Death Of A Child Referred To 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 2

• Child Benefit Office (CBO), use Function VIEW APPLICATION to see if a claim to tax credits has been made and then go to step 9
   
• Any other office, for example Tax Credit Office (TCO), Contact Centre, Enquiry Centre, Department for Work and Pensions (DWP), go to step 3

Note: If you are dealing with a claim form marked 'Priority 1 Team' in red on the front, follow the guidance in Death Of A Child New Claims

• Enter the claimant's NINO
   
• Select the [OK] button

Then

• Go to step 4

• If a claim has been captured and the award status shows the award has not been issued, make a note of the reason why the claim has not been awarded
   
• Check Household Notes to confirm if we have previously received the deceased child’s birth certificate (to confirm the date of birth)

Note: If the claim has not been awarded because we have asked for the deceased child's birth certificate, ensure you do not make a duplicate request for it if contacting the claimant

• Minimise the screen
   
• Select the Child Benefit On Line (CBOL) icon on your desktop

Then

• Go to step 5

Note: If a claim to tax credits has been made set the Manual Correspondence marker

• Enter the claimant's NINO

Note: You may have to enter the partner's NINO if applicable

• Select the [Enter] button

Then

• Go to step 6

• Is shown, go to step 7
   
• Is not shown, then click on the CBIX icon on your desktop to trace

• If the Child Benefit reference number is traced, go to step 7
   
• If there is no trace of the Child Benefit reference number, go to step 9

• Enter the Child Benefit reference number
   
• Press F4 on your keyboard to access the Child Details screen

Then

• Go to step 8

• If the deceased child's details are on the screen, note that a Child Benefit claim has been made

Note: If a Child Benefit claim has been made, note down the Child Benefit reference number

• If the deceased child's details are not on the screen, note that a Child Benefit claim has not been made

Then

• Go to step 9

• Full name
   
• Date of birth
   
• Date of death
   
• Details of any childcare costs incurred for the child prior to date of death

If you have been provided with all the information and confirmed there is a

• Tax credits claim made and a Child Benefit claim made, go to step 14
   
• Tax credits claim made, no Child Benefit claim made and no birth certificate supplied, go to step 10

Note: Check Household Notes to ensure the birth certificate has not previously been seen

• Tax credits claim made, no Child Benefit claim made but a birth certificate has been supplied, go to step 17
   
• No tax credits claim made, but a Child Benefit claim has been made, go to step 11
   
• No tax credits claim or Child Benefit claim made, go to step 12

If you have not been provided with all the information

• Check CBOL for the missing information
   
• If you cannot trace the missing information
   
• Write to the claimant and complete a form TC662 or stock letter (as appropriate) for the missing information. If using a stock letter then start your letter with the following ‘We are sorry to hear of your loss’

Then, if the claim is

• Pre award, use Function CAPTURE APPLICATION and go to the Summary Information screen to record the action you have taken in Application Notes field
   
• Post Award, use Function MAINTAIN HOUSEHOLD NOTES to record the action you have taken

Then

• If the missing information is provided within the normal reminder cycle, return to step 9 of this guidance
   
• If missing information is not provided contact the Change of Circumstances team on Business Design and Development for advice

Note: Check Household Notes to confirm if we have previously received the child’s birth certificate, ensure you do not make a duplicate request for it

Note: If we have received the birth certificate previously, return to step 8 of this guidance, if not continue with this guidance

• Access 'Stock Letters' in Microsoft Word
   
• Use the blank template
   
• Enter the claimants details
   
• Start your letter with the following

'We are sorry to hear of your loss'

• Enter the reason for your letter
   
• If the child was born after 1 September 2002, tell the claimant that they may be entitled to a payment from the Child Trust Fund. If they want to know more they can phone the Child Trust Fund helpline on 0845 302 1470
   
• 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

Then, if the claim is

• Pre award, use Function CAPTURE APPLICATION and go to the Summary Information screen to record the action you have taken in Application Notes field
   
• Post Award, use Function MAINTAIN HOUSEHOLD NOTES to record the action you have taken

• If the birth certificate is provided within three months, go back to step 9 of this guidance
   
• If the birth certificate is not provided

• Contact the Change of Circumstances team on Business Design and Development for advice

Note: Check if information is now received but not yet actioned, if so return to step 9

• Take no further action

• Access 'Stock Letters' in Microsoft Word
   
• Use the blank template
   
• Enter the claimants details
   
• Start your letter with the following

'We are sorry to hear of your loss'

• Enter the reason for your letter

Then

• Go to step 16

Note: If the claimant contacts you to request a claim form go to step 13

• Entitled to tax credits
   
• Entitled to Child Benefit or 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 Benefit helpline on 0845 302 1444 or the CTF helpline on 0845 302 1470
   
• Access 'Stock Letters' in Microsoft Word
   
• Use the blank template
   
• Enter the claimants details
   
• Start your letter with the following

'We are sorry to hear of your loss'

• Enter the reason for your letter

Then

• Take no further action

Note: If the claimant contacts you to request a claim form, go to step 13

• Issue a tax credits claim form to the claimant with a return envelope and clearly mark in red on the claim form and the return envelope 'Priority 1 Team'

• 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 and enclose the claim form(s) you requested. Please complete the form(s) as soon as you can. A return envelope for you to return the forms is enclosed. If you need any further help please contact us on the number shown.'

• Issue the letter, appropriate forms and return envelope
   
• If they want to know more about the Child Trust Fund, give them the Child Trust Fund helpline number - 0845 302 1470
   
• Give them your name and telephone contact number

Note: Advise them that they must make the claim within three months of the date of death of the child. Use a specific date to claim by, rather than saying claim within three months of the death

Note: If you have seen and returned a birth certificate you should make a note on the CBO referral form to say that it has been seen at TCO

Then

• If the claimant stated that they wished to claim Child Benefit also

• Refer to Child Benefit, follow the guidance in Notifying Child Benefit Office Of A Deceased Child and request the issue of a claim form in the additional information box

• Take no further action

• If yes, go to step 17
   
• If no, go to step 15

• Enter the Child Benefit reference number
   
• Press F4 on your keyboard to access the Child Details screen

If the Correspondence Indicator on CBOL is

• Open, go to step 16
   
• Closed

• Return to the CBOL menu page and access CB0003 (dialogue 3)
   
• Enter the Child Benefit reference number
   
• Enter 2 and 6 in the transaction number

Note : This will set the correspondence indicator and payment maintained (or safe rate payment if appropriate) for CBOL
 

Then

• Go to step 16

• Any action taken on CBO system
   
• Claimant’s details
   
• Name of deceased child
   
• Date of death of deceased child

Then

• Save the form TC649A on your desktop
   
• From the Start menu open a standard e-form WAM referral
   
• Enter the claimant’s surname in both Taxpayer fields
   
• Select ‘Other’ from the Work Area field
   
• Enter the Child Benefit reference number
   
• Enter the claimant’s NINO in the NINO field
   
• Click on [Attachment] on the e-form
   
• In the Add Attachment box, select ‘Look In’ [Desktop]
   
• Select the form TC649A on your desktop to highlight it
   
• Select [Open]. The attachment will appear on the e-form template
   
• Select [To] on the e-form template
   
• Select ‘Child Benefit Office – WAM’ from the Office WAM box
   
• Select [OK]
   
• Select [Send]. The WAM referral will be issued to CBO

Then

• If a tax credits claim has been made, go to step 17
  Otherwise
  
• Take no further action