Increase Or Decrease In Hours (AG)

Before making any changes, follow the guidance in Establish If A Change Can Be Made

Then, if the change(s) can be made

• Check the information provided to see if you have the following details of the increase or decrease in hours

• End date of the old hours
   

• Start date of the new hours
   

• The new number of paid hours

• If all the details have been provided, go to step 3
   

• If not, go to step 2

• Are unable to contact the claimant, go to step 1 5

• Contact the claimant and obtain the required information, go to step 3

• Contact the claimant but have not obtained all the required information, go to step 1 5

• Enter the NINO

• Click on 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 be displayed

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

• Click on the [YES] button on the message. You will be taken to the Free Format screen

On the Free format screen

• Enter the reason for the change. For example, ‘increase or decrease in hours for claimant 1 or 2 to be added to the claim’

And the following details

• The end date of the old hours

• The start date of the new hours

• The new number of paid hours

• Click on the [OK] button

Then

• Use Function CAPTURE APPLICATION and record details of the action taken in the Application Notes field on the Summary Information screen

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

• Go to step 16

Note: The changes will be stored on the Free Format screen. Once the claim has been awarded, an entry will be created on the ‘Unprocessed Change Of Circumstances’ Work List

• If the Select Application screen is displayed, select the claim(s) affected by this change. You will then be taken to the Applicant Details screen, go to step 6

• Where you are taken to the Applicant Details screen, go to step 6

However

• If the claim has been rejected and the claimant’s current circumstances mean they now qualify for tax credits, go to step 12

• More than 3 months before today’s processing date because the claimant failed to notify you within 3 months, go to step 7

• Within 3 months before today’s processing date, go to step 10

• More than 3 months before today’s processing date because you have not yet applied the change (the claimant originally notified the Tax Credit Office (TCO) within 3 months), go to step 11

• Select the Work Details screen for the appropriate claimant

• Consider if the total weekly hours, after adding together the hours for the new job and the existing job(s), will increase the maximum tax credits award. That is, before any income reduction is applied

• If they will and you have been notified today, go to step 8

• If they will and you were notified before today, go to step 9

• If not, go to step 11

• Select the Work Details screen for the appropriate claimant

Note: You must ‘end’ the number of hours in the existing job

• Enter the end date, in the Hours Worked End Date field as the day prior to the date the claimant started the new hours

• Select ‘History’ on the toolbar menu

• Select ‘Hours Worked’ from the options. You will be taken to the History screen

Note: Because the new hours cannot be backdated more than 3 months, record a period of hours at the old weekly hours rate

• Click on the [New] button

• Enter the actual start date of the new hours in the Start Date field

Note: Because the change occurred more than 3 months before you were notified, the Include From Date field will automatically be displayed with a date 3 months before today’s date

• Make a note on a piece of paper of the existing ‘Include From Date’

• Delete the existing ‘Include From Date’

• Enter the date the claimant started the new hours, in the Include From Date field

• Enter the end date, in the End date field, as the day prior to the ‘Include From Date’ previously noted

• Enter the original hours in the Hours field. Do not include the new hours

• Click on the [OK] button. The following message will be displayed

‘You must enter a CY income’

• Click on the [OK] button. This will delete the message

Note: You must then record the new hours. Backdate the new hours to the 3 months limit

• Click on the [New] button

• Enter the start date, in the Start Date field, as the ‘Include From Date’ previously noted

Note: The Include From Date field will automatically be displayed with a date 3 months before today’s date, (the same date as the start date entered)

• Add together the number of hours for the existing job and the new hours and enter the total number of hours in the Hours field

For example

The claimant works 20 hours in their existing job and increased their hours by 10 hours. Add together 20 and 10 hours to total 30 hours

• Click on the [OK] button. The following message will be displayed

‘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

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

• Go to step 13

See example Worked History Example 12

• Select the Work Details screen for the appropriate claimant

Note: You must ‘end’ the number of hours in the existing job

• Enter the end date, in the Hours Worked End Date field, as the day prior to the date the claimant started the new hours

• Select ‘History’ on the toolbar menu

• Select ‘Hours Worked’ from the options. You will be taken to the History screen

Note: Because the new hours cannot be backdated more than 3 months, record a period of hours at the old weekly hours rate

• Click on the [New] button

• Enter the actual start date of the new hours, in the Start Date field

Note: Because the change occurred more than 3 months before you were notified, the Include From Date field will automatically be displayed with a date 3 months before today’s date

• Delete the existing ‘Include From Date’

• Calculate the date 3 months prior to date the claimant notified the TCO and make a note on a piece of paper of the calculated date

• Enter the date the claimant started the new hours in the Include From Date field

• Enter the end date, in the End Date field, as the day prior to the ‘Include From Date’ previously noted

• Enter the original hours in the Hours field. Do not include the new hours

• Click on the [OK] button

Note: You must then record the claimant’s new hours. Backdate the new hours to the 3 months limit

• Click on the [New] button

• Enter the start date, in the Start Date field, as the ‘Include From Date’ previously noted

Note: The ‘Include From Date’ will automatically be displayed with a date 3 months before today’s date

• Delete the ‘Include From Date’

• Enter the backdated start date in the Include From Date field

Note: The backdated start date should match the date entered in the Start Date field

• Add together the number of hours for the existing job hours and the new hours and enter the total number of hours in the Hours field

For example

The claimant works 20 hours in their existing job and increased their hours by 10 hours. Add together 20 and 10 hours to total 30 hours

• Click on the [OK] button. The following message will be displayed

‘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

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

• Go to step 13

See example Worked History Example 13

• Select the Work Details screen for the appropriate claimant

Note: You must ‘end’ the number of hours in the existing job

• Enter the end date, in the Hours Worked End Date field, as the day prior to the date the claimant started the new hours

• Select ‘History’ on the toolbar menu

• Select ‘Hours Worked’ from the options. You will be taken to the History screen

Note: You must record the new hours

• Click on the [New] button

• Enter the actual start date of the new hours, in the Start Date field

Note: The ‘Include From Date’ will automatically be displayed with the start date for the new hours (the change occurred within 3 months)

• Enter the total new hours (from all the claimants jobs, after the hours have changed) in the Hours field

• Click on the [OK] button. The following message will be displayed

‘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

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

• Go to step 13

See example Worked History Example 14

• Select the Work Details screen for the appropriate claimant

Note: You must ‘end’ the number of hours in the existing job

• Enter the end date in the Hours Worked End Date field, as the day prior to the date the claimant started the new hours

• Select ‘History’ on the toolbar menu

• Select ‘Hours Worked’ from the options. You will be taken to the History screen

• Click on the [New] button

• Enter the actual start date of the new hours, in the Start Date field

Note: The ‘Include From Date’ will automatically backdate for only 3 months from today’s date

• Delete the existing ‘Include From Date’

• Enter the date the claimant started the new hours in the Include From Date field

• Add together the number of hours for the existing job and the new hours and enter the total number of hours in the Hours field

Fo llow this example when you have arrived here from step 7

The claimant works 20 hours in their existing job and increased their hours by 10 hours. Add together 20 and 10 hours to total 30 hours

• Click on the [OK] button. The following message will be displayed

‘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

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

• Go to step 13

See example Worked History Example 15when you have arrived here from step 6

• Invite them to make a fresh claim. Follow the guidance in Invite Fresh Claim

Then

• Go to step 15

• Enter the date the notification of the change was received

• Enter the source of the change, for example paper or telephone

• Enter the reason for the change as ‘Change of Circumstance’

• Click on the [OK] button. The computer will accept the change of circumstances and will apply the change at the effective date

Note: The changes 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

If you can make the change

• Click on the [OK] button on the message

Then

• If entitlement to WTC no longer exists, go to step 14
   
• If entitlement to WTC still does exist, go to step 15

• 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

Then

• If entitlement to WTC no longer exists, go to step 14
   
• If entitlement to WTC still does exist, go to step 15

• 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

• If entitlement to WTC no longer exists, go to step 14
   
• If entitlement to WTC still does exist, go to step 15

Where the claimant’s total hours have fallen below 16 and entitlement to WTC no longer exists, they will continue to receive WTC for 4 weeks starting from the day after entitlement ended

• Complete the Entitlement Ended stencil and send via Taxpost (This text has been withheld because of exemptions in the Freedom of Information Act 2000)
   

• Use Function MAINTAIN HOUSEHOLD NOTES to enter the following

‘ NC20 Referral sent DDMMYY to process 4 week run on payment’

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

Note: Where the claimant’s total hours fall below 16 hours then their entitlement to childcare costs will also cease. Where the childcare element is in payment, an end date must be entered to stop childcare costs being paid automatically once the claimant’s hours increase to over 16 hours a week. Follow the guidance in Childcare Changes And Assessing Childcare

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)'

Step 8 - ‘TCMZ Increased working hours from (enter hours) to (enter hours). (Enter claimant’s name) failed to inform us of the change within 3 months, increased the max award. Change can only be backdated for a maximum of 3 months. Additional hour's history has been created up to 3 months prior to today’s date. (Include date notified and the date(s) the change actually occurred)’

Step 9 - ‘TCMZ Increased working hours from (enter hours) to (enter hours). (Enter claimant’s name) failed to inform us of the change within 3 months, increased the max award. Change can only be backdated for a maximum of 3 months. Additional hour's history has been created up to 3 months prior to notified date. (Include date notified and the date(s) the change actually occurred)’

Step 10 - ‘TCMZ Increased working hours from (enter hours) to (enter hours). (Enter claimant’s name) informed us within 3 months; left include from date as automatically displayed. No action required in history. (Include date notified and the date(s) the change actually occurred)’

Step 11 - ‘TCMZ Increased working hours from (enter hours) to (enter hours). (Enter claimant’s name) informed us of the change within 3 months and as the change has not yet been applied, include from date changed and claim backdated for more than 3 months. (Include date notified and the date(s) the change actually occurred)’

Or

Step 11 – ‘TCMZ Increased working hours from (enter hours) to (enter hours). (Enter claimant’s name) failed to inform us of the change within 3 months, not increased the max award. Include from date changed and claim backdated for more than 3 months. (Include date notified and the date(s) the change actually occurred)’

• Go to step 1 6

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