Left Main Only Job And Started A New Main Only Job, Outside 7 Days (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 all the following details for the old job

• End date

• Number of paid hours

And the following details for the new job

• Start date

• Number of paid hours

• Employer’s reference number

Note: If the claimant has a Temporary Tax Credit Reference (TTCR), the PAYE reference number will not be displayed in the appropriate field, it will be recorded in Application Notes

• Payroll number (if available)

• Employer’s name

• Employer’s address

And the

• Unique Taxpayer’s Reference (UTR) number (if the new job is a self-employed job)

• 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 6

• 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 6

• 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 display

‘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, ‘new job details for claimant 1 or 2 to be added to the claim’

And the following details for the job that the claimant left

• End date

• Number of paid hours

And enter the following details for the claimant’s new job

• Start date

• Number of paid hours

• Employer’s reference number (if appropriate)

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 Application Notes

• Payroll number (if appropriate)

• Employer’s name

• Employer’s address

And the

• UTR number (if the new job is self-employed)

• Click on the [OK] button

• Go to step 1 7

Note: The changes will be stored on the Free Format screen. Once the claim has been awarded, this will create an entry on the ‘Unprocessed Change of Circs’ Work List

• If the Select Application screen is displayed, select the claim(s) affected by the change. You will then be 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 13

• Check if the claimant is still eligible to claim tax credits during the period from the end of the old job to the start of the new job. If

• They are still eligible , go to step 8

• If not, go to step 7

• Hours Worked End Date field in the Work Details section

Then

• If the old job was employed

• Enter the end date in the End Date field in the Main Employment details section

Or

• If the old job was self-employed

• Enter the end date in the End Date field in the Self Employed details section

Then

• Delete the number of jobs in the Number of Jobs field

• Go to step 14

Note: If the claimant is still eligible to tax credits, consider inviting them to make a fresh claim. Follow the guidance in Invite Fresh Claim

• More than 3 months before today’s date and the claimant failed to notify you about the change within 3 months, go to step 9

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

• 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 12

• Select the Work Details screen for the appropriate claimant and

• Consider if the new weekly paid hours will increase the maximum tax credits award. That is, before any income reduction is applied

Note: See the Information page to see the reasons where the new weekly hours will increase the maximum tax credits award

• If it does and you have been notified today, go to step 10

• If it does and you were notified before today, go to step 11

• If not, go to step 12

• Select the ‘Work Details’ screen for the appropriate claimant

And

• Enter the end date for the ‘old’ job in the Hours Worked End Date field (if it is not already displayed)

Then if the ‘old’ job was employed

• Enter the end date for the ‘old’ job in the End Date field in the Main Employment Details section (if it is not already displayed)

Or if the ‘old’ job was self-employed

• Enter the end date for the ‘old’ job in the End Date field in the Self Employed Details section

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

• Go to step 14

Note: After completing the actions in the Amend Finish screen, you will need to return to this step to complete the rest of the step

In Function AMEND APPLICATION, select the Work Details screen for the appropriate claimant

• Enter the number of paid job(s), for this claimant, in the Number of Paid Jobs field (that is, 1)

• 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 which started outside 7 day’s was 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

• 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 which started outside 7 day’s was self–employed, enter the following details in the Self Employed Details section

• UTR number (if not already there)

• New employment start date

Note: If the ‘old’ job was self employed you will need to delete the original start date and replace it with the new job start date

And then

• Delete the end date

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

• Go to step 14

See Examples

Worked History Example 14

Worked History Example 12

• Select the Work Details screen for the appropriate claimant

And

• Enter the end date for the ‘old’ job in the Hours Worked End Date field (if it is not already displayed)

Then if the ‘old’ job was employed

• Enter the end date for the ‘old’ job in the End date field in the Main Employment Details section (if it is not already displayed)

Or if the old job was self- employment

• Enter the end date for the ‘old’ job in the End Date field in the Self Employed Details section

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

• Go to step 14

Note: After completing the actions in the Amend Finish screen, you will need to return to this step to complete the rest of the step

In Function AMEND APPLICATION, select the Work Details screen for the appropriate claimant

• Click on the [New] button

• Enter the number of paid job(s) for this claimant, in the Number of Paid Jobs field (that is, 1)

• 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 which started outside 7 days was 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

• 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 which started outside 7 days’ was self employed, enter the following details in the Self Employed Details section

• UTR number (if not already there)

• New employment start date

Note: If the old job was self employed you will need to delete the original start date and replace with the new job start date

And then

• Delete the end date

• Select ‘History’ on the toolbar menu

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

• Select the first entry

• Click on the [Change] button

• Delete the existing ‘Include From Date’

• Calculate the date 3 months prior to 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 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 14

See Example Worked History Example 13

• Select the Work Details screen for the appropriate claimant

And

• Enter the end date for the ‘old’ job in the Hours Worked End Date field (if it is not already displayed)

Then if the ‘old’ job was employed

• Enter the end date for the ‘old’ job in the End Date field in the Main Employment Details section (if it is not already displayed)

Or if the old job was self employment

• Enter the end date for the ‘old job’ in the End Date field in the Self Employed Details section

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

• Go to step 14

Note: After completing the actions in the Amend Finish screen, you will need to return to this step to complete the rest of the step

In Function AMEND APPLICATION, select the Work Details screen for the appropriate claimant

• Click on the [New] button

• Enter the number of paid job(s) for this claimant, in the Number of Paid Jobs field (that is, 1)

• 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 which started outside 7 days 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

• 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 which started outside 7 day’s was self employed, enter the following details in the Self Employed Details section

• UTR number (if not already there)

• New employment start date

Note: If the old job was self employed you will need to delete the original start date and replace with the new job start date

And then

• Delete the end date

• Select ‘History’ on the toolbar menu

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

• Select the first entry and

• Click on the [Change] button

• Delete the existing ‘Include From Date’

• Enter the start date of the new job in the Include From Date 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 14

See Example Worked History Example 15

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

• 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 you have ended the ‘old’ employment at steps 10, 11, or 12 you will now need to replace this with a new main employment. Return to the appropriate step and continue with the actions for that step
   
• If entitlement to WTC no longer exists, go to step 15
   
• If entitlement to WTC still does exist, go to step 16

• 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

If you can make the change

• Click on the [OK] button on the message

Then

• If you have ended the ‘old’ employment at steps 10, 11, or 12 you will now need to replace this with a new main employment. Return to the appropriate step and continue with the actions for that step
   
• If entitlement to WTC no longer exists, go to step 15
   
• If entitlement to WTC still does exist, go to step 16

• 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, then

• If you have ended the ‘old’ employment at steps 10, 11, or 12 you will now need to replace this with a new main employment. Return to the appropriate step and continue with the actions for that step
   
• If entitlement to WTC no longer exists, go to step 15
   
• If entitlement to WTC still does exist, go to step 16

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

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

Note: The message you record will depend on which course of action you have taken. For example, if you followed the action in step 11 of this action guide, record the message for step 11

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 1 1 - ‘TCMZ Ended (state employed or self-employed) and started new job (state employed or self-employed) outside 7 day’s. (Enter claimant’s name) failed to notify us within 3 months, increased the max award. Change can only be backdated for a maximum of 3 months prior to today’s date, left include from date as automatically displayed, no action in history. (Include date notified and the date(s) the change actually occurred)’

Or

Step 1 1 -‘TCMZ Ended (state employed or self-employed) and started new job (state employed or self-employed) outside 7 day’s. (Enter claimant’s name) informed us within 3 months, left include from date as displayed, no action required in history. (Include date notified and the date(s) the change actually occurred)’

Step 1 2 -‘TCMZ Ended (state employed or self-employed) and started new job (state employed or self-employed) outside 7 day’s. (Enter claimant’s name) failed to notify us within 3 months, increased the max award. Change can only be backdated for a maximum of 3 months prior to notified date. (Include date notified and the date(s) the change actually occurred)’

Step 1 3 -‘TCMZ Ended (state employed or self-employed) and started new job (state employed or self-employed) outside 7 day’s. (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 1 4 -‘TCMZ Ended (state employed or self-employed) and started new job (state employed or self-employed) outside 7 day’s. (Enter claimant’s name) failed to notify us within 3 months, not increased the max award. Changed include from date and backdated for more than 3 months. (Include date notified and the date(s) the change actually occurred)’

Note: If the claimant has a TTCR, there should be a message in Function MAINTAIN HOUSEHOLD NOTES containing the current PAYE reference number. Update this message by recording the new PAYE reference number

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

• Go to step 1 7