Withdrawal List Action – Issuing Withdrawal Confirmation Letters (AG)

To issue the appropriate withdrawal confirmation letter to a claimant wanting to withdraw from the tax credit system when you are working from the Withdrawal List spreadsheet, consider steps 1 – 8 below

1	Note: Determine if there is any Compliance activity. Follow the guidance in Identifying Compliance Activity Open the Withdrawal List spreadsheet Use Function VIEW HOUSEHOLD NOTES Check for the following message ‘Claimant does not want to withdraw their claim’ If this note is present Enter ‘No’ in the Claim Type column on the spreadsheet Take no further action In all other cases, go to step 2
2	Use Function VIEW HOUSEHOLD ACCOUNT Enter the NINO from the spreadsheet in the Key Entry Data screen Select the ‘All’ checkbox Leave the ‘Summary’ checkbox ticked Click on the [OK] button. You will be taken to the Select Award screen Check the latest claim to see if the award status is Terminated, Ceased or SOA If the award status is Terminated, Ceased or SOA Mark the spreadsheet under the Claim Type column as Terminated, Ceased or SOA, as applicable Take no further action If the award status is anything else Click on the claim to highlight it Click on the [OK] button. You will be taken to the View Award Period Summary– Household screen Go to step 3
3	On the View Award Period Summary screen check the award status again If the award status is Terminated, Ceased or SOA Mark the spreadsheet under the Claim Type column as Terminated, Ceased or SOA, as applicable Take no further action If the award status is anything else Go to step 4
4	On the View Award Period Summary screen, check the award amount If the award amount is nil or below the minimum amount payable, go to step 5 If the award amount is the minimum amount payable or above, go to step 6
5	Access the Withdrawal List spreadsheet and enter Nil in the Claim Type column Use Function VIEW APPLICATION to obtain the claimant’s current address Open a blank Award Withdrawal Letter Send the Award Withdrawal Letter TC943 to the claimant Use Function MAINTAIN HOUSEHOLD NOTES to record the following ‘Award Withdrawal letter TC943 issued xx/xx/xx [insert date]’ followed by your initials and team/Group 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 Enter a BF date of 6 April for follow up action on the Withdrawal List spreadsheet in the BF column Take no further action
6	Use Function VIEW HOUSEHOLD ACCOUNT Enter the NINO from the spreadsheet in the Key Entry Data screen Select the All checkbox Leave the Summary checkbox ticked Click on the [OK] button. You will be taken to the Select Award screen Click on the latest claim to highlight it Click on the [OK] button. You will be taken to the View Award Period Summary screen Click on the [Schedule] button. You will be taken to the View Direct Payment Schedule screen Select the final payment for the claim and check the Amount Recovered column to see if any cross year recovery payments are being taken Note: In some instances, where a change has been reported for example, there will not be payments listed for the entire tax year. It is important in these cases that you check to see whether there is still cross year recovery due in order to issue the correct letter to the claimant If there is not an Amount Recovered figure in the final payment for the claim, go to step 7 If there is an Amount Recovered figure in the final payment for the claim, go to step 8
7	Use Function VIEW APPLICATION to obtain the claimant’s current address Issue Award Withdrawal letter TC982 to the claimant Use Function VIEW HOUSEHOLD ACCOUNT and go to the View Award Period Summary screen Click on the [Schedule] button Check the date of the final payment for the tax year and record the date on the Withdrawal List spreadsheet in the Final Tax Year Payment Date column Use Function MAINTAIN HOUSEHOLD NOTES to record the following ‘Award Withdrawal letter TC982 issued xx/xx/xx [insert date]’ followed by your initials and team/Group 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
8	Use Function VIEW APPLICATION to obtain the claimant’s current address Issue Award Withdrawal letter TC983 to the claimant Use Function VIEW HOUSEHOLD ACCOUNT and go to the View Award Period Summary screen Click on the [Schedule] button Check the date of final payment for the tax year and record the date on the Withdrawal List spreadsheet in the Final Tax Year Payment Date column Use Function MAINTAIN HOUSEHOLD NOTES to record the following ‘Award Withdrawal letter TC983 issued xx/xx/xx [insert date]’ followed by your initials and team/Group 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

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