Unprocessed Change Of Circs Work List (Info)
There are two Action Guide s for this subject, click on 'Next Page' to access them
Entries will be created on the ‘Unprocessed Change of Circumstances’ Work List when
- The claim is post award, but a change of circumstances has been recorded on the Free Format screen in Function AMEND APPLICATION because the changes were notified when the claim was pre-award. These are shown as ’CoC’ on the Work List
- The Deceased signal has been set in Function AMEND APPLICATION but a date of death has not been supplied. These are shown as ’Deceased’ or ’Date of Death’ on the Work List
- Changes have been notified electronically or by other offices or departments and manual intervention is necessary. These are shown as ’Unprocessed CoC’, ’Incompatible Data’ or ’Payment Suspended’ on the Work List
Building a list of entries to work
Incompatible data
Multiple entries
Interpreting the details of the electronic changes
Changes on the Free Format screen
Applying Free Format changes
Deleting a work item
Functions directly accessible from the
‘Unprocessed Change of Circumstances’ Work List
‘Unprocessed Change of Circumstances’ Work
List items within the renewal period
‘Unprocessed Change of Circumstances’ Work
List item with reason - ‘3mth restriction’
‘Unprocessed Change of Circumstances’
Work List item with reason - ‘Start/End O/lap’
‘Unprocessed Change of Circumstances’
Work List item with reason - ‘End date O/lap’
‘Unprocessed Change of Circumstances’
Work List item with reason - ‘In Ap Refin’
This is when the change
- May already have been applied
Or
- Does not match the data already held on the computer. For example, the child leaves Full Time Education (FTE) but no child is present on the claim
When ’Incompatible Data’ is displayed
- Check to see if the change has been applied
Or, where the change relates to information that does not match our records
- Contact the claimant to clarify the information
The ‘Unprocessed Change of Circumstances’ Work List may contain numerous entries for the same claimant. These are called Multiple Entries
It is essential that you process these entries together, to ensure that any changes made are processed in the correct order
By using the [Sort Filter] button in Function MAINTAIN WORKLIST you will be able to
- Filter the list so that only specific types of cases appear. For example, cases that show a particular action date
And
- Sort the list into an ascending or descending working priority order
Without
- Deleting the entries that do not fall into your filtered selection
There is no restriction to the number of operators that can sort and filter the Work List at any one time, using different terminals. The sort and filtered list you create is personal to you and will not affect the list viewed by another operator on another terminal. Your manager should have decided the cases you are responsible for working in order to ensure that you are not working on the same cases as a colleague
Interpreting the details of the electronic
changes
Some of the changes identified on the ‘Unprocessed Change of Circumstances’ Work List may have been notified electronically
In these cases you will initially have to decode the change of circumstances to establish whether or not the change has already been entered on the computer. You will do this by
- Referring to the details held on the Worklist Entry Details screen in Function MAINTAIN WORKLIST which contains details of the particular change
If the details on the Worklist Entry Details screen cannot be decoded, check whether a note has been recorded on the Free Format screen
If the claimant’s sex has been corrected on the frameworks and the correction results in a same sex couple with entitlement to tax credits before 5 December 2005, the entry in the Worklist Entry Details screen will be ‘Same sex couple’. This indicates that the claim was originally captured showing the wrong sex for one of the claimants and that the claim was made by two people of the same sex
In these circumstances you must end the household from the date that entitlement began and invite the claimants to make fresh individual claims up to 4 December 2005. From 5 December 2005 when the Civil Partnership Act takes effect couples of the same sex must make joint claims for tax credits
Changes on the Free Format screen
For some change of circumstances there may have been a note recorded on the Free Format screen. When this displays you must
- Check to see if any changes have been recorded on the Free Format screen in Function AMEND APPLICATION
If the ‘Unprocessed Change of Circumstances’ Work List entry is referring to corrected information rather than a change of circumstances, you must enter the information as a correction
If the Free Format screen is greyed out or blank, this is due to
- An operator without access to the Management Unit ( MU) having already viewed the Free Format screen and dealt with the change
Or
- The change has been sent through the frameworks. For example, by the DWP or by the e Portal
Note: In these cases you must check to see if a change has been applied. If a change has been applied, there will be more than one version of the claim on the computer
In order to apply the change, you must first check to see if all the relevant information is available
If all the relevant information is not available, it may be necessary to contact the claimant to obtain the missing information
Details of the change will have been captured on the Free Format screen whilst the claim was still pre-award. You must
- Use the information on the Free Format screen to apply all the relevant changes
Delete the ’Unprocessed Change of Circumstances’ Work List entry manually
You must ensure you only delete the Work List entry that refers to a change that has been applied
Where you need to take further action in order to process the change, do not delete the Work List entry
Functions directly accessible from the
‘Unprocessed Change of Circumstances’ Work List
VIEW APPLICATION
AMEND APPLICATION
VIEW AWARD
MAINTAIN WORKLIST
MAINTAIN HOUSEHOLD NOTES
‘Unprocessed Change of
Circumstances’ Work List items within the renewal period
Check to see if the ‘Unprocessed Change of Circumstances’ Work List item is being processed during the renewal period. If it is, follow the guidance in Establish If A Change Can Be Made at the same time as following this guidance
'Unprocessed Change of Circumstances' Work List
item with reason - '3mth restriction'
This will be displayed when only a start date for a particular change has been notified electronically and the start date is earlier than 3 months prior to the date the change was notified
To process the change and determine whether or not there is a need to restrict the start date to 3 months, follow the guidance in Effective Date Of A Change Of Circumstances at the same time as following this guidance
'Unprocessed Change of Circumstances' Work
List item with reason - 'Start/End O/lap'
This will be displayed when a start and end date for the same change have been notified electronically and at least one of them is earlier than 3 months prior to the date the change was notified
To process the change correctly, follow the guidance in Correcting Signals History Start And End Dates at the same time as following this guidance
'Unprocessed Change of Circumstances' Work
List item with reason - 'End date O/lap'
This will be displayed when only an end date for a particular change has been notified electronically and the end date is earlier than the existing date in the Include From field for that particular change
To process the change correctly, follow the guidance in Correcting Signals History Start And End Dates at the same time as following this guidance
'Unprocessed Change of Circumstances' Work
List item with reason - 'In Ap Refin'
This will be displayed when a change has been notified that affects finalised years and refinalisation may not be appropriate.
To process the change correctly, follow the guidance in Establish If A Change Can Be Made at the same time as following this guidance
