Death Of A Child Action On Priority 1 Team (AG)

• Current year (CY) or an unfinalised award, go to step 2
   
• Finalised Previous Year (PY) follow the guidance in S19 – Priority 1 Or Mismatch Team Change Of Circumstances
   
• Finalised Previous Year minus 1 (PY-1) or earlier follow the guidance in PY-1 changes: Consider PY-1 Or Earlier Changes

Then, if you can continue to process the claim

• Go to step 3

• Enter the claimant's NINO
   
• Click on the [All] checkbox
   
• Click on the [OK] button

Then

• Check for Compliance activity. Follow the guidance in Identifying Compliance Activity
   
• If there is no Compliance activity and you are dealing with a verification failure or a change of circumstances

• Check for identity fraud. Follow the guidance in Identity Fraud
   
• Check if the claim is a Complex Case

• To do this, use Function VIEW APPLICATION to check if the Complex Case signal has been set. If it has been set, refer the claim to the European Economic Area (EEA) Team TCO (This text has been withheld because of exemptions in the Freedom of Information Act 2000)

• Check for any entries in the Application Notes field in Function CAPTURE APPLICATION, or Function MAINTAIN HOUSEHOLD NOTES to see if

• The claim is being dealt with by the European Economic Area Team. If there is an entry, refer the claim to the European Economic Area Team (This text has been withheld because of exemptions in the Freedom of Information Act 2000)(This text has been withheld because of exemptions in the Freedom of Information Act 2000)
   
• The claim is being dealt with by the Tax Credits Quality Assurance Team (formerly known as Service Accuracy Monitoring Team (SAMT)). If there is an entry, contact the team (This text has been withheld because of exemptions in the Freedom of Information Act 2000)  to see whether you can continue to process the claim
   
• There are any messages that may affect the action you are going to take. If there are any messages, take the appropriate action as specified in the message. For example, ‘Do not update the address’ from the Internal Governance (Criminal Investigations) Corrections Team (formerly BIO Corrections Team)

Then

• If you can continue to process the claim, go to step 3

• Free Format screen is displayed, go to step 4
   
• Select Award screen is displayed, click on the latest award and go to step 6
   
• Applicant Details screen is displayed, go to step 6

• If the deceased child is already shown on the claim enter

• Name of deceased child
   
• Date of death
   
• Source of information
   
• Enter a note to state

‘All worklist entries are to be dealt with by the Priority 1 Team only’

• If the deceased child is not already shown on claim enter
   
• Reason for the change. For example, ‘A child to be added to the claim for the first time’
   
• Name of deceased child
   
• Date of birth
   
• Date of death
   
• Date of notification
   
• Source of information
   
• Childcare details
   
• Enter a note to state that ‘All worklist entries are to be dealt with by the Priority 1 Team only’
   
• Responsibility start date
   
• Date claimant notified us of the child to be added to the claim
   
• Disability start date
   
• DLA (HCC) start date
   
• Childcare start date
   
• Connexions start date
   
• Full Time Education start date

Then

• Click on the [OK] button
   
• Go to the Summary Information screen and record
   
• Details of the information received 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

Then

• Go to step 5

• Goes straight to award, access the ‘Unprocessed Change of Circumstances’ Work List to apply the change and then, go to step 6
   
• Does not go straight to award, check for verification failures

• On the function menu select ‘Application’, then select ‘Verification Failures’ from the drop down list
   
• If there are any high risk verification failures follow the relevant guidance in the manual to clear the failure

Note: If there is a verification failure 2b and there is suspicion about the claim then transfer the item to MU 262104 (Compliance)

Note: If the claim is from the genuine person then compliance will return the item within two days

Then

• Go to step 6

• If the details of the deceased child are already recorded

• Go to the Correction Child screen
   
• Enter the date of death of the child

Then

• Go to step 7

• If the details of the deceased child are not already recorded

• Go to the New Child Details screen
   
• Enter the child's details
   
• Click on the [OK] button
   
• Go to the Correction Child screen
   
• Enter the date of death of the child

Then

• Go to step 7

• Are being paid by the claimant and the death of the child

• Will alter those payment details, go to step 8
   
• Will not alter those payments, go to step 9

• Have not been made by the claimant, go to step 9

• Go to step 9

• Click on the Manual Correspondence - Yes checkbox
   
• Click on the [OK] button. You will be taken to the Amend Finish screen

Then

• Go to step 10

Note: You must set the Manual Correspondence signal to ensure that the form TC602 does not get issued to the claimant, as it contains information that could be seen as insensitive at this time

• Enter the date the notification of the change was received
   
• Enter the source from which the change was notified (for example, telephone call)
   
• Enter the reason for change
   
• Click on the [OK] button. The computer will automatically accept the amendments and will apply the change from the effective date

Note: The amendments you have made in this function will not be applied until you complete the Amend Finish screen and 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

• Issue form TC662
   
• 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

• Issue form TC662
   
• 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

• Issue form TC662
   
• Go to step 11

‘ NP01 – CBO notification received. Child (insert details) died on (DD/MM/YY) System updated. Do not remove manual corre marker. TC662 issued’

‘ NP02 – Letter received. Child (insert details) died on (DD/MM/YY). System updated. Do not remove manual corre marker. CBO notified by E form. TC662 issued’

Then, selecting the General category, also record the following as a Retained note (by clicking on the retained notes box)

‘Child (insert details) died on (DD/MM/YY)’

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

• Send any correspondence to storage following the guidance in Preparing And Sending Documents For Storage