Incorrect Date Of Birth Makes A Child Aged 21 Or Over (AG)

To deal with a date of birth (DOB) change where the child does not display in Function AMEND APPLICATION, consider steps 1 to 1 4 below. The guide is presented as follows

Initial action	Step 1
Check CBOL for child details	Steps 2 - 4
Contact claimant	Step 5
Check View Application	Step 6
Check if corrective action has been taken	Step 7
Apply the correction	Step 8
Check the responsibility start date	Step 9
Consider the Include From date	Step 10
Changing the Include From date	Step 11
Complete the Amend Finish screen	Step 12
Update household notes	Step 1 3
Send to storage	Step 1 4

Initial action

Note: Before making any changes to the claim, you must follow the guidance in Establish If A Change Can Be Made

Check that you have been provided with the following information

Child’s surname
Child’s forename
Correct DOB for the child
Date claimant became responsible for the child

For example: A new baby’s DOB or the date an older child joined the family

Note: If the child was on the original version of the claim, the Responsibility Start Date will be the same as the DOB

If you have been provided with all the information, go to step 6

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

Check CBOL for child details

To check for the child’s name and DOB

Use Function VIEW APPLICATION
Go to the Children screen

And

Make a written note of the Child Benefit reference number(s)

Then

Access Child Benefit On Line (CBOL) and use CBO004 (dialogue 4)
Enter the Child Benefit reference number(s)

And

Press F4 to access the Child Details screen

Note: If more than one Child Benefit reference number has been provided, you must try all the numbers

If a record is found, make a written note of the missing details for the child with the incorrect DOB and then go to step 6

Note: If the date of responsibility for the child on CBOL conflicts with what the claimant has told us, you must take the information from the claimant as correct

If no record is found, go to step 3

In CBOL use CBO006 (dialogue 6) to trace the correct Child Benefit reference number. To do this

Enter the claimant's NINO

Note: This will usually be the mother’s NINO, but you may have to try both NINOs in a 2 person claim

Press Enter

If a Child Benefit reference number is not found, go to step 5

If a Child Benefit reference number is found, make a written note of the Child Benefit reference number and then go to step 4

In CBOL use CB004 (dialogue 4)

Enter the Child Benefit reference number(s)

And

Press F4 to access the Child Details screen

If a record is found, make a written note of the name and DOB of the child and then go to step 6

If no record is found, go to step 5

Contact claimant

Contact the claimant by telephone for the missing information you need

Follow the guidance in Contacting The Claimant

If you obtain the missing information, go to step 6
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 6

If you cannot obtain the missing information after following the normal reminder cycle, go to step 1 3

Check View Application

Use Function VIEW APPLICATION to check if the child has been added to the latest claim with the correct DOB. To do this

Go to the Children screen and compare the following details you have with the details on the computer

Child’s surname

Child’s forename

Child’s DOB

Note: If the child has already been added to the claim, there will be 2 children with the same name and one will be aged 21 or over

And, if the child is displayed more than once

Make a written note of the number of times the child is displayed

If the child has been added to the claim with the correct DOB, go to step 7

If the child has not been added to the claim, go to step 8

Check if corrective action has been taken

Use Function MAINTAN HOUSEHOLD NOTES to check if the corrective action has already been taken. If corrective action has already been taken, the following message will be in Household Notes

‘TCMZ Duplicate child over 21, child added with the correct DOB’

If this message is in Household Notes. Take no further action
If this message is not in Household Notes, go to step 1 3

Apply the correction

Use Function AMEND APPLICATION choosing the ‘Correction’ option to add the child with the correct DOB to the latest claim. To do this

Go to the Child Details screen
Click on the [New] button. The New Child Details screen will display
Enter the appropriate child’s surname and forename
Enter the child’s DOB

Then

Go to step 9

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, from where you will be able to go to the Child Details screen

Check the responsibility start date

Note: The Responsibility Start Date is the actual date that the claimant(s) became responsible for the child. For example, if a child or young person joins the family, the responsibility start date is the date that the child or young person actually joined the family

After entering the child’s DOB, check if the date in the Responsibility Start Date field set by the computer is correct. If the start date of responsibility should be

The same as the DOB of the child

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

Then

Go to step 10

After the child’s DOB. For example, an older child joins the family

Change the date in the Responsibility Start Date field to the actual date the responsibility for the child started

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

Then

Go to step 10

Example: Adopted Child

The effective date of the initial claim is 05/04/2003

The claimant notifies us on 01/03/2004 that another child has joined the family on 01/02/2004. The DOB of the child is 01/01/2004

In this example the responsibility start date is after the DOB, we would only pay Child Tax Credit (CTC) from the date that the child joined the family. To prevent payment starting from the child’s DOB, you must enter the actual date that the child joined the family, 01/02/2004 in the Responsibility Start Date field

Example: Older Child Joins Family

The effective date of the initial claim is 01/01/2004

The claimant notifies us on 01/03/2004 that another child has joined the family on 15/02/2004. The DOB of the child is 18/12/1992

In this example the responsibility start date is after the DOB, we would only pay CTC from the date that this child joined the family. To prevent payment from automatically being backdated to the effective date of the award, you must enter the actual date that the child joined the family, 15/02/2004 in the Responsibility Start Date field

Note: The computer will automatically set the date in the responsibility Include From field

Consider the Include From date

The date in the Responsibility Include From field should always be the same as the date in the Responsibility Start Date field. Check if the date in the Responsibility Include From field set by the computer is correct. To do this

In the Child Details screen
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
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 the same as the date in the Responsibility Start Date field, go to step 12

If the date in the Include From field is not the same as the date in the Responsibility Start Date field, go to step 11

Changing the Include From date

To change the date in the Responsibility Include From field

In the History screen
Click on the appropriate entry to highlight it
Click on the [Change] button. The Change screen will display
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 returned to the History screen
Click on the [OK] button. You will be returned to the Correction Child screen
Click on the [OK] button. You will be returned to the Child Details screen
Click on the [OK] button to process the claim. You will be taken to the Amend Finish screen. Go to step 12

Complete the Amend Finish screen

Go to the Amend Finish screen, if you are not already there

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 13

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 13

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 13

Update household notes

1 3

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

For example: The action you could record could be from

Step 10 – ‘Duplicate child over 21, child added with the correct DOB’

Step 6 – ‘Unable to contact claimant to confirm child’s DOB, unable to correct child details’

And, when you have recorded the action you have taken

Go to step 1 4

Send to storage

1 4

Send the correspondence to storage

Follow the guidance in Preparing And Sending Documents For Storage

Home|Main Contents|Manual Contents

Previous Page|Next Page|Top|Menu