Clerical Top Up After Referral Received Back From DMB - TCO Only (AG)

If

• You have a new referral from DMB

• Link the referral form TC871 with the casepapers from the BF run, including the TCO – Adjust in year payment proforma

• Open the Clerical Top Up Worksheet (referred to as ‘the worksheet’ in the remainder of this guidance) and copy over the name, NINO, and start date of hardship claim information from the adjust in year payment proforma on to the worksheet

And then

• Go to step 3

• You have a BF payment to be made, go to step 2

Use Function VIEW APPLICATION to trace the latest claim on the computer. To do this

• On the Function Menu, select 'Application' on the toolbar menu and select 'View' from the options available. You will be taken to the Key Entry Data screen

• Enter the claimant's NINO in the Key Entry Data screen

• Select the All checkbox

• Click on the [OK] button. You will be taken to the Select Application Version screen

Note: If you are taken to the Select Application screen, click on the latest claim to highlight it and then click on the [OK] button

• On the Select Application Version screen, check the date in the Received Date column for the latest claim version

• If the date in the Received Date column is after the issue date of the last BF payment, as recorded on the worksheet, manual payments must be re-calculated

• Click on the latest claim version to highlight it

• Click on the [OK] button and then go to step 5

• If the date in the Received Date column is before the issue date of the last manual payment, as recorded on the worksheet

• Click on the [Cancel] button. You will be taken back to the Function Menu

• To issue the next scheduled payment, go to step 6

• On the Function Menu, select 'Award’ on the toolbar menu and select 'View' from the options available. You will be taken to the Key Entry Data screen

• Enter the claimant's NINO

• Select the ‘latest’ checkbox

• Click on the [OK] button

And then

• Click on the [View Calculation] button. You will be taken to the View Calculation screen

• Click on the [View Elements] button

• Open the Clerical Top Up Worksheet and enter the latest date shown in the ‘Ent Per End’ column in the End date of Award period field of the worksheet

• Click [Cancel] four times to return to the Function Menu Screen

• Select ‘Household’ and ‘View Account’. The Key Entry Data screen will display

• Enter the claimant's NINO in the Key Entry Data screen

• Select the ‘latest’ checkbox

• Select the ‘Payment Schedule’ checkbox, and click on the [OK] button to go to the View Direct Payment Schedule screen

• Highlight the next payment marked ‘STILL TO BE PAID’ in the Payment Status column

• Make a note of the Due Date of this payment in the ’Next Paydate’ field on the worksheet

Then

• Choose any payment with an amount recovered shown against it

• Copy the amounts shown in the ‘Net Amount’ and the ‘Amount Recovered’ columns into the ‘Posting net amount’ and ‘Posting amount recovered’ fields on the worksheet. This will then populate the ’Current recovery rate applied’ field on the worksheet

• In the View Direct Payment Schedule screen, add together all of the amounts in the Amount Recovered column with a Due Date on or after the Start date of hardship claim recorded on the worksheet up to and including

• (If there are no more scheduled payments), the end date recorded on the worksheet. Make a note of the result in the ‘Total of amount recovered’ field in the Arrears Calculation section

• (If there are more scheduled payments), the day before the due date of the next scheduled payment after today’s date recorded at the cell labelled ‘Next Paydate’ on the worksheet. Make a note of the result in the ‘Total of amount recovered’ field in the Arrears Calculation section

If

• The recovery shown is 10% on the worksheet, enter ‘0’ in the ‘New recovery rate (from DMB)’ field on the worksheet

• The recovery shown on the worksheet is 25%, enter the percentage value DMB have recommended that recovery should be adjusted to on the form TC871 in the ‘New recovery rate (from DMB)’ field on the worksheet

Note: The amount shown in the ‘Total arrears to pay’ field on the worksheet is the amount to pay for arrears

• Select 'Overpayment' as the Reason for Issue

• If there are no more additional tax credits payments scheduled, use Function MAINTAIN HOUSEHOLD NOTES to record the following

‘TCMZ Final Hardship top up payment authorised on DD/MM/YYYY, R92TC No. XXXXXXX. There are no further payments due this financial year’

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

• Send the papers to storage. Follow the guidance in Preparing And Sending Documents For Storage

And then

• Take no further action

Otherwise

• Go to step 5

• Add together the amounts in the Amount Recovered column for all payments with a Due Date in the period from and including the due date of the next scheduled payment, up to and including the day before the due date of the following scheduled payment shown on the worksheet

Note: For the final payment, the period to consider will be from and including the due date up to and including the date shown in the ‘End date of award period’ field on the worksheet

• Enter that amount in the column ‘Amount of recovery’ field on the worksheet for the next scheduled payment. The worksheet will then display the amount of top up payment to be made for that scheduled payment period

• Repeat these steps for each remaining scheduled payment

If

• A scheduled payment is due within the next 14 days, go to step 6

• No scheduled payment is due within the next 14 days

• Use Function MAINTAIN HOUSEHOLD NOTES to record the following

‘TCMZ Final Hardship top up payment authorised on DD/MM/YYYY, R92TC No. XXXXXXX. There are no further payments due this financial year’

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

• Send the papers to storage. Follow the guidance in Preparing And Sending Documents For Storage

And then

• Take no further action

• Select 'Overpayment' as the Reason for Issue

• If you have issued the first arrears or regular payment or had to re-calculate the regular scheduled payments, go to step 7

• If you have issued a regular BF payment without re-calculating

• Set a BF for a date 14 days before the next scheduled payment is due

And

• Take no further action

• If you have issued the final scheduled payment, use Function MAINTAIN HOUSEHOLD NOTES to record the following

‘TCMZ Final Hardship top up payment authorised on DD/MM/YYYY, R92TC No. XXXXXXX. There are no further payments due this financial year’

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

• Send the papers to storage. Follow the guidance in Preparing And Sending Documents For Storage

And then

• Take no further action

Note: Delete the option for ’cases where award payments adjusted’, as this information does not apply when you issue manual top up payments. Fill in the details of future payments and due dates

Use the TAB button in the bottom line of the payment schedule on the letter to add lines if necessary

• Use Function MAINTAIN HOUSEHOLD NOTES to record the following

‘TCMZ DMB advises reduction in CYR approp. Initial PYT £XXX.XX authorised on DD/MM/YYYY. R92TC No. XXXXXX. Letter issued. Next payment due 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

• Send the letter to the claimant by post

• Keep a copy of the letter with the casepapers

• If there are more additional payments to be made, BF for a date 14 days before the next additional payment is due and take no further action

• If there are no further payments to be made then send the papers to storage. Follow the guidance in Preparing And Sending Documents For Storage

And then

• Take no further action