Calculating And Scheduling Manual Payments In TCO (AG)

• If you can continue with this process, go to step 2

If

• You are dealing with an appeal, a claim on a Compliance Team, a claimant’s complaint on the Customer Support Unit (CSU) or a claim on the Fast Track Team (FTT)

• Open the Manual Payment Calculation Sheet

• Click on the Calculation sheet tab

• Go to step 3

• You are a member of the Manual Payment Team (MPT) and

• The request for a manual payment has been sent to you from a Contact Centre

• Open the Manual Payment Calculation Sheet

• Click on the Calculation sheet tab

• Go to step 3

• You are a member of the Database Team and

• The request for a manual payment has been referred from CSU, FTT, Appeals , Compliance or MPT with details of the amount(s) to be paid and when they are to be paid, go to step 22

• The request for a manual payment has been referred from an Enquiry Centre and

• No payment has been made by the Enquiry Centre, go to step 20

• An initial payment has been calculated and made by the Enquiry Centre, go to step 23

• The BF date has expired and the next scheduled payment is due, go to step 25

• On the Function Menu, select 'Application' from the toolbar menu and then select 'View' from the options available. You will be taken to the Key Entry Data screen in Function VIEW APPLICATION
   
• Enter the NINO of the claimant who has made contact in the Key Entry Data screen
   
• Select the 'All' checkbox
   
• Click on the [OK] button

• If the message ‘No Match Found’ displays, go to step 4

• If you are taken to the Select Application screen

• Click on the latest claim version with the status of 'Award Issued' to highlight it and then click on the [OK] button. You will be taken to the Select Application Version screen

• On the Select Application Version screen, click on the latest claim version to highlight it and then click on the [OK] button. You will be taken to the Application Summary screen

• On the Application Summary screen, select 'Navigation' on the toolbar menu and then select 'Payment' from the options available. You will be taken to the Payment screen. On the Payment screen

• If the claimant who has made contact is a nominated recipient on the Payment Nomination and Frequency section, record their name and NINO as Claimant 1 at section 1 of the Calculation sheet. If there is another claimant, record their name and NINO as Claimant 2 at section 1 of the Calculation sheet

Or

• If the claimant who has made contact is not a nominated recipient on the Payment Nomination and Frequency section, record their name and NINO as Claimant 2 at section 1 of the Calculation sheet. And record the other claimant's name and NINO as Claimant 1 at section 1 of the Calculation sheet

Then

• In the Nominated recipient box for Claimant 1 (and Claimant 2 if required) on the Calculation sheet select Yes or No, as appropriate, from the options available

• In the Nominated credit box for Claimant 1 (and Claimant 2 if required) on the Calculation sheet, from the options available select the tax credit (WTC, CTC or Both) for which the claimant is the nominated recipient

• Select 'Navigation' on the toolbar menu and then select 'Application Summary' from the options available. You will be taken back to the Application Summary screen

• Go to step 5

• If a claim can be found, use the details of the traced claim to access the latest version. Go back to step 3
   
• If a claim cannot be found, complete the M1 referral as instructed in the No Trace Of Claim guidance and take no further action

• Select 'File' on the toolbar menu and then select 'Next' from the options available. You will be taken to the Function Menu
   
• On the Function Menu, select 'Award' on the toolbar menu and then select 'View' from the options available

• If you are taken to the Award Summary screen, the claim version has progressed to award

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

• Go to step 6

• If the message ‘No matching record found for Award Version table’ displays, the claim version has not progressed to award

• Click on the [OK] button. You will be taken back to the Key Entry Data screen in Function VIEW AWARD

• On the Key Entry Data screen, click on the [Cancel] button. You will be taken back to the Function Menu

• On the Function Menu, select 'Household' from the toolbar menu and then select 'View Account' from the options available. You will be taken to the Key Entry Data screen in Function VIEW HOUSEHOLD ACCOUNT

• Enter the NINO of the claimant who has made contact (section 1 of the Calculation sheet) in the Key Entry Data screen

• Select the 'All' checkbox

• Click on the [OK] button

• If the error message ‘There are no awards for this individual’ displays, no award has been made for this claimant. Click on the [OK] button to close the error message and be taken back to the Key Entry Data screen. And then click on the [Cancel] button to be taken back to the Function Menu. Go to step 6

Or

• If you are taken to the Select Award screen, an award has been made for this claimant. Click on the [Cancel] button. You will be taken back to the Function Menu. Go to step 6

• Select ‘SEES’ on the toolbar menu

• Select 'Tax Credits Entitlement Calculator' from the options available

Note: If 'SEES' is not on the toolbar menu, contact your local Information Technology Support Officer (ITSO) to arrange for SEES to be installed on your desktop computer

Then

• To locate the guidance CGL Instructions For Carrying Out A One Year Calculation on the Intranet, access the Child Benefit Office and Tax Credit Office Homepage

• Click on the A - Z Index
   
• Double click on 'T' from the A - Z list
   
• Select the 'Tax Credits Roadmap'

• Select 'Info for System Users' from the menu on the left hand side of the screen

• Select 'SEES '

• Select 'CGL Instructions For Carrying Out A One Year Calculation' from the menu on the main screen

In those instructions

• Ignore steps 2 to 4

• In step 5 expect to see 'Awaiting Award' if no award has been made (see step 5of this guidance) as well as 'Award Issued'. Always select the latest application and application version

• In step 8, always click on the latest claim version to highlight it

• In step 18, in View Application, if all the income amount fields for both PY and CY display blank and there is no entry in the Actual / Estimated column, use the latest available year's income as PY income

Note: If an income amount is blank and A or E is shown in the Actual / Estimated column, the amount is zero

• In step 21, after clicking on the [Calc] button, click on the [Print] button and ignore the rest of the text in that step

• Only select the View Calculation sheet for printing

• If the result of the calculation is that there is no entitlement, take no further action

• If the result of the calculation is that there is entitlement, complete section 2 of the Calculation sheet using the data from the Entitlement Calculator print out

• If the award period has already ended, enter the award end date. Go to step 8

Otherwise

• Enter the last day of the tax year for the entitlement period. Go to step 7

• The error message 'There are no awards for this individual' displayed at step 5

• Use today's day as the pay day. Use Monday if today's day is Saturday or Sunday

• Record this date in the Household Pay Day box in the Entitlement to Next HH pay day table at section 3 of the Calculation sheet

• Go to step 9

• The Select Award screen opened at step 5, the pay day may already have been established. On the Function Menu, select 'Household' from the toolbar menu and then select 'View Account' from the options available. You will be taken to the Key Entry Data screen in Function VIEW HOUSEHOLD ACCOUNT

• 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 View Award Period Summary screen

• If you are taken to the Select Award screen, click on the relevant award period to highlight it and then click on the [OK] button.

• On the View Award Period Summary screen, click on the [Schedule] button. You will be taken to the View Direct Payment Schedule screen. On the View Direct Payment Schedule screen

• If there are entries on this screen, use a calendar to determine the day on which the dates in the Due Date column fall. They should all be the same day of the week. This will be the household pay day. Record this day in the Household Pay Day box in the Entitlement to Next HH pay day table at section 3 of the Calculation sheet and then go to step 8

Or

• If there are no entries on this screen and you were not taken to the Select Award screen earlier

• Use today's day as the pay day. Use Monday if today's day is Saturday or Sunday

• Record this day in the Household Pay Day box in the Entitlement to Next HH pay day table at section 3 of the Calculation sheet

And then

• Go to step 9

• If there are no entries on this screen and you were taken to the Select Award screen earlier

• Click on the [Menu] button to be taken back to the Function Menu

• On the Function Menu, re-enter Function VIEW HOUSEHOLD ACCOUNT using the steps above, but click on the previous award period to highlight it. On the View Direct Payment Schedule screen

• If there are entries on this screen, use a calendar to determine the day on which the dates in the Due Date column fall. They should all be the same day of the week. This will be the household pay day. Record this day in the Household Pay Day box in the Entitlement to Next HH pay day table at section 3 of the Calculation sheet and then go to step 8

• Has already ended

• Treat the end date of the award period as the next household pay day

• Record this date in the Date of Next HH pay day box in the Entitlement to Next HH pay day table at section 3 of the Calculation sheet

• Complete the WTC and CTC boxes in the Entitlement to next HH pay day table at section 3 of the Calculation sheet, using the data from the Entitlement Calculator print out

Note: This will be the same as the details entered at section 2 of the Calculation sheet

• Go to step 14

• Has not already ended, use the gap between the dates in the Due Dates column in the View Direct Payment Schedule screen to determine the payment frequency, whether weekly or four weekly

• If no payments have been issued by the computer in the relevant award period, go to step 9

• If the payment frequency is four weekly and the due date of the last payment issued by the computer was 21 days or less before today, the next household pay day is the due date of the next scheduled payment

For example, the due date of the last payment issued by the computer was Thursday 03/02/05, today is Tuesday 22/02/05, the next household pay day is 03/03/05

• If the payment frequency is four weekly and the due date of the last payment issued by the computer was more than 21 days before today, the next household pay day is 35 days after the due date of the last payment

For example, the due date of the last payment issued by the computer was Thursday 03/02/05, today is Tuesday 01/03/05, the next household pay day is 10/03/05

• If the payment frequency is weekly, the next household pay day is the second pay day from today

For example, the due date of the last payment issued by the computer was Thursday 03/02/05, today is Tuesday 08/02/05, the next household pay day is 17/02/05 Then, in all the above cases

• Record this date in the Date of Next HH pay day box in the Entitlement to Next HH pay day table at section 3 of the Calculation sheet

• Go to step 10

For example, today is Tuesday 08/02/05, the next household pay day is 22/02/05

• Record this date in the Date of Next HH pay day box in the Entitlement to Next HH pay day table at section 3 of the Calculation sheet
   
• Go to step 10

• Return to the SEES Entitlement Calculator
   
• Remove any change of circumstances where the start date is after the date of the next household pay day, recorded in the Entitlement to next HH pay day table at section 3 of the Calculation sheet
   
• Add a change of circumstances with the next household pay day as the effective date of the claim or COC and remove all elements
   
• Click on the [Calc] button
   
• Click on the [Print] button. Only select the View Calculation sheet for printing
   
• Complete the WTC and CTC boxes in the Entitlement to next HH pay day table at section 3 of the Calculation sheet, using the data from the Entitlement Calculator print out
   
• Go to step 1 1

• Enter the claimant’s NINO in the Key Entry Data screen
   
• Click on the [OK] button. You will be taken to the Select Award screen

Note:If the error message 'There are no awards for this individual' appears, go to step 16

• Click on the latest award to highlight it
   
• Click on the [OK] button. You will be taken to the Award Summary screen
   
• Click on the [View Calculation] button. You will be taken to the View Calculation screen
   
• Click on the [View Taper Calcs] button. You will taken to the View Taper Calculations screen

• If a monetary value is shown for the ‘Family’ or ‘Baby’ elements in the ‘Tapered Ent’ column and all other values are 0.00 in the current entitlement period, the claim is a 100% claim and does not require adjustment

• In the Calculation sheet, select ‘100%’ from the drop down menu in the Category of Award field in the Entitlement to next HH pay day table at section 3

Note: The Adjusted remaining WTC / CTC entitlement will be populated automatically with zeros

• Go to step 14

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

• If none of the above apply, go to step 12

• If you are unable to select ‘Working Tax Credit’ in the Tax Credit Type field, go to step 13
   
• If you are able to select ‘Working Tax Credit’ in the Tax Credit Type field

• Click on the [View Calculation] button. You will be taken to the View Calculation screen
   
• Select 'Working Tax Credit' in the Tax Credit Type field
   
• Click on the [View Taper Calcs] button. You will be taken to the View Taper Calculations screen
   
• Click on the latest entitlement period in the top box
   
• Check the Taper Amount column

• If there is no amount in the Taper Amount column for the ‘Work’ element, the claimant is in receipt of maximum WTC. The claim is a Category A award and requires an adjustment of 10%

Note: This will restrict the recovery of any overpayment to 10% of the remaining entitlement

• In the Calculation sheet, select ‘10%’ from the drop down menu in the Category of Award field in the Entitlement to next HH pay day table at section 3

Note: The Adjusted remaining WTC / CTC entitlement will be populated automatically

• Go to step 14
   
• If there is an amount in the Taper Amount column for the ‘Work’ element, the claim is a Category B award and requires an adjustment of 25%

Note: This will restrict the recovery of any overpayment to 25% of the remaining entitlement

• In the Calculation sheet select ‘25%’ from the drop down menu in the Category of award field in the Entitlement to next HH pay day table at section 3

Note: The Adjusted remaining WTC / CTC entitlement will be populated automatically

• Go to step 14

• Select 'Child Tax Credit' in the Tax Credit Type field
   
• Click on the [View Taper Calcs] button. You will be taken to the View Taper Calculations screen
   
• Click on the latest entitlement period in the top box
   
• Check the Taper Amount column

• If there is no amount in the Taper Amount column for the ‘Child’ element, the claimant is in receipt of maximum CTC. The claim is a Category A award and requires an adjustment of 10%

Note: This will restrict the recovery of any overpayment to 10% of the remaining entitlement

• In the Calculation sheet , select ‘10%’ from the drop down menu in the Category of Award field in the Entitlement to next HH pay day table at section 3

Note: The Adjusted remaining WTC / CTC entitlement will be populated automatically

• Go to step 14

• If there is an amount in the Taper Amount column for the ‘Child’ element, the claim is a Category B award and requires an adjustment of 25%

Note: This will restrict the recovery of any overpayment to 25% of the remaining entitlement

• In the Calculation sheet select ‘25%’ from the drop down menu in the Category of Award field in the Entitlement to next HH pay day table at section 3

Note: The Adjusted remaining WTC / CTC entitlement will be populated automatically

• Go to step 14

• On the Function Menu, select 'Household' from the toolbar menu and then select 'View Account' from the options available. You will be taken to the Key Entry Data screen in Function VIEW HOUSEHOLD ACCOUNT
   
• 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 View Award Period Summary screen

• If you are taken to the Select Award screen, click on the relevant award period to highlight it and then click on the [OK] button

• Click on the [Postings] button. You will be taken to the View Award Period Postings screen
   
• On a piece of scrap paper, draw 2 columns headed WTC and CTC
   
• On the View Award Period Postings screen, go to the earliest posting in the award period. Work upwards looking for a posting type

BPOW (BACS Payment Out for WTC)
BPOC (BACS Payment Out for CTC)
BPOM (BACS Payment Out Multiple)
GPOW (Giro Payment Out for WTC)
GPOC (Giro Payment Out for CTC)
GPOM (Giro Payment Out Multiple)
MGPW (Manual Giro Payment WTC)
MGPC (Manual Giro Payment CTC)
MGPM (Manual Giro Payment Multiple)

Note: A user requested payment will show as GPOW, GPOC or GPOM. If a payment is a user requested payment there will be a message in Function VIEW HOUSEHOLD NOTES

• Double click on each posting. If the message ‘No information available. Payment has not yet been issued’ displays, make a note of the Posting Date and the Amount and move on to the next posting

• When you have checked all of the postings, click on the [Schedule] button. You will be taken to the View Direct Payment Schedule screen

• For each posting where the message ‘No information available. Payment has not yet been issued’ displayed

• On the View Direct Payment Schedule screen, find the entries with an Issued Date and Net Amount the same as the Posting Date for those postings noted above

• Double click on each equivalent entry. If the message ‘No information available. Payment has not yet been issued’

• Displays for any payment, that payment has not been issued. Disregard that payment
   
• Displays on all postings, no payments have been made to the claimant

And then

• Go to step 17

• If you are taken to the View BACS / Giro Details screen, and a PMF Payment Reference is present, the payment has been issued. Record the total amount of the payment (Net Amount plus Amount Recovered) in the appropriate column (WTC or CTC)

• Add up the total amounts of WTC and CTC that have been paid
   
• Record the amounts in the WTC paid direct and CTC boxes in the System payment up to [today’s date] table at section 3 of the Calculation sheet

• If the message 'No matching record found for Award Version table' displayed at step 5 above, go to step 1 6

Otherwise

• Go to step 1 5

• After today's date

And

• On or before the Date of the Next HH pay day, which you have recorded in the Entitlement to Next HH pay day table at section 3 of the Calculation sheet

• Make a note of the amount(s) and issue date(s) of each payment

• Click on the [Postings] button. You will be taken to the View Award Period Postings screen

• On the View Award Period Postings screens, compare the amounts with postings of the same amount to identify whether the payments are for WTC or CTC

• Record the total amount of WTC paid direct and CTC in the Still to be paid up to [date] table at section 3 of the Calculation sheet

Then

• Go to step 1 6

If an award has been made to the claimant at step 5 above, go to step 17

If no award has been made to the claimant at step 5 above

• On the Function Menu, select 'Application' from the toolbar menu and then select 'View' from the options available. You will be taken to the Key Entry Data screen in Function VIEW APPLICATION
   
• Enter the claimants NINO in the Key Entry Data screen and then click on the [OK] button. You will be taken to the Select Application Version screen

• If the entry in the Version Status column is 'Awaiting Award', 'Partially Captured' or 'Rejected'

• Click on the latest claim version to highlight it and then click on the [OK] button

• Select 'Navigation' from the toolbar menu and then select 'Application Information' from the options available. You will be taken to the Application Information screen

• In the Application Information screen, check through all of the notes recorded looking for records of manual payments made in the relevant award period

• If there are no records of any manual payments being made in the relevant award period, go to step 20

• If there are records of manual payments being made in the relevant award period, enter the details in the Manual payments issued so far table at section 3 of the Calculation sheet, splitting the total amount between WTC and CTC as appropriate and then go to step 20

Note: If the split between WTC and CTC is not recorded, work out the percentage of the total award for each tax credit and apportion the manual payment accordingly (tax credit award ÷ Total award x 100)

• If the entry in the Version Status column of the latest claim version is anything else

• On the Select Application Version screen, click on the [Cancel] button. You will be taken back to the Key Entry Data screen

• On the Key Entry Data screen, click on the [Cancel] button. You will be taken back to the Function Menu

• Go to step 17

• 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 View Household Notes screen
   
• On the View Household Notes screen, trawl through all of the notes recorded in the relevant award period, looking for records of any manual payments that have been made

• If there are no records of any manual payments being made, go to step 18

• If there are records of manual payments being made

• Enter the details in the Manual payments issued so far table at section 3 of the Calculation sheet, splitting the total amount between WTC and CTC as appropriate

Note: If the split between WTC and CTC is not recorded, work out the percentage of the total award for each tax credit and apportion the manual payment accordingly (Tax Credit award ( Total award x 100)

• Click on the [Cancel] button. You will be taken back to the View Award Period Summary screen

• On the View Award Period Summary screen, click on the [Postings] button. You will be taken to the View Award Period Postings screen

• On the View Award Period Postings screen, look through the postings for the following Posting Types and Descriptions

GPOW – Giro Payment Out for WTC
GPOC – Giro Payment Out for CTC
GPOM – Giro Payment Out for Multiple

Note:If a payment is a user requested payment, there will be a message in Function VIEW HOUSEHOLD NOTES

MGPW - Manual Giro Payment WTC
MGPC - Manual Giro Payment CTC
MGPM - Manual Giro Payment Multiple

Note: For MGPM postings, double click on the posting to be taken to the Details screen. Note the breakdown between WTC and CTC. Use these instead of the apportioned split, if calculated that way (see the Note above)

• If there are no manual payment postings, go to step 1 8

• If there are manual payment postings, for each equivalent manual payment recorded in the Manual payments issued so far table at section 3 of the Calculation sheet, select 'Yes' from the drop down list in the Posted? column and then go to step 18

Note: The total of all the manual payments that are not posted will be automatically calculated and entered in the Total box in the Manual payments issued to [date] table at section 3 of the Calculation sheet

• On the View Award Period Postings screen, click on the [Summary] button. You will be taken to the View Award Period Summary screen
   
• Click on the [Schedule] button. You will be taken to the View Direct Payment Schedule screen
   
• On the View Direct Payment Schedule screen, make a note of the amount(s) and the number of payments of each amount that are scheduled with a n issue date after the Date of the Next HH pay day which you have recorded in the Entitlement to Next HH pay day table at section 3 of the Calculation sheet
   
• Click on the [Postings] button. You will be taken to the View Award Period Postings screen
   
• On the View Award Period Postings screen, look for payment postings of the same amount to identify whether the payments are for WTC or CTC. The posting dates will be on or around the issue dates
   
• Record the amount of future payments in the 'WTC Direct ' and the 'CTC Direct' boxes in the 'Still to be paid after [date of next household payday] ' table at section 3 of the Calculation sheet
   
• Go to step 19

• If the amount is negative, the claimant has already received more than their entitlement , and there is no entitlement to a payment adjustment, and no manual payments will be made

• Print the Calculation sheet and attach it to the papers

• Use Function MAINTAIN HOUSEHOLD NOTES to record the action you have taken and the outcome

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

• Take no further action

• If the amount is positive, go to step 20

On the Calculation sheet

• Click on the Schedule of Payments tab

Note: The default entry in the Frequency box is 4 weekly. If the claimant has requested weekly payments, click on the Frequency box, click on the arrow and then select Weekly

• Select the appropriate Reason for issue

Note: The award end date is automatically completed

• Enter the next household pay day, as recorded at section 3 of the Calculation sheet , on to the first row in the Due Date column
   
• Enter the Year end date

Note: Use the end date for the tax year being calculated, or the award end date if earlier

Note: The Due Date column will be populated with the payment due dates up to the end of the award period

• Click on the Calculation sheet tab

Note: The 'Balance to Pay' amount in the 'Rounding table' in section 4 will automatically display the total WTC and CTC balances shown in the 'Balance to Pay' table in section 4, or if greater, the total 'Adjusted remaining WTC / CTC entitlement' shown in the 'Entitlement to next HH pay day' table in section 3

• If the Balance to Pay amount in the Rounding table is positive for both tax credits, divide the amount(s) recorded in the Rounding table at section 4 of the Calculation sheet by the figure in the Number of scheduled payments box on the Schedule of Payments

• If the Balance to Pay amount in the Rounding table is positive for one tax credit, and negative for the other. Divide the amount recorded in the Total column on the Balance to Pay line of the Rounding table at section 4 of the Calculation sheet by the figure in the Number of scheduled payments box on the Schedule of Payments

• Round the result(s) down to the nearest penny. This will be the amount of the regular scheduled payments for each tax credit

Note: Payments of less than £1 must not be made. Any shortfall will be picked up and dealt with by the computer in due course

• Click on the Schedule of Payments tab

Note: If the adjusted WTC / CTC figure applies, 'In year restriction applied' will display

• Enter the regular scheduled payment amount in the WTC and CTC columns of the Schedule of Manual payments form for all rows with a Due Date entered except the first row
   
• Make a note of the total amounts of scheduled manual payments
   
• Click on the Calculation sheet tab
   
• Enter the amount of scheduled manual payments in the Rounding table at section 4 of the Calculation sheet. The amount of rounding payment is automatically calculated
   
• Go to step 21

• The amount of any arrears, recorded at section 4 of the Calculation sheet, plus
   
• The amount of any rounding payment, recorded at section 4 of the Calculation sheet

Note: Payments of less than £1 must not be made. Any shortfall will be picked up and dealt with by the computer in due course

On the Calculation sheet

• Click on the Schedule of Payments tab
   
• Record the result on the first row under the WTC and CTC columns of the Schedule of payments table. The Total amounts will be automatically calculated
   
• Print the Schedule of Payments and attach it to the papers
   
• Click on the Calculation sheet tab
   
• Print the Calculation sheet and attach it to the papers

• If you are working on the MPT, at the authorising stage, perform 100% check on the sheet for the following

Spelling mistakes

Any changes of circumstances or address that have occurred and have not been reflected on the sheet

If the claim has gone into payment

Note: If a spelling mistake, change of circumstance or change of address is found, correct the details on the sheet. If the claim has gone into payment, make a note for this to be checked

Then

• If the payment is to be made using Function USER REQUESTED PAYMENT, go to step 28

Otherwise

• Use Function MAINTAIN HOUSEHOLD NOTES to enter the following

‘ PC11 - R92TC Authorised and passed to Valuables’

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

• Pass the sheet to your team leader for checking

Note for team leader: Check the sheets passed to you as follows

100% check on any sheets where details have been corrected

100% check on any claims that have gone into payment

Percentage check on all other claims

• Update the Manual Payment database
   

• Use mail merge to complete the R92TC and print with electronic signatures in the ‘Authorised By’ and ‘Completed By’ boxes on the R92TC. (Enter one Band O name in ‘R92TC Completed by’ and another in ‘Authorised by’)
   

• Pass to the valuables team

• Prepare letter TC857P and send it to the claimant

Note: The letter should be addressed to the claimant who made contact

• Send the Schedule of Payments to the Database Team

Note: Any priority action that is required must be included in any instruction to the Database Team

• Take no further action

• If you are working on Appeals, Compliance, CSU or FTT

• Prepare the appropriate letter for sending to the claimant

Note: The letter should be addressed to the claimant who made contact

• Pass the papers to the appropriate manager for checking

When the case has been checked and any errors corrected

• Send the letter to the claimant

• Send the Schedule of Payments to the Database Team

Note: Any priority action that is required must be included in any instruction to the Database Team

• Take no further action

• The nominated recipient for each tax credit should be recorded on the Schedule of Payments. Payment must be made to the nominated recipient for each tax credit. This may mean two R92TC forms being prepared where both claimants in a two parent household are nominated recipients for separate tax credits

Notes:

1. The claimant on the form R92TC must be the claimant who is the nominated recipient

2. The amount of the payment will be the amount recorded on the first row of the Schedule of Payments or the amount of the one-off payment requested by CSU, FTT or Appeals on their hand off form

3. Reason for issue. If the referral came from CSU, FTT or Appeals, use the Reason for Issue indicated on their hand off form. If the referral has come from an Enquiry Centre or Contact Centre, select the appropriate reason from the list available on the form R92TC

• When the form R92TC has been authorised and the request for a manual payment came from

• CSU, FTT Appeals or a Contact Centre, go to step 24

• An Enquiry Centre, go to step 23

Note: The letter must be addressed to the claimant who made contact

• Go to step 24

• Where the payment has been made using form R92TC, enter the message

‘ PC12 - R92TC No. XXXXXXX ISSD DD/MM/YYYY for WTC £XXX.XX, CTC £XXX.XX [delete as appropriate], total £XXX.XX. Manual PYT case – [insert reason for making manual payment and name or NINO of claimant it is paid to]. Period covered DD/MM/YYYY to DD/MM/YYYY. Next PYT due DD/MM/YYYY [insert if appropriate]’

• Where the payment has been made using Function USER REQUESTED PAYMENT, enter the message

‘ PC13 - For pyt due DD/MM/YY. URP requested DD/MM/YYYY for WTC £XXX.XX, CTC £XXX.XX [delete as appropriate], total £XXX.XX. Manual PYT case – [insert reason for making manual payment and name or NINO of claimant it is paid to]. Period covered DD/MM/YYYY to DD/MM/YYYY. Next PYT due DD/MM/YYYY [insert if appropriate]’

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, where an award has been made

Or

Follow the guidance in Application Notes, where no award has been made

• Consider whether there is entitlement to Healthy Start vouchers for the off-system backdated period covered by the manual calculation. Follow the guidance in Healthy Start Vouchers

• If there is entitlement to Healthy Start vouchers

• Complete the Manual Voucher - BDP Request stencil and pass this to your team leader

Note: You must complete the box indicating if you are making a one off manual payment or continual manual payments are being made

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

Then, whether or not there is entitlement to Healthy Start vouchers

• If there are no further manual payments to be made, that is, it is a one off payment, go to step 37
   
• If there are no further manual payments to be made for this award period, but entitlement still exists and further manual payments will be required beyond the end of the tax year, go to step 27
   
• If there are further manual payments to be made

• For R92TC type payments, set a BF date 10 working days before the due date of the next payment to be made
   
• For user requested payment type payments, set a BF date 3 working days before the due date of the next payment to be made

• File the papers in a BF run

• When the BF date expires, go to step 25

• 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

• 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 manual payment, as recorded on the Schedule of payments form, manual payments must be re-calculated

• Click on the latest claim version to highlight it

• Click on the [OK] button and then go back 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 Schedule of payments form

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

• Go to step 26

• On the Function Menu, select 'Household' from the toolbar menu and then select 'View Account' from the options available. You will be taken to the Key Entry Data screen in Function VIEW HOUSEHOLD ACCOUNT
   
• 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 View Award Period Summary screen

• If you are taken to the Select Award screen, click on the Current Year (CY) award period to highlight it and then click on the [OK] button

• On the View Award Period Summary screen, click on the [Postings] button

• If the message ‘No postings to display’ appears, no payment has been made. Click on the [OK] button and then go to step 27

• If you are taken to the View Award Period Postings screen

• Look for a posting type

BPOW (BACS Payment Out for WTC)
BPOC (BACS Payment Out for CTC)
BPOM (BACS Payment Out Multiple)
GPOW (Giro Payment Out for WTC)
GPOC (Giro Payment Out for CTC)
GPOM (Giro Payment Out Multiple)

Note:User requested payments also show as GPOW, GPOC or GPOM. If a payment is a user requested payment, there will be a message in Function VIEW HOUSEHOLD NOTES

• Double click on each of these types of posting where the Posting Date is after the date on which the last scheduled manual payment was issued

• If the message ‘No information available. Payment has not yet been issued’ displays for every posting, no payment has been made. Go back to step 25

Or

• If you are taken to the View BACS Details (posting types BPOW, BPOC or BPOM) or the View Giro Details (posting types GPOW, GPOC or GPOM) screen for every posting, payment has been made by the computer and no further manual payments will be required. Go to step 37

• The next payment is the first payment you are making after the start of the new tax year

• Re-calculate the payments for the new tax year using the new tax year rates on the entitlement calculator within SEES, go back to step 6

• The next payment is the first payment after the 1st specified date, follow the guidance in Manual Payments Action At 1SD
   
• None of the above apply, then

• If the payment is to be made using Function USER REQUESTED PAYMENT, go to step 28

Otherwise

• Complete form R92TC. Follow the guidance in Completing The Screen Based Form R92TC

Notes:

1. The nominated recipient for each tax credit must be recorded on the Schedule of Payments. Payment must be made to the nominated recipient for each tax credit. This may mean two R92TC forms being prepared where both claimants in a two parent household are nominated recipients for separate tax credits
    
2. The claimant on the form R92TC must be the claimant who is the nominated recipient

3. The amount of the payment will be the amount recorded on the appropriate row of the Schedule of Payments

4. Reason for issue. If the referral came from CSU or Appeals, use the Reason for Issue indicated on their hand off form. If the referral has not come from CSU or Appeals, select the appropriate reason from the list available on the form R92TC

• When the form R92TC has been authorised, go back to step 24

• If you are a high level user and are accessing the function from the ‘Authorise User Requested Payments’ Work List

• Click on the relevant entry from the work list to highlight it
   
• Select ‘File’ from the toolbar menu
   
• Select ‘Next Function’ from the options available. You will be taken to the Select Next Function screen
   
• Select Function USER REQUESTED PAYMENT. You will be taken to the User Requested Payment screen
   
• Go to step 30

Otherwise

• On the Function Menu

• Select ‘Payments’ from the toolbar menu
   
• Select ‘User Requested Payment’ from the options available
   
• Enter the claimant’s NINO in the Key Entry Data screen
   
• Select the All checkbox

Note: Payment requests for different tax years need to be requested separately

• Click on the [OK] button

• If the message ‘No Match Found’ displays, go to step 29
   
• If you are taken to the User Requested Payment screen, go to step 30
   
• If you are taken to the Select Award screen, click on the relevant award to highlight it and then click on the [OK] button. You will then be taken to the User Requested Payment screen. Go to step 30

Note: If you are taken to the Select Individual or Select Household screens, use the information you hold to establish which individual or household to select. Once established, click on the applicable individual or household to highlight it and then click on the [OK] button. You will then be taken to the Select Award screen

• If a claim can be found, use the details of the traced claim to access the records you require. Go back to step 28
   
• If a claim cannot be found, complete the M1 referral as instructed in the No Trace Of Claim guidance and take no further action

• If you want to request a payment, go to step 32
   
• If you want to replace a returned payment, a missing payment or a rejected payment, go to step 31
   
• If you want to authorise or reject a payment, go to step 33

• Find the cancelled of rejected payment in the User Requested Payments box and click on this to highlight it
   
• Click on the [Details] button, you will be taken to the User Requested Payment Detail screen
   
• Make a note of the

• Payment amount(s)
   
• Tax credit type(s)
   
• Payment recipient
   
• Reason for payment
   
• Rejection reason for rejected requests

Then

• Click on the [Cancel] button. You will be taken back to the User Requested Payment screen
   
• Go to step 32

• Enter the CTC and / or WTC amounts you have calculated in the relevant CTC and / or WTC amount fields
   
• Select the payment reason from the Reason For Payment drop down menu

Note: If the default payee for either tax credit is not displayed, select the appropriate payee from the Payment Recipient drop down menu

• Click on the [OK] button. You will be taken back to the User Requested Payment screen

Note: Where CTC and WTC are paid to different payees, you must request separate user requested payments for each credit, unless there is a genuine reason to pay both credits to the same payee. If an appointee is present on the claim, payments will automatically be issued to the appointee no matter which payee is selected

Note: The minimum total amount a user requested payment can be made for is £1.00 and the maximum total amount is £350.00. If you want to request a payment with a total amount over £350.00 you will have to request further payments

Note: If you want to make changes to a user requested payment you will have to cancel out of the screen and re-request the payment. Any other requests you have made will need to be re-requested also

• If you need to request further payments, go back to the start of this step

Otherwise

• Click on the [OK] button
   
• Prepare letter TC857P, if this is the first or only manual payment and send it to the claimant
   
• Pass the Calculation sheet and Schedule of Payments to the Database Team

Then

• Go back to step 24

• Select the request you want to authorise or reject from the User Requested Payments box
   
• Click on the [Details] button. You will be taken to the User Requested Payment Detail screen
   
• Check the following for accuracy on the screen against the message in Function VIEW HOUSEHOLD NOTES

• CTC and / or WTC amounts
   
• The payment recipient details

Then

• If you want to

• Authorise the request, go to step 34
   
• Reject the request, go to step 35

• Click on the [Authorise] button
   
• When the following message displays

‘You are about to authorise a payment request. Press ‘OK’ to continue or ‘Cancel’ to abort this action’

• Click on the [OK] button. You will be taken back to the User Requested Payment screen

Note: If you click on the [Cancel] button, you will be taken back to the User Requested Payment Detail screen without authorising the request

• If you want to authorise or reject further requests, go back to step 33

Otherwise

• Click on the [OK] button

Note: Once you have clicked on the [OK] button, any payment requests you have authorised cannot be stopped or recalled by this function

Then

• Go to step 36

• Select a rejection reason from the Reason for rejection drop down menu
   
• Click on the [Reject] button
   
• When the following message displays

‘You are about to reject a payment request. Press ‘OK’ to continue or ‘Cancel’ to abort this action’

• Click on the [OK] button. You will be taken back to the User Requested Payment screen

Note: If you click on the [Cancel] button, you will be taken back to the User Requested Payment Detail screen without rejecting the request

• If you want to authorise or reject further requests, go back to step 33

Otherwise

• Click on the [OK] button
   
• Refer the rejection back to the person who requested the payment(s) for them to correct and re-request the payment

Then

• Go to step 36

• If you have authorised or amended and authorised a payment request, enter

‘ PC14 - URP AUTH by Vals’

• If you have rejected a payment request, enter

‘ PC15 - URP REJECTED by Vals’

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

• Take no further action