To deal with a personal cheque received for an overpayment from a Service Team, consider steps 1 – 10 below. The guide is presented as follows

Initial actionStep 1
Determine reason for paymentStep 2
Duplicate paymentSteps 3 – 5
Change of circumstancesSteps 6 – 7
Update household notesSteps 8 – 9
Final actionStep 10


click here to return to top  Initial action

1Does the form TC (Cheque) 1 or form TC648 you have received inform you that the person has been overpaid tax credits
  • Yes, go to step 2
  • No, follow the appropriate guidance in this section of the manual


click here to return to top  Determine reason for payment

2From the information provided, if the person who has sent the personal cheque believes
  • They have received a duplicate payment, go to step 3

Or


click here to return to topDuplicate payment

3If you have received information regarding a duplicate payment from
  • An Enquiry Centre, you do not need to contact the claimant, as the Enquiry Centre will have already acknowledged receipt of the payment. Go to step 5
  • Any other source, go to step 4
4Contact the claimant by telephone. Follow the guidance in Contacting The Claimant
  • Acknowledge receipt of the cheque and tell them that any further payments they want to make by cheque should be sent to

HMRC
Accounts Office
Victoria Street
Shipley
Bradford
BD98 8AA

And

  • Inform them that you will deal with any repayment as soon as possible

And then

  • Go to step 5

Note: If you cannot contact the claimant by telephone, send a ‘free format letter’ to the claimant with the following message ‘Thank you for your personal cheque sent on dd/mm/yyyy for the amount of £XXXX XX. We will deal with any repayment as soon as possible. If you want to make any further payments by personal cheque please send them to HMRC, Accounts Office, Victoria Street, Shipley, Bradford, BD98 8AA’

Go to step 5
5If
  • The claimant has also informed you of a change of circumstances, go to step 6
  • The claimant has not informed you of a change of circumstances, go to step 8


click here to return to top  Change of circumstances

6If you have received information regarding a change of circumstances from
  • An Enquiry Centre. Use Function VIEW APPLICATION to see if the change of circumstances has already been captured

Note: You will not need to contact the claimant as the Enquiry Centre will have already acknowledged receipt of the payment, explained what will happen to the repayment, captured the change of circumstances, and taken any information that is required

  • If the change of circumstances has already been captured, go to step 8
  • If the change of circumstances has not been captured. Use Function AMEND APPLICATION and amend the details on the computer with the details of the change of circumstance. Follow the guidance in the Changes business area. Go to step 8
  • Any other source, go to step 7
7Contact the claimant by telephone. Follow the guidance in Contacting The Claimant
  • Acknowledge receipt of the cheque and tell them that any further payments they want to make by cheque should be sent to

HMRC
Accounts Office
Victoria Street
Shipley
Bradford
BD98 8AA

  • Inform them that you will deal with any repayment as soon as possible

And

  • Inform them that the change in circumstances they told us about will be dealt with and any change of entitlement will be notified to them in writing

Note: If you cannot contact the claimant by telephone, send a free format letter to the claimant with the following message ‘Thank you for your personal cheque sent on dd/mm/yyyy for the amount of £XXXX XX. We will deal with any repayment as soon as possible. The change in circumstances you informed us about will be dealt with and any change of entitlement will be notified to you in writing. If you want to make any further payments by personal cheque please send them to HMRC, Accounts Office, Victoria Street, Shipley, Bradford, BD98 8AA’

And

  • Use Function AMEND APPLICATION and amend the details on the computer with the details of the change of circumstance. Follow the guidance in Changes

And then

  • Go to step 8


click here to return to top  Update household notes

8Use Function MAINTAIN HOUSEHOLD NOTES and if you have received correspondence from
  • An Enquiry Centre. Confirm they have updated Household Notes
  • If the Enquiry Centre has updated Household Notes, go to step 10
  • If the Enquiry Centre has not updated Household Notes, go to step 9
  • Any other source, go to step 9
9In Function MAINTAIN HOUSEHOLD NOTES
  • Using the information provided on the form TC (Cheque) 1 or form TC648, enter the following
  • ‘TCMZ Cheque / cash payment received for £XXXX XX from claimant (Name). Repayment of CTC £XXXX XX and WTC £XXXX XX. Cheque to Accounts Office, Shipley on dd/mm/yyyy’

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

Note: The information about when the cheque was sent to Cumbernauld will be found on form TC (Cheque) 1 from the Valuables Team. Any cheques or cash sent to other HM Revenue & Customs (HMRC) offices, you will only be able to enter the payment amount

And then

  • Go to step 10


click here to return to top  Final action

10Complete a form TC648 with
  • The claimant’s details
  • The action you have taken

And then



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