Claimant Commences Employment (AG)

• If the change can be made, check the information provided to see if you have all the following details

• Name of the claimant
   
• Claimant’s NINO
   
• Start date of the new employment
   
• Place of work, for example UK
   
• Total number of paid jobs
   
• Total number of paid hours
   
• Employer’s reference number
   
• Payroll number, if available
   
• Employer’s name
   
• Employer’s address

And, if the new job is a self-employed job the

• Unique Taxpayer’s Reference (UTR) number

Then

• Check the information provided to see if the claimant has been in receipt of IS, JSA, ESA or PC. If they have, check whether the following information has been provided

• Type of benefit, if applicable
   
• Start date of the benefit, if applicable
   
• End date of the benefit, if applicable

Note: Start or end dates for ESA claims cannot be earlier than 27/10/2008

• PY income, if applicable
   
• If all the details have been provided, go to step 3
   
• If all the details have not been provided, go to step 2

• If you are unable to contact the claimant, go to step 14
   
• If you contacted the claimant and obtained the missing information, go to step 3
   
• If you contacted the claimant and obtained all the missing information apart from the PY income

• Use Function MAINTAIN HOUSEHOLD NOTES to enter the following

‘PY income details have not been received all other employment details obtained and system updated'

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 3

• If you contacted the claimant, but were unable to obtain all the missing information, go to step 14

• Enter the claimant’s NINO in the Key Entry Data screen
   
• Select the All checkbox
   
• Click on the [OK] button

• If the claim is pre-award, go to step 4
   
• If the claim is post-award, go to step 5

• The Select Application screen, (select the appropriate claim)

Or

• The following message will display

‘Details must be recorded on the Free Format screen. Do you wish to proceed?’

• Click on the [Yes] button. You will be taken to the Free Format screen
   
• Enter the reason for the change. For example, ‘new job for claimant 1 or 2 to be added to the claim’

And enter the following details for the new job

• Name of the claimant
   
• Claimant’s NINO
   
• Start date of the new employment
   
• Place of work, for example UK
   
• Total number of paid jobs
   
• Total number of paid hours
   
• Employer’s reference number
   
• Payroll number, if available
   
• Employer’s name
   
• Employer’s address

And if the new job is a self-employed job the

• Unique Taxpayer’s Reference (UTR) number

Then, if the claimant recently ended IS, JSA, ESA or PC (MIG), enter the following details

• Type of benefit, if applicable
   
• Start date of the benefit, if applicable
   
• End date of the benefit, if applicable

Note: Start or end dates for ESA claims cannot be earlier than 27/10/2008

• PY income, if applicable

Note:You must ensure each type of income is detailed clearly, for example, the claimant may have had employed income and also PY other income

• Click on the [OK] button
   
• Go to step 15

• If you are taken to the Select Application screen, click on the claim(s) affected by the change to highlight it and then click on the [OK] button. You will then be taken to the Applicant Details screen, go to step 6
   
• If you are taken to the Applicant Details screen, go to step 6
   
• If the claim has been rejected and the claimant’s current circumstances mean they now qualify for tax credits, go to step 12

• If the total number of paid hours worked is 16 or more, go to step 7
   
• If the total number of paid hours worked is less than 16, you will be unable to enter the details on the computer. You must record all the relevant details on Household Notes, go to step 14

Or

Where the claimant informs you that they were recently in receipt of IS, JSA, ESA or PC (MIG)

• Enter an end date for this before proceeding with the work change by following the guidance in Entering IS / JSA (IB) / ESA (IR) / MIG (PC) Start Or End Dates

Then, return to this point and continue with this guidance

• Check the start date of the new job. If the start date occurred

• More than 3 months before today’s date and the claimant failed to notify you about the change within 3 months, go to step 8
   
• Within 3 months of today’s date, go to step 9
   
• More than 3 months before today’s date and the change has not yet been applied (the claimant originally notified the Tax Credit Office within 3 months), go to step 11

• Go to the Work Details screen for the appropriate claimant
   
• Consider if the new weekly paid hours will increase the maximum tax credits award, that is, before any income reduction is applied

• If it does and you have been notified today, go to step 9
   
• If it does and you were notified before today, go to step 10
   
• If it does not, go to step 11

• Go to the Work Details screen for the appropriate claimant, if you are not already there
   
• Click on the [New] button. You will be taken to the New screen
   
• Enter the number of paid job(s) for this claimant in the Number of Paid Jobs field
   
• Enter the total number of hours worked in the Total Hours Worked field
   
• Enter the start date in the Hours Worked Start Date field
   
• If the new job is employed, enter the following details in the Main Employment Details section

• Employer’s reference number

Note: If the claimant has not provided the employer reference number, follow the guidance in Trace Employer
 

Note: If the claimant is matched to a Temporary Tax Credit Reference (TTCR), do not enter the reference number in the Employer Reference field, you must record the new number in Function MAINTAIN HOUSEHOLD NOTES

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

• Payroll number, if available
   
• New employment start date
   
• Employer’s name, if necessary
   
• Employer’s address, if necessary
   
• Telephone number, if available

• Or if the new job is self–employed, enter the following details in the Self Employed Details section

• UTR number, if it is not already there
   
• New employment start date

Then

• Go to the Income screen for the appropriate claimant and enter any PY income, where no previous income has been recorded
   
• Where the claimant(s) has started employment for the first time, update the Place of Work History Details. Follow the guidance in Entering Place Of Work History
   
• Click on the [OK] button. You will be taken to the Amend Finish screen
   
• Go to step 13

• Go to the Work Details screen for the appropriate claimant, if you are not already there
   
• Click on the [New] button. You will be taken to the New screen
   
• Enter the number of paid job(s) for this claimant in the Number of Paid Jobs field
   
• Enter the total number of hours worked in the Total Hours Worked field
   
• Enter the start date in the Hours Worked Start Date field
   
• If the new job is employed, enter the following details in the Main Employment Details section

• Employer’s reference number

Note: If the claimant has not provided the employer reference number, follow the guidance in Trace Employer
 

Note: If the claimant is matched to a TTCR, do not enter the reference number in the Employer Reference field, you must record the new number in Function MAINTAIN HOUSEHOLD NOTES

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

• Payroll number, if available
   
• New employment start date
   
• Employer’s name, if necessary
   
• Employer’s address, if necessary
   
• Telephone number, if available

• Or if the new job is self employed, enter the following details in the Self Employed Details section

• UTR number, if it is not already there
   
• New employment start date

Then

• Select ‘History’ on the toolbar menu
   
• Select ‘Hours Worked’ from the options available. You will be taken to the History screen
   
• Click on the first entry to highlight it
   
• Click on the [Change] button. The Change screen will display
   
• Delete the existing date in the Include From Date field
   
• Calculate the date 3 months prior to the date the claimant notified the Tax Credit Office and make a note of the date
   
• Enter the calculated date in the Include From Date field
   
• Click on the [OK] button. The following message will display

‘You must enter a CY income’

• Click on the [OK] button. This will delete the message
   
• Click on the [OK] button. You will be taken to the Work Details screen
   
• Go to the Income screen for the appropriate claimant
   
• Enter the PY income, where no previous income has been recorded, if applicable

Note:You must ensure each type of income is detailed clearly, for example, the claimant may have had employed income and also PY other income

• Where the claimant(s) has started employment for the first time, update the Place of Work History Details. Follow the guidance in Entering Place Of Work History
   
• Click on the [OK] button. You will be taken to the Amend Finish screen
   
• Go to step 13

• Go to the Work Details screen for the appropriate claimant, if you are not already there
   
• Click on the [New] button. You will be taken to the New screen
   
• Enter the number of paid job(s) for this claimant in the Number of Paid Jobs field
   
• Enter the total number of hours worked in the Total Hours Worked field
   
• Enter the start date in the Hours Worked Start Date field
   
• If the new job was employed, enter the following details in the Main Employment Details section

• Employer reference number

Note: If the claimant has not provided the employer reference number, follow the guidance in Trace Employer
 

Note: If the claimant is matched to a TTCR, do not enter the reference number in the Employer Reference field, you must record the new number in Function MAINTAIN HOUSEHOLD NOTES

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

• Payroll number, if available
   
• New employment start date
   
• Employer’s name, if necessary
   
• Employer’s address, if necessary
   
• Telephone number, if available

• Or if the new job was self employed, enter the following details in the Self Employed Details section

• UTR number, if it is not already there
   
• New employment start date

Then

• Select ‘History’ on the toolbar menu
   
• Select ‘Hours Worked’ from the options available. You will be taken to the History screen
   
• Click on the first entry to highlight it
   
• Click on the [Change] button. The Change screen will display
   
• Delete the existing date in the Include From Date field
   
• Enter the start date of the new job in the Include From Date field
   
• Click on the [OK] button. The following message will display

‘You must enter a CY income’

• Click on the [OK] button. This will delete the message
   
• Click on the [OK] button. You will be taken to the Work Details screen
   
• Go to the Income screen for the appropriate claimant
   
• Enter the PY income, where no previous income has been recorded, if applicable

Note:You must ensure each type of income is detailed clearly, for example, the claimant may have had employed income and also PY other income

• Where the claimant(s) has started employment for the first time, update the Place of Work History Details. Follow the guidance in Entering Place Of Work History
   
• Click on the [OK] button. You will be taken to the Amend Finish screen
   
• Go to step 13

• Invite them to make a fresh claim. Follow the guidance in Invite Fresh Claim
   
• Take no further action

• Enter the date the notification of the change was received
   
• Enter the source of the change as paper or telephone
   
• Enter the reason for the change as ‘Change of Circumstances’
   
• Click on the [OK] button. The computer will accept the change of circumstances and will apply the change at the effective date

• 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 14

• 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 14

• 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 14

Note: The message you need to record will be dependent on which course of action you have taken. For example, if you followed the action in step 2 record the message for the relevant step

• Step 2 - 'TCMZ Unable to deal with the change of circumstances. Unable to contact (enter claimant's name) (state what details are missing) (include date notified and the date(s) the change actually occurred) (include BF date if reminder cycle has been set)'

Or

• Step 2 - 'TCMZ Contacted (enter claimant's name) but have not obtained all the required information (state what details are missing) (include date notified and the date(s) the change actually occurred) (include BF date if reminder cycle has been set)'

Or

• Step 2 –‘TCMZ contacted (enter claimant’s name) PY income details have not been received all other employment details obtained and system updated (include date notified and the date(s) the change actually occurred) (include BF date if reminder cycle has been set)’

Or

• Step 9 –‘TCMZ (Claimant name) hours worked increased from XX to XX on (DD/MM/YY) entered on system’

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 15