TC602 Or TC603R Notices Requiring Manual Typing: Issue TheNotice (AG)

To issue a manually re-typed notice consider steps 1 to 8 below. The guide is presented as follows

Initial action	Steps 1 - 2
Issue notice	Steps 3 - 5
Record in Household Notes	Step 6
Delete worklist item	Step 7
Delete e-mail	Step 8

Initial action

1	When you receive the amended notice from the typists Print off two copies of the notice Link the papers in the clerical BF to the amended notice Go to step 2
2	Check that the changes required on the original form TC60X have been made correctly to the amended notice If there are minor discrepancies, correct them on the electronic document, re-print then go to step 3 If there are major discrepancies, return the form to the typists for correction. Follow the guidance in TC602 Or TC603R Notices Requiring Manual Typing: Creating The Notice

I ssue notice

Place the revised notice in a windowed envelope

Add to it any additional paperwork that needs to be issued. For example Notes, TC603D
Issue the notice

Then

If you issued a form TC603D, go to step 4

If you did not issue a form TC603 D, go to step 5

Use Function MANAGE FINALISATION and go to the Notice Details screen to enter the issue date of the manual notice in the relevant field

Note: This screen displays a group box for entering the date of issue of the finalised award notice in the Manual Finalised Award Notice box and two group box headings relating to manual S17 notices at the bottom of the screen

If you have issued a TC603R

Enter the date the manual notice was issued in the Manual Issue Date field in the Manual S17 Notice box

Then

Go to step 5

Note: If you have issued a notice to a claimant where the family has broken down, you must make sure that you enter the details in the relevant box. Applicant 1 is on the left of the screen and Applicant 2 on the right

Send the second copy of the notice to storage. Follow the guidance in Preparing And Sending Documents For Storage

Note: Depending on how your team operates, you may need to keep the second copy of the notice with the clerical claim in the relevant section

Go to step 6

Record in Household Notes

Use Function MAINTAIN HOUSEHOLD NOTES and select the ‘General’ or ’Renewals & Reminders’ category, depending on which notice you are issuing

Use Standardised Messages and copy and paste one of the following messages from ’G - Mismatches’, depending on the action you have taken

If the TC602 has been sent for clerical alteration, use

GS04 - TC(XXX) manually issued to (insert details) MCM removed

If the TC603R has been sent for clerical alteration, use

GS09 - TC603R/D manually issued to (insert details)
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

Then

Go to step 7

Delete worklist item

When your action is complete, delete the Work List item. To do this

Check Household Notes and note which forms have been clerically issued
If all listed forms have been clerically issued, delete the Work List item as follows

Use Function MAINTAIN WORKLIST

Select 'Manual Correspondence' from the Worklist Type drop down menu

Select the office or unit from the Management Unit drop down menu, if the one you want is not already displayed in this field. The screen will be redisplayed with the entries currently on the Work List

Click on the entry in the Work List that you wish to delete

Click on the [Delete] button

Click on the [OK] button

Go to step 8

Delete email

8	Delete the email from the typists from all your Outlook folders, including the Deleted Items folder Note: This is to ensure that HM Revenue & Customs (HMRC) complies with the Data Protection Act requirements

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