriate signal history checkbox

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

• Click on the appropriate entry to highlight it

• If action is required to correct the date in the End Date field, go to step 8

• If action is required to correct the dates in both the Start Date and End Date fields, go to step 7 and then proceed to step 8

Note: If action is required to correct the date in the Start Date field and the new start date to be entered is later than any existing End Date, go to step 8 and then step 7

Note: If action is required to delete the whole period of history, that is the dates in the Start Date field, Include From field and / or End Date field, follow the guidance in Deleting Details That Should Not Be On The Computer

• In the History screen, click on the [Change] button. You will be taken to the Change screen

• Enter the correct date in the Start Date field. When the date in the Start Date field has been corrected, the computer will automatically pre populate the date in the Include From field, you must ensure that the date in the Include From field is the later of either

• The date that was noted in the version history at step 5

Or

• The same date as the date in the Start Date field

• Manually amend the date in the Include From field, if necessary

• If a correction is required in the End Date field, go to step 8

Otherwise

• 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

Note: If corrections are required to any other signals start or end dates for any other child, go back to step 6

• Click on the [OK] button. You will be taken to the Amend Finish screen

Then

• Go to step 9

• In the History screen, click on the [Change] button. You will be taken to the Change screen

• Enter the correct date in the End Date field, as appropriate

• 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

Note: If corrections are required to any other signals start or end dates for any other child, go back to step 6

• Click on the [OK] button. You will be taken to the Amend Finish screen

Then

• Go to step 9

• Enter the date of notification of the correction in the Received Date field, where this date is unknown use today’s date
   
• Select ‘Paper’ from the Source drop down menu

Note: If the correction has been notified through a Contact Centre (CC), select 'Telephone' from the Source drop down menu

• Select 'NTC error' or 'Applicant error', as appropriate from the Reason drop down menu
   
• 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 10

• 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 10

• 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 10

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

Note: The message you need to record will be dependent on which course of action you have taken. For example, if you followed the action in step 2, record the message for that step

• Step 2 - 'TCMZ TC609 issued to claimant for missing information'

• Step 2 – ‘TCMZ Unable to deal with the Correction as unable to contact the claimant’

• Step 7 – ‘TCMZ Start Date for resp/childcare/connexions/disabled/DLA(HCC)/FTE (delete as appropriate) signal corrected from DD-MM-CCYY to DD-MM-CCYY for child (Name)’

For example

‘Start Date/Include From date for resp signal corrected from 09-09-2003 to 23-08-2003 for child Robert’

• Step 8 – 'TCMZ End date (delete as appropriate) for resp/childcare/connexions/disabled/DLA(HCC)/FTE (delete as appropriate) signal corrected from DD-MM-CCYY to DD-MM-CCYY for child (Name)’

For example

‘Include From date for childcare signal corrected from 09-09-2003 to 23-08-2003 for child Robert’

Then

• Go to step 11