Notification Of DLA Or AA Entitlement - TCO Only (AG)

Then, if the change(s) can be made

• Go to step 2

Then, if you are able to make any change(s)

• Use Function AMEND APPLICATION choosing the Change of Circumstances option and access the correct claim from the details provided on the notification

Note: If the notification is about a child’s entitlement to DLA, you will be provided with the child’s parent’s or carer’s details. You must use these details to access the correct claim

• If you access the correct claim, go to step 3
   
• If you cannot access the correct claim because

• The case is secure and sensitive, complete form TC669 and send it to the relevant management unit. Follow the guidance in Unauthorised Access To A Claim
   
• There is a (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)error message, try again later to access the correct claim
   
• There is no trace of the claimant, go to step 28

• The claimant, go to step 4
   
• The Department for Work and Pensions ( DWP) or Department for Social Development ( DSD) on form FDA40105 ‘Award Of Disability Living Allowance’ or FAA40105 ‘Award Of Attendance Allowance’

• The DLA or AA award details are given on the fourth row of the notification form
   
• Details will be provided of 1 or more periods of award with from and to dates

Note: You may receive notification of future changes to DLA or AA. Only future end dates can be entered. For any new entitlements or increases in entitlement you must BF the case until the effective date of the change

• Below these dates details of the award rates will be given. For DLA there will be a rate for the ‘care component’ followed by the rate ‘LR’, ‘MR’ or ‘HR’ and ‘mobility component’ followed by the rate ‘LR’ or ‘HR’. For AA ‘award details’ followed by the rate ‘LR’ or ‘HR’
   
• If there are no rates provided this indicates that the claim to DLA or AA has been disallowed. The claim will be disallowed from the date given in the ‘period from’ field
   
• If a new claim for DLA or AA has been awarded the claimants date of entitlement is the date given at the beginning of the decision notice. This starts ‘A DLA (or AA) decision has been made from DD/MM/YY.’ In the absence of other details on the tax credits computer it is from this date that the claimant may be entitled to additional tax credits, providing that TCO were informed of the change within 3 months of the date of the DLA or AA decision

Note: DWP or DSD may send details of a DLA or AA decision on form DBD70. All dates and rates of benefit awarded are clearly noted on the form

• Go to step 4

• If they do match and a record of the change of circumstances is held on the computer, go to step 28
   
• If they do not match because

• The notification informs you that the claimant is now entitled to DLA or AA or they are entitled to the highest rate of the DLA care component or the higher rate of AA, but the computer does not show this for that period, go to step 5
   
• The notification informs you that the claimant’s entitlement to DLA or AA has reduced or has ended, but the computer does not show this for the same period, go to step 11

Note: If no details are displayed, check for historic details by selecting ‘History’ on the toolbar menu and then selecting ‘Disabled’ or ‘AA / DLA (HCC)’, as appropriate from the options available. You will be taken to the History screen
 

• The notification relates to the award of DLA for a child, go to step 17
   
• The notification relates to an award of the highest rate care component of DLA or the higher rate of AA, enter the start date in the AA/DLA (HCC) Start Date field. To do this, go to step 23
   
• The notification relates to any other rate of DLA or AA

• Use Function AMEND APPLICATION and go to the Work Details screen for claimant 1 or claimant 2, as appropriate
   
• Check the work details for the claimant entitled to DLA or AA to see if they are working for 16 hours or more each week

• If they are working 16 hours or more each week, go to step 7
   
• If they are not working 16 hours or more each week, go to step 6

• From and To dates
   
• Rates

And

• If DLA, the component (Care or Mobility)

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

• Dispose of the notification in confidential waste
   
• Take no further action

• Has been answered, go back to step 6
   
• Has not been answered, go to step 8

Note:For additional information, see the following

Qualifying Benefits And Fast Track Procedure

Prescribed Disabilities

Severe Disability Element

Then

• Complete form TC648 with a BF date of 14 days in the future and file the form in the clerical BF run

And, if you have not already done so

• 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

• If the claimant provides you with the information you have requested, go to step 9
   
• If the claimant fails to provide you with the information you have requested and a reminder has already been issued, go to step 9
   
• If the claimant fails to provide you with the information you have requested and a reminder has not already been issued, go to step 10

• From the information provided by the claimant they have been able to answer Yes to the disability question

• Enter the start date of the DLA or AA award in the Disability Start Date field. To do this, go to step 22

Note: If you are provided with an end date for DLA or AA, you must not enter this date in the Disability End Date field. This is because the claimant may meet other qualifying conditions. For more information, see Disability

• The claimant cannot answer Yes to the disability question or fails to provide you with the information, go back to step 6

• Complete form TC648 with a BF date of a further 14 days in the future and file the form in the clerical BF run
   
• 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

• If the claimant provides you with the information you have requested, go back to step 9
   
• If the claimant fails to provide you with the information you have requested and the BF date has expired, go back to step 9

• The notification informs you entitlement to DLA for a child has reduced, go to step 21
   
• The notification informs you entitlement to DLA for a child has ended, go to step 14
   
• The notification informs you the claimants entitlement to AA has reduced from the higher rate to the lower rate

Or

• The claimant is no longer entitled to the highest rate care component of DLA, but is still entitled to another rate or the mobility part of DLA

• End the claimant’s entitlement to the Severe Disability element by entering the end date in the AA/DLA (HCC) End Date field. To do this, go to step 23

Then, return to this step

• Use Function AMEND APPLICATION and go to Work Details screen for claimant 1 or claimant 2, as appropriate
   
• Check the work details for the claimant entitled to DLA or AA to see if they are working for 16 hours or more each week

• If they are working 16 hours or more each week, go back to step 7
   
• If they are not working 16 hours or more each week, go back to step 6

• The notification informs you the claimants entitlement to AA or DLA has ended and they no longer qualify for any rate or component

• Use Function AMEND APPLICATION and go to the Work Details screen for claimant 1 or claimant 2, as appropriate
   
• Check the work details for the claimant whose entitlement has ended to see if they are working for 16 hours or more each week

• If they are working for 16 hours or more each week, go to step 12
   
• If they are not working for 16 hours or more each week
   
• End the claimant’s entitlement to the Disability element by entering the end date in the Disabled End Date field

And, if applicable

• End the claimant’s entitlement to the Severe Disability element by entering the end date in the AA/DLA (HCC) End Date field

To do this

• Go to step 22

Note: For additional information, see the following

Qualifying Benefits And Fast Track Procedure

Prescribed Disabilities

Severe Disability Element

Note: If the claimant has died and you need to confirm entitlement, you must also send a TC661 letter to the executor or remaining partner

Then

• Complete form TC648 with a BF date of 14 days in the future and file the form in the clerical BF run

And, if you have not already done so

• 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

• If the claimant, executor or surviving partner provides you with the information you have requested, go to step 13
   
• If the claimant, executor or surviving partner fails to provide you with the information you have requested and a reminder has already been issued, treat the claimant as not being able to answer Yes to the disability question. Go to step 13
   
• If the claimant, executor or surviving partner fails to provide you with the information you have requested and a reminder has not already been issued

• Send a reminder TC818B letter and form TC956 to the claimant or TC661 and TC818B letter to the executor or surviving partner with form TC956
   
• Complete form TC648 with a BF date of a further 14 days in the future and file the form in the clerical BF run
   
• 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

• Take no further action

• The claimant, executor or surviving partner is unable to answer Yes to the disability question

• End the claimant’s entitlement to the Disability element by entering the end date in the Disability End Date field

And, if applicable

• End the claimant’s entitlement to the Severe Disability element by entering the end date in the AA/DLA (HCC) End Date field

To do this

• Go to step 22

• The claimant, executor or surviving partner has answered Yes to the disability question, do not change any of the entries in the Disabled fields, instead

• If the notification informs you the claimant is no longer entitled to AA at the higher rate or the highest rate care component of DLA, end the claimant’s entitlement to the Severe Disability element by entering the end date in the AA/DLA (HCC) End Date field. To do this, go to step 23
   
• If the notification informs you the claimant is no longer entitled to any other rate of AA, or any other rate or component of DLA, go to step 27

• Confirm the child is no longer entitled to DLA
   
• In England or Wales, ask if the child is registered blind or partially sighted in a register compiled by a Local Authority
   
• In Scotland or Northern Ireland, ask if the child is certified as blind or partially sighted

And

• Check if the child has ceased to be registered or certified blind within 28 weeks before the date of claim

• If from the information provided by the claimant they still qualify for the Disabled Child element, go to step 21
   
• If from the information provided by the claimant they no longer qualify for the Disabled Child element, go to step 20
   
• If you are unable to contact the claimant by telephone, go to step 15

• In England and Wales, ask if the child is registered blind or partially sighted in a register compiled by a Local Authority
   
• In Scotland or Northern Ireland, ask if the child is certified as blind or partially sighted

And

• Ask if the child has ceased to be registered or certified blind within 28 weeks before the date of claim

Then

• Complete form TC648 with a BF date of 14 days in the future and file the form in the clerical BF run

And, if you have not already done so

• 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

• If from the information provided by the claimant they still qualify for the Disabled Child element, go to step 21
   
• If from the information provided by the claimant they no longer qualify for the Disabled Child element, go to step 20
   
• If the claimant fails to provide you with the information you have requested and a reminder has already been issued, treat them as no longer qualifying for the Disabled Child element, go to step 20
   
• If the claimant fails to provide you with the information you have requested and a reminder has not already been issued, go to step 16

• Complete form TC648 with a BF date of a further 14 days in the future and file the form in the clerical BF run
   
• 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

• If from the information provided by the claimant they still qualify for the Disabled Child element, go to step 21
   
• If from the information provided by the claimant they no longer qualify for the Disabled Child element, go to step 20
   
• If the claimant fails to provide you with the information you have requested, treat them as no longer qualifying for the Disabled Child element, go to step 20

• Go to 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

• If the child has been awarded the highest rate care component

• Enter the entitlement start date in the DLA (HCC) Start Date field
   
• If there is a start date already entered, do not amend this date
   
• If the field already contains an end date, go to step 19

Otherwise

• Click on the [OK] button. You will be taken back to the Child Details screen
   
• If the warning message ‘3 months restriction applied to Include from date. Check if correct’ displays, go to step 18

Otherwise

• Click on the [OK] button. You will be taken to the Amend Finish screen. Go to step 26

• If the child has been awarded the lowest or middle rate care component and / or any rate of the mobility component

• Enter the entitlement start date in the Disabled Start Date field
   
• If a start date has already been entered, do not amend this date
   
• If an end date has already been entered, go to step 19

Otherwise

• Click on the [OK] button. You will be taken back to the Child Details screen
   
• If the warning message ‘3 months restriction applied to Include from date. Check if correct’ displays, go to step 18

Otherwise

• Click on the [OK] button. You will be taken to the Amend Finish screen. Go to step 26

• If there is an entry of a DLA claim having been made more than 3 months ago

• Click on the [OK] button. You will be taken back to the Correction Child screen
   
• Select the appropriate History checkbox
   
• Click on the [History] button. You will be taken to the History screen
   
• Click on the entry to highlight it
   
• Click on the [Change] button. You will be taken to the Change screen
   
• Amend the date in the Include From field to the date the claimant notified you of a claim for DLA, the start date of the DLA award or the date of entitlement, whichever is the latest

Note: This would normally be the date of the entry in Household Notes or the date of entitlement to tax credits. For more information on backdating, see Backdating Requested Due To A Disability

Then

• 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
   
• Click on the [OK] button. You will be taken to the Amend Finish screen
   
• Go to step 26

• If there is no entry of a DLA claim having been made

Or

• If there is an entry, but the DLA claim was made less than 3 months ago

• 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
   
• Click on the [OK] button. You will be taken to the Amend Finish screen
   
• Go to step 26

• The claimants entitlement to either elements has ended, amend the date recorded in the Disabled End Date field or DLA (HCC) End Date field, or both dates to match the date provided on the latest notification

Or

• The claimant now has a further award of DLA, remove any end dates for the elements they continue to have entitlement to

To do this

• On the Correction Child screen, select the appropriate History checkbox
   
• Click on the [History] button. You will be taken to the History screen
   
• Click on the entry to highlight it
   
• Click on the [Change] button. You will be taken to the Change screen
   
• Amend or delete the date in the End Date field, as appropriate

Then

• 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

Note: If your are entering new dates in both the Disabled End Date field and the DLA (HCC) End Date field, you must repeat this action to amend the other field

• Click on the [OK] button. You will be taken back to the Child Details screen
   
• Click on the [OK] button. You will be taken to the Amend Finish screen
   
• Go to step 26

• 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
   
• Enter the date that the claim has been disallowed from in the Disabled End Date field

Note: If the child has previously had an award of the highest rate care component, there will be a date in the DLA (HCC) Start Date field, you must also enter the date that the claim has been disallowed from in the DLA (HCC) End Date field

• If either field already has an end date present, go back to step 19

Otherwise

• Click on the [OK] button. You will be taken back to the Child Details screen
   
• Click on the [OK] button. You will be taken to the Amend Finish screen
   
• Go to step 26

• An award of DLA for the child has been reduced but they are still entitled to a lower rate or DLA has now been disallowed but they still qualify for the Disabled Child element

And

• They have previously had an award of the highest rate care component, there will be a date in the DLA (HCC) Start Date field, you must enter the date from which the award has been reduced in the DLA (HCC) End Date field

• If an end date is already present, go back to step 19
   
• If the field was blank and you have now entered the date from the notification

• Click on the [OK] button. You will be taken back to the Child Details screen
   
• Click on the [OK] button. You will be taken to the Amend Finish screen
   
• Go to step 26

• The above does not apply, go to step 27

• Go to the Applicant Details screen for claimant 1 or claimant 2, as appropriate
   
• Enter the start or end date as appropriate in the Disabled field

And

• Enter the entitlement start or end date, or if applicable both as appropriate in the AA/DLA (HCC) field

Note: You should only amend this field if the claimant has now been awarded higher rate AA or the highest rate care component of DLA, or you have been notified that the claimant is no longer entitled to a previous award at this rate

• If the field or fields you are amending already have a start date entered, do not amend this date
   
• If an end date is already present and it is different to the date on the latest notification, go to step 25

Otherwise

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

• If the warning message ‘3 months restriction applied to Include from date. Check if correct’ displays, go to step 24

Otherwise

• Go to step 26

• Go to the Applicant Details screen for claimant 1 or claimant 2, as appropriate
   
• Enter the entitlement start or end date as appropriate in the AA/DLA (HCC) field

Note: You should only amend this field if the claimant has now been awarded higher rate AA or the highest rate care component of DLA, or you have been notified that the claimant is no longer entitled to a previous award at this rate

• If there is already a start date entered, do not amend this date
   
• If an end date is already present and it is later than the date on the latest notification, go to step 25

Otherwise

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

• If the warning message ‘3 months restriction applied to Include from date. Check if correct’ displays, go to step 24

Otherwise

• Go to step 26

• If there is an entry of a DLA or AA claim having been made more than 3 months ago

• Click on the [OK] button. You will be taken back to the Applicant Details screen
   
• Select ‘History’ from the toolbar menu
   
• Select ‘Disabled’ or ‘AA / DLA (HCC)’ as appropriate from the options available. You will be taken to the History screen
   
• Click on the entry to highlight it
   
• Click on the [Change] button. You will be taken to the Change screen
   
• Amend the date in the Include From field to the date the claimant notified you of a claim for AA or DLA, the start date of the DLA or AA award or the date of entitlement, whichever is the latest

Note: This would normally be the date of the entry in Household Notes or the date of entitlement to tax credits. For more information on backdating, see Backdating Requested Due To A Disability

• If you have been provided with an award end date enter this in the End Date field

Then

• 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 Applicant Details screen

Note: If you are entering dates in both the Disabled and AA / DLA (HCC) fields you may have to repeat this action to amend the other field

• Click on the [OK] button. You will be taken to the Amend Finish screen
   
• Go to step 26

• If there is no entry of a DLA or AA claim having been made

Or

• If there is an entry, but the DLA or AA claim was made less than 3 months ago

• Click on the [OK] button. You will be taken back to the Applicant Details screen
   
• Click on the [OK] button. You will be taken to the Amend Finish screen
   
• Go to step 26

• The claimants entitlement to either elements has ended, amend the date recorded in the Disabled End Date field or AA/DLA (HCC) End Date field, or both dates to match the date provided on the latest notification

Or

• The claimant now has a further award of DLA or AA, remove any end dates present

To do this

• On the Applicant Details screen, select ‘History’ from the toolbar menu
   
• Select ‘Disabled’ or ‘AA / DLA (HCC)’ as appropriate from the options available. You will be taken to the History screen
   
• Click on the entry to highlight it
   
• Click on the [Change] button. You will be taken to the Change screen
   
• Amend or delete the date in the End Date field, as appropriate

Then

• 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 Applicant Details screen

Note: If you are entering new dates in both the Disabled End Date field and the AA/DLA (HCC) End Date field, you will have to repeat this action to amend the other field

• Click on the [OK] button. You will be taken to the Amend Finish screen
   
• Go to step 26

• Enter the date the notification of the change was received
   
• Select the relevant source, for example ‘Paper’, from the Source drop down menu
   
• Enter the reason for the change as ‘Change of Circumstances’
   
• 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 27

• 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 27

• 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 27

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

• Go to step 28

• You have obtained further information from the claimant, executor or surviving partner on forms TC648, TC818A, TC818B, TC664 or TC661

• Store this and any other documentation. Follow the guidance in Preparing And Sending Documents For Storage
   
• Take no further action

• You have checked or amended the claimants entitlement using only the information provided by DWP or DSD

Or

• You have found no trace of the claimant

• Dispose of the notification in confidential waste