Reissuing An Applicant Notice (Info)

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You can reissue a copy of a notice or a duplicate notice for either

• An award notice

Or

• A decision (rejection) notice

Award and decision notices are known collectively as applicant notices.

The need to reissue an applicant notice will arise from either

• The claimant requesting a copy or duplicate of an award notice

Or

• The notice being returned RLS

Duplicate notices

A duplicate award notice is identical to the original award notice except for the date of issue. The duplicate notice will show today’s date, not the original date of issue. A duplicate should only be issued when the family states that the original was never received.

A maximum of two duplicate notices can be issued but it is not possible to issue them on the same day. If two duplicates are requested at the same time, one duplicate can be issued and a copy notice should be issued as the second notice.

The computer will not allow you to issue more than two duplicate notices. In this circumstance you should consider whether to issue a copy notice instead.

If the award reminder cycle is live, then reissuing a duplicate award notice will cancel the previous reminder cycle and automatically start a new cycle from the date of issue.

Duplicate notices will not be issued when the original award notice has been returned and logged as received on the computer.

Duplicate notices cannot be issued for terminated awards.

Copy notices

A copy notice will be an exact replica of the original including the original date of issue and will display the word ‘COPY’ (like a Watermark) across it.

A copy notice can be issued when

• The original notice has been lost, misplaced or damaged after receipt

• A further copy is required, for example, to supply to Housing Benefit

Or

• You consider a copy notice may be issued instead of a third duplicate notice

There is no limit to the number of copy notices that can be issued.

When issuing a copy award notice where a signature is required, you must consider whether to adjust the award reminder cycle to allow the claimant sufficient time in which to return the notice.

Note: A duplicate or copy of a reminder notice cannot be issued

Certain signals will prevent applicant notices from being reissued. These are

• Appeals signal - which will prevent a duplicate notice being issued

• RLS signal – which will create an entry on the ‘Household RLS’ Work List

And

• Manual Correspondence signal – which will create an entry on the ‘Manual Correspondence’ Work List

If one or both claimants are registered for ‘e’ output the computer can be overridden to produce a paper version of the notice if this is requested. It can also be overridden if only one claimant in a two claimant family has been registered.

An appointee cannot be registered for ‘e’ output, therefore they can only be issued with a paper version of the notice.