To deal with new claims that also notify you of the death of a
child or young person, consider steps 1 - 22 below. The guide is
presented as follows
| 1 | When you receive a claim
form that has Priority 1 Team clearly marked in red on the front
- Use Function CAPTURE APPLICATION to capture the claim following
the guidance in
Capture
Application
Then
Note: If a Child Benefit claim form is received
with the claim you must forward it directly to the Child Benefit
Office, following this guidance at step 18 |
| 2 | Use Function AMEND
APPLICATION and select the Change of Circumstances option. You will
be taken to the Key Entry Data screen. On this screen
- Enter the
NINO
- Click on the [ALL]
checkbox
- Click on the [OK] button
Then
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| 3 | On the Free Format screen
enter the following details
- Name of the child
- Date of birth
- Date of death
- Date of notification
- Source of information (for example letter / telephone)
- The name of any childcare provider(s) if appropriate
- Details of any childcare payment relating to the deceased child
- Enter a note to state that 'All worklist entries are to be
dealt with by the Priority 1 Team only'
Then
|
| 4 | If the claim
- When using Sort and Filter, use the same date as you used to
enter the details on the Free Format screen
Then
- Does not go straight to award, go to step 5
|
| 7 | Minimise the NTC screen
on your computer and
- Click on the Child Benefit On Line (CBOL) icon on you desk
top
Then
|
| 8 | In CBOL use CB0006
(dialogue 6)
Note: You may have to enter the partner's NINO if
applicable
- Click on the [Enter] button
Then
|
| 9 | If a Child Benefit
reference number
- Is displayed, go to step 10
- Is not displayed go to step 11
|
| 10 | Return to the CBOL menu
page and access CB0004 (dialogue 4)
- Enter the Child Benefit reference number
- Press F4 on your keyboard to access the Child Details
screen
Then
|
| 11 | If you have determined
that a child benefit claim
- Has been made, and there is a verification failure for Child
Not Matched
Then
- Has been made and there are no verification failures, go to
step 22
- Has not been made, go to step 12
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| 12 | Check if you have
received a birth certificate for the deceased child with any of the
information that has been supplied to you. If
- You have a birth certificate, go to step 13
- No birth certificate is held go to step 14
|
| 14 | If you have not been
provided with a birth certificate and cannot trace a Child Benefit
claim
Contact the claimant by telephone following the guidance in
Contacting The
Claimant
- When you contact the claimant, tell them
You are sorry to hear of their loss, and
They may be entitled to a payment from the Child Trust Fund
(CTF) if the child was born after 1 September 2002. If they want to
know more they can phone the Child Trust Fund helpline on 0845 302
1470
Then
Tell them that they can still claim tax credits for this
child if they wish (a further sensitive explanation may be needed
that CTC for this child continues for 8 weeks after the date of
death). If they want to do this, we need them to either make a
claim to Child Benefit or send us a birth certificate
- They wish to make a claim to Child Benefit, go to step 15
- They will send you a birth certificate, tell them that we will
send them a letter with a pre paid envelope for them to return it
to us, then go to step 16
- They do not wish to do either at this time, go to step 17
- If you can not contact the claimant by telephone and you cannot
obtain the claimant’s telephone number, go to step 16
|
| 15 | Refer the
claimant’s information to Child Benefit to request them to
issue a claim form, follow the guidance in
Notifying Child Benefit Office Of A
Deceased Child
Note: In the additional information box on the
TC649a, request that a Child Benefit claim form is issued to the
claimant
- Use Function CAPTURE APPLICATION and go to the Summary
Information screen to record the action you have taken in
Application Notes field
Note:
You must follow the guidance in
How To
Correctly Complete Application And Household Notes when you
record the note and
Follow the guidance in
Application Notes
Then
- Set a BF date for three months
- Go to Function AMEND APPLICATION and go to the Household
Details screen
- Set the Manual Correspondence marker
- Go to step 18
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| 16 | Write to the claimant to
request the birth certificate
- 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
Then
- Access 'Stock Letters' in Microsoft Word
- Use the blank template
- Enter the claimant’s details
- Start your letter with the following
'We are sorry to hear of your loss'
- Explain why we are requesting the birth certificate
- Enter your request for the birth certificate
- If you have not already done so, and if the child was born
after 1 September 2002, tell the claimant that they may be entitled
to payment from the Child Trust Fund. If they want to know more
they can phone the Child Trust Fund helpline on 0845 302 1470
- Also tell the claimant that they may be entitled to a payment
from Child Benefit. If they want to know more they can phone the
Child Benefit helpline on 0845 302 1444
- Issue the letter with a return envelope clearly marked
'Priority 1 Team'
- Set a BF date for three months
- Use Function AMEND APPLICATION and go to the Household Details
screen
- Set the Manual Correspondence signal
- Go to step 18
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| 17 | Tell the claimant
- If they change their mind they can contact you again within
three months of the date of death of the child
- Give them your name and contact number
Then
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