RLS Items - Post Award / Annual Declaration (Renewals) (AG)

• If you can continue to process the claim, use Function VIEW HOUSEHOLD NOTES to check if there is an entry to indicate a change of address has been done since the correspondence or notice was issued

• If there is no entry, go to step 2
   
• If there is an entry, go to step 8

• Select the latest application version. This will take you to the Application Summary screen
   
• Click on the VH (Version History) button. This will take you to Applicant 1 screen

Note: If the correspondence is addressed to Applicant 2 you need to select continue and this will take you to the Applicant 2 screen

• Is the latest address the same or different

• If the address is the same, go to step 3
   
• If the address is different, go to step 8

• The same as the one on the correspondence, go to step 4
   
• Different to the one on the correspondence, go to step 7
   
• The same as the one on the correspondence, but contains more detail, for example a house or flat number, go to step 7

• If the work item is on the ‘Unprocessed Change of Circumstances’ Work List, make a note of the relevant MU and cancel out of Function VIEW LINKED WORK ITEMS and go to step 5
   
• If the work item is not on the ‘Unprocessed Change of Circumstances’ Work List, cancel out of Function VIEW LINKED WORK ITEMS and go to step 6

• Click on the entry in the Work List you want to work to highlight it
   
• Click on the [Details] button. You will be taken to the Worklist Entry Details screen where more details of the selected work item will be displayed
   
• Does the work item include a change of address

• Yes, make a note of the new address details and then go to step 7
   
• No, go to step 6

• If you obtain the new address, go to step 7
   
• If you are not able to contact the claimant, or cannot confirm the new address, leave as RLS or set the RLS signal, go to step 13

• Use Function AMEND APPLICATION selecting the Correction option

• Enter the claimant’s NINO in the Key Entry Data screen
   
• Select the 'Latest' checkbox
   
• Click on the [OK] button. You will be taken to the Applicant Details screen
   
• Click on the [Address] button. You will be taken to the Address Change screen
   
• Change the claimant’s address

Note: If it is a joint claim you will see the message ‘Would you like to use this address for both applicants’. Check if the correspondence is addressed to both claimants and click yes or no as appropriate

• If there is already an RLS marker, click on the RLS Signal checkbox to remove it
   
• Click on the [OK] button

Note: If you click on the [Clear] button, the whole address and the RLS signal will be removed

• If you are dealing with a returned Annual Declaration (TC603D or TC603D2), go to step 14
   
• Otherwise, go to step 8

• If the RLS correspondence is a form TC610, go to step 15
   
• If the RLS correspondence is a TC602 series form, that is forms TC602A to TC602J inclusively

And

• An RLS marker is not present on the claim, issue a duplicate or copy notice. Follow the guidance in Reissuing An Applicant Notice

Otherwise

• Go to step 9

• You need to re-issue the correspondence, go to step 10
   
• You are dealing with correspondence from the Healthy Start Issuing Unit, go to step 12
   
• The correspondence has already been re-issued or you decide it is no longer appropriate to issue the correspondence discard the notice in confidential waste

• Take no further action

• You need to re-issue an automated notice

• Use Function REQUEST REISSUE OF NOTICES. Follow the guidance in Reissuing An Applicant Notice
   
• Return to this guidance
   
• Go to step 15

• If you need to re-issue manual correspondence

Note: If you are not sure whether it is appropriate to re-issue the correspondence you must reissue it

• Enter the new address on the correspondence and re-issue it to the new address, go to step 15
   
• If you need to re-issue a reminder notice, go to step 11

• Form TC606 (MAN)
   
• Extend the reminder cycle if you consider it to be appropriate

Note: For guidance about extending the reminder cycle see Award Notice Reminder Cycle

• Discard the notice in confidential waste
   
• Take no further action

• Go to step 15

• A new address is not found

• Use Function AMEND APPLICATION and go to the Applicant Details screen
   
• On the Applicant Details screen click on the [Address] button. You will be taken to the Address Change screen
   
• On the Address Change screen ensure that the RLS checkbox is ticked. This will set the RLS signal
   
• If you are dealing with a returned Annual Declaration (TC603D or TC603D2), go to step 14 Otherwise
   
• Go to step 15

• Click on the [Continue] button
   
• Check the award status

• If it is Terminated, go to step 15
   
• If it is not Terminated

• Go to the ‘Issued To’ field on the Notice Details screen and record the Annual Declaration as not served against the appropriate claimant(s) or their appointee

Note: In a joint claim you must mark both claimants as ‘not served’

• Select RLS from the Not Served Reason drop down menu

Note: If it is an appointee whose address is RLS, you must take no further action. The computer will issue a new Annual Declaration notice to the Claimant. If the address has already been changed, go to step 15

• Go to step 15

• If you are not able to access the function

• Refer the Annual Declaration

(This text has been withheld because of exemptions in the Freedom of Information Act 2000)

• Complete form TC648 with the following details
   
• Record that the Annual Declaration has not been served and include the reason ‘RLS’
   
• Name of the appropriate claimant or their appointee

And

• Claimant's NINO
   
• Go to step 15

• Step 8 - Record the form TC610 returned as RLS

‘ XS16 - TC610 sent (DD/MM/YY) to (clmt name). Returned RLS (DD/MM/YY) from (address on corre). New address updated on system. RLS marker removed. No further action taken’

‘ XS17 - TC610 issued (DD/MM/YY) for (tax year) sent to (clmt name). Returned RLS from (address on corre). New address already updated on system. RLS marker already removed. No further action taken’

• Step 10 – If you need to re-issue manual correspondence

‘ XS19 – Manual Corre issued (DD/MM/YY) for (tax year) sent to (clmt name). Returned RLS from (address on corre). New address traced . Updated on system. RLS marker removed. Manual Corre re-issued to new address’

• Step 12 – If you are dealing correspondence from the Healthy Start unit, you will not be able to re-issue the correspondence

‘ XS18 – Healthy Start voucher returned RLS (DD/MM/YY) from (address on corre). UTC. RLS marker set for (clmt1/clmt2/both). No further action taken’

• Step 13 - Record details of your attempts to trace a new address

‘ XS03 - TC602 issued (DD/MM/YY) for (tax year) sent to (clmt name). Returned RLS from (address on corre). UTC to claimant. RLS marker set’

‘ XS07 - TC603 issued (DD/MM/YY) for (tax year) sent to (clmt name). UTC to (clmt name). RLS marker set & S17 Not Served marker set’

‘ XS15 - TC610 sent (DD/MM/YY) to (clmt name). Returned RLS (DD/MM/YY) from (address on corre). UTC. RLS marker set for (clmt1/clmt2/both). No further action taken’

‘ XS20 – Manual Corre issued (DD/MM/YY) for (tax year) sent to (clmt name). Returned RLS from (address on corre). Unable to trace new address. RLS marker set. No further action taken’

• Step 14 – Record your action for returned TC603

‘ XS21 - TC603 sent (DD/MM/YY) to (clmt name). Returned RLS (DD/MM/YY) from (address on corre). RLS marker already set. Award terminated. No further action taken’

‘ XS05 - TC603 issued (DD/MM/YY) for (tax year) sent to (clmt name). Returned RLS from (address on corre). New address already updated on system. S17 Not Served marker set’

‘ XS22 – TC603 issued (DD/MM/YY) for (tax year) sent to (clmnt names). Returned RLS from (address on corre.) TC648 sent to relevant person to record Annual Declaration ‘not served.’ Reason RLS’

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

• Discard the notice in confidential waste

Note: If the returned notice includes any correspondence sent originally by the claimant. File the returned papers in the clerical BF for 6 weeks in a lockable secure cabinet and then check if the address has been updated. If it has send the correspondence back to the claimant, if it hasn’t send to remote storage