New Job Started In Addition To Main Job (AG)

To deal with the situation where the claimant has started a new job in addition to their main job, consider steps 1-27 below. The guide is presented as follows

Initial action	Steps 1 - 2
Applying the change on the computer	Steps 3 - 5
Consider limiting the backdating to 3 months	Step 6
Consider if change will result in an increased award	Step 7
Where the change will only be backdated for a maximum of 3 months (notified today)	Steps 8 - 11
Where the change will only be backdated for a maximum of 3 months (notified before today)	Steps 12 - 15
Where the change will be backdated within 3 months	Steps 16 - 19
Where the change will be backdated for more than 3 months	Steps 20 - 23
Invite fresh claim	Step 24
Amend Finish screen	Step 25
Update household notes	Step 26
Send to storage	Step 27

Initial action

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 new job

Start Date

Number of paid hours

Employer’s reference number (if appropriate)

Payroll number (if appropriate)

Employer’s name, for the additional job

Employer’s address, for the additional job

Unique Taxpayer’s Reference (UTR) number (if the additional job is the claimant’s first self-employed job)

And the

Number of hours worked, for the original job(s)

Note: These may have been reduced when the claimant started the additional job

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

If not, go to step 2

Telephone the claimant to obtain the missing information. Follow the guidance in Contacting The Claimant. If you

Are unable to contact the claimant, go to step 26

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 26

Applying the change on the computer

Use Function AMEND APPLICATION and select the Change of Circumstances option. You will be taken to the Key Entry Data screen. On this screen

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

If the claim is pre-award, you will either be taken to

The Select Application screen, (select the appropriate claim)

Or

The following message will be displayed

‘Details must be recorded in 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

Start date

Number of paid hours

Employer’s reference number (if appropriate)
Employer’s payroll number (if appropriate)

Employer’s name, for the additional job

Employer’s address, for the additional job

UTR number (if the additional job is the claimant’s first self-employed job)

And the

Number of hours worked for the original job(s)

Note: These may have been reduced when the claimant started the additional job

Click on the [OK] button

Go to step 27

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 claim is post award you will be taken to either the Select Application screen or the Applicant Details screen

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

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 24

Consider limiting the backdating to 3 months

Check the start date of the new job from the information already provided. If the start date occurred

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 16

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 20

Consider if change will result in an increased award

In Function AMEND APPLICATION

Select the Work Details screen for the appropriate claimant and

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

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 12

If not, go to step 20

Where the change will only be backdated for a maximum of 3 months (notified today)

8	In Function AMEND APPLICATION Select the Work Details screen for the appropriate claimant Add the additional job to the number of jobs, already existing, in the Number of Paid Jobs field Enter the end date, in the Hours Worked End Date field, as the day prior to the start date of the additional job If the claimant is Employed and the additional job is self-employed, go to step 9 Self-employed and the additional job is employed, go to step 10 Employed and the additional job is employed, go to step 11 Self-employed and the additional job is self-employed, go to step 11
9	In the Self-Employed Details section on the Work Details screen Enter the UTR in the UTR field Enter the start date of the additional job in the Start Date field
10	In the Main Employment Details section on the Work Details screen enter the Employer reference number Note: If the claimant has not provided the employer reference, follow the guidance in Trace Employer Payroll number (if available) Start date in the Start Date field Name of the employer Address of the employer Telephone Number (if available) Then Go to step 11
11	From the Work Details screen, select History from the toolbar and Hours Worked from the drop down list. You will be taken to the History screen Note: Because the new additional hours cannot be backdated more than 3 months, you must record a period of hours at the old weekly hours rate Click on the [New] button Enter the actual start date of the additional job in the Start Date field Note: As the change occurred more than 3 months ago, 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 new ‘Include From Date’ as the start date of the additional job 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 additional job 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 additional hours for the new job. Only backdate the additional 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 (same date as the start date entered) Add together the number of hours for the existing job and the number of hours for the additional job and enter the total number of hours in the Hours field For example, the claimant works 25 hours in their existing job and 5 hours in their additional job. Add together 25 and 5 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 25 See Example Worked History Example 12

Where the change will only be backdated for a maximum of 3 months (notified before today)

12	In Function AMEND APPLICATION Select the Work Details screen for the appropriate claimant Add the additional job to the number of jobs, already existing, in the Number of Paid Jobs field Enter the end date, in the Hours Worked End Date field, as the day prior to the start date of the additional job If the claimant is Employed and the additional job is self-employed, go to step 13 Self-employed and the additional job is employed, go to step 14 Employed and the additional job is employed, go to step 15 Self-employed and the additional job is self-employed, go to step 15
13	In the self-employed details section on the Work Details screen Enter the UTR in the UTR field Enter the start date of the additional job in the Start Date field, go to step 15
14	In the Main Employment Details section on the Work Details screen enter the Employer reference number Note: If the claimant has not provided the employer reference number, follow the guidance in Trace Employer Payroll number (if available) Start date in the Start Date field Name of the employer Address of the employer Telephone Number (if available) Then Go to step 15
15	In Function AMEND APPLICATION, select History from the toolbar and Hours Worked from the drop down list. You will be taken to the History screen Note: Because the new additional hours cannot be backdated more than 3 months, you must record a period of hours at the old weekly hour’s rate Click on the [New] button Enter the actual start date of the additional job in the Start Date field Note: As the change occurred more than 3 months ago, 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’ Calculate the date 3 months prior to date the claimant notified the Tax Credit Office and make a note of the calculated date Enter the start date of the additional job 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 additional job 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 additional hours for the new job. Only backdate the award 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 Delete the ‘Include From Date’ Enter the ‘Include From Date' previously noted, in the Include From Date field Add together the number of hours for the existing job and the number of hours for the additional job and enter the total number of hours in the Hours field For example, the claimant works 25 hours in their existing job and 5 hours in their additional job. Add together 25 and 5 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 25 See Example Worked History Example 13

Where the change will be backdated within 3 months

16	In Function AMEND APPLICATION Select the Work Details screen for the appropriate claimant Add the additional job to the number of jobs, already existing, in the Number Of Paid Jobs field Enter the end date, in the Hours Worked End Date field, as the day prior to the start date of the additional job If the claimant is Employed and the additional job is self-employed, go to step 17 Self-employed and the additional job is employed, go to step 18 Employed and the additional job is employed, go to step 19 Self-employed and the additional job is self-employed, go to step 19
17	In the self-employed details section on the Work Details screen Enter the UTR in the UTR field Enter the start date of the additional job in the Start Date field, go to step 19
18	In the Main Employment Details section on the Work Details screen enter the Employer reference number Note: If the employer has not provided the employer reference number, follow the guidance in Trace Employer Payroll number (if available) Start date in the Start Date field Name of the employer Address of the employer Telephone Number (if available) Then Go to step 19
19	In Function AMEND APPLICATION, select History from the toolbar and Hours Worked from the drop down list. You will be taken to the History screen Note: You must record the hours for the additional new job Click on the [New] button Enter the start date of the additional job in the Start Date field Note: The ‘Include From Date’ will automatically be displayed with the start date for the additional job Add together the number of hours for the existing job and the number of hours for the additional job and enter the total number of hours in the Hours field For example, the claimant works 25 hours in their existing job and 5 hours in their additional job. Add together 25 and 5 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 25 See Example Worked History Example 14

Where the change will be backdated for more than 3 months

20	In Function AMEND APPLICATION Select the Work Details screen for the appropriate claimant Add the additional job to the number of jobs, already existing, in the number of Paid Jobs field Enter the end date, in the Hours Worked End Date field, as the day prior to additional employed job start date If the claimant is Employed and the additional job is self-employed, go to step 21 Self-employed and the additional job is employed, go to step 22 Employed and the additional job is employed, go to step 23 Self-employed and the additional job is self-employed, go to step 23
21	In the self-employed details section on the Work Details screen Enter the UTR in the UTR field Enter the start date in the Start Date field Go to step 23
22	In the Main Employment Details section on the Work Details screen enter the Employer reference number Note: If the claimant has not provided the employer reference, follow the guidance in Trace Employer Payroll number (if available) Start date in the Start Date field Name of the employer Address of the employer Telephone number (if available) Then Go to step 23
23	In Function AMEND APPLICATION, select History from the toolbar and Hours Worked from the drop down list. You will be taken to the History screen Click on the [New] button Enter the start date of the new additional job Note: The ‘Include From Date’ will automatically be displayed with a date 3 months before today’s date Delete the existing ‘Include From date’ Enter the start date of the additional job in the Include From Date field Add together the number of hours for the existing job and the number of hours for the additional job and enter the number of hours in the Hours field For example, the claimant works 25 hours in their existing job and 5 hours in their additional job. Add together 25 and 5 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 25 See example Worked History Example 15

Invite fresh claim

24	If the claimant is now eligible to tax credits Invite them to make a fresh claim. Follow the guidance in Invite Fresh Claim

Amend Finish screen

In the Amend Finish screen

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

Then, if you can make the change

Click on the [OK] button on the message

Go to step 26

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 26

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 26

Update household notes

Use Function MAINTAIN HOUSEHOLD NOTES and add a note to record the action you have taken

Note: The message you record will depend on which course of action you have taken. For example, if you followed the action in step 12 of this action guide, record the message for step 12

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 Added additional hours and existing hours – together, total hours (enter total hours). (State if additional job is employed or self-employed). (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 12 - ‘TCMZ Added additional hours and existing hours – together, total hours (enter total hours). (State if additional job is employed or self-employed). (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 16 - ‘TCMZ Added additional hours and existing hours – together, total hours (enter total hours). (State if additional job is employed or self-employed). (Enter claimant’s name) informed us of the change 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 20 - ‘TCMZ Added additional hours and existing hours – together, total hours (enter total hours). (State if additional job is employed or self-employed). (Enter claimant’s name) informed us of the change within 3 months and as the change has not yet been applied. Changed include from date and backdated for more than 3 months. (Include date notified and the date(s) the change actually occurred)’

Or

Step 20 - ‘TCMZ Added additional hours and existing hours – together, total hours (enter total hours). (State if additional job is employed or self-employed). (Enter claimant’s name) failed to inform us of the change 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)’

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 27

Send to storage

27	Complete form TC648 and send it with any relevant correspondence to storage. Follow the guidance in Preparing And Sending Documents For Storage

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