Check For Manual Payment Postings (AG)

• Make a note of the following details for all the manual payments that have been recorded

• The due date
   
• The date the payment was authorised (this is the Event Date of the Household Note)
   
• The total amount of the payment, both WTC and CTC
   
• Whether the payment was made by TCO or an Enquiry Centre
   
• If TCO made the payment, note the 7 digit R92TC serial number
   
• If an Enquiry Centre made the payment, note the 9 digit cashcheque serial number

Notes:

1. If there is more than one household, check the notes for all the households
    
2. If you are working on a restored 2004 -2005 terminated renewal claim, you will not need to note manual payments in 2003-2004
    
3. Disregard any manual payments with a due date in the future

• Go to step 2

• Use Function VIEW HOUSEHOLD ACCOUNT
   
• Enter the claimant’s NINO in the Key Entry Data screen
   
• Select the All and Payment Schedule checkboxes
   
• Click on the [OK] button. You will be taken to the Select Award screen
   
• Select the tax year which relates to the manual payments you noted at step 1
   
• Click on the [OK] button. You will be taken to the View Direct Payment Schedule screen
   
• From the notes you made at step 1, check that all the manual payments have been recorded as giros posted on the schedule

Note: The schedule breaks down the total amount for each manual payment, for example a payment of £1000 recorded on Household Notes will show as £350, £350 and £300 on the schedule with the same due date

• If all the giros are recorded, go to step 12
   
• If all the giros are not recorded, they may have been posted onto the wrong tax year. Check the View Direct Payment Schedule screen for the other tax years

• If none of the giros have been recorded on any of the schedules for any tax year, go to step 5
   
• If any of the giros have been posted to the schedule of the wrong tax year, go to step 3

• Refer the incorrect postings to the Technical Advice Line Liaison Officer (TALLO) so that they can be added to the Manual Payment PXPJ Reallocation spreadsheet
   
• Set a clerical BF for 10 working days

Note: If you also find missing postings, follow step 5 as well as referring to TAL

• Use Function VIEW HOUSEHOLD NOTES to record the following note under the ‘Payments’ category

‘TCMZ Manual payments posted to the schedule of the wrong tax year referred to TALLO to be added to the Manual Payment PXPJ Reallocation spreadsheet. Do not remove payment suspension’

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 4

• If you are informed by TAL or your TALLO that the postings cannot be sent for correction due to adjustments on the years, go to step 12

Otherwise

• Return to the beginning of step 2 to check if all the manual payments have been posted correctly

• If the payments have still not been posted correctly, set a clerical BF for a further 10 working days

Then, after the further 10 day BF has expired

• If the payments have been correctly posted, go to step 12
   
• If the payments have not been correctly posted, extend the BF to 20 working days

• If by the 20th working day the payments have still not been posted correctly, ask your TALLO to check progress with TAL

Then

• Return to the beginning of step 2 to confirm that all the giros have now been posted correctly

• If the payment was made by an Enquiry Centre, go to step 8
   
• If the payment was made by TCO

• Complete the Request for R92TC part 2 pro-forma for each payment that has not been posted with the following information

• NINO
   
• Name
   
• Payment due date
   
• The tax year in which the payment was authorised
   
• R92TC serial number

• Include your name, location, telephone number and fax number with the pro-forma
   
• Send the pro-forma and your contact details to the TCO Valuables Team (This text has been withheld because of exemptions in the Freedom of Information Act 2000)

• Set a clerical BF for 10 working days
   
• Use Function MAINTAIN HOUSEHOLD NOTES and select the ‘Payments’ category to enter the following note

‘TCMZ Request for R92TC part 2 to Valuables for payments not yet posted. Do not remove payment suspension’

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, when the 10 day clerical BF expires

• Go to step 6

• You have had no response from the Valuables Team, set a clerical BF for a further 5 working days

Then, when the further 5 day BF expires

• If the Valuables Team have sent you a copy of part 2 of the R92TC, go to step 7
   
• If the Valuables Team have informed you that they cannot find the R92TC, treat as payment not made and go to step 12
   
• If by the 15th day you have not received a response, re-send the Request for R92TC part 2 pro-forma, then set a further BF for 5 working days

• If there is no response within the further 5 day BF, contact the Valuables Team

• The Valuables Team inform you that they cannot find the original R92TC, treat as payment not made and go to step 12
   
• The Valuables Team send you a copy of part 2 of the R92TC, go to step 7

• Complete a cover sheet with the following details

‘Private and confidential, (This text has been withheld because of exemptions in the Freedom of Information Act 2000) Finance Worthing’

Also include your name, location, telephone number and fax number

• Send the cover sheet and copy of part 2 of the R92 TC (This text has been withheld because of exemptions in the Freedom of Information Act 2000)
   
• Set a clerical BF for 10 working days

Then

• Go to step 9

• Complete the Request to post manual payments onto NTC account pro-forma. You must complete the pro-forma in bold text, using UPPER CASE . If it is a joint claim, you must complete details for both claimant 1 and claimant 2

Note: Do not refer any manual payments with a due date prior to 6th April 2004 as they can no longer be traced. Treat as payment not made and go to step 12

• Complete a fax cover sheet to include your name, telephone number and fax number
   
• Fax the pro-forma and cover sheet (This text has been withheld because of exemptions in the Freedom of Information Act 2000)
   
• Set a clerical BF for 10 working days
   
• Go to step 9

• If you have sent a pro-forma

• Enter the following note

‘TCMZ Manual Payment Posting Request sent to Finance Worthing. Do not remove payment suspension’

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, when the 10 day clerical BF date expires

• Go to step 11

• If you have sent part 2 of the R92TC

• Enter the following note

‘TCMZ Part 2 of R92TC sent to Finance Worthing for reprocess. Do not remove payment suspension’

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, when the 10 day clerical BF date expires

• Go to step 10

• If all of the manual payments have been posted correctly, go to step 12
   
• If the manual payments that were referred for posting have been posted but to the wrong year, refer to TAL for correction as in step 3
   
• If you have received a response advising you that the manual payment has not been made

• Request confirmation in writing by fax. No further action from Finance Worthing will then be required - we will not require a payment to be set up
   
• Treat as payment not made and go to step 12

• If you have not received a response, set a clerical BF for a further 10 days

Then, when the 10 day BF expires

• Return to the beginning of this step to check if the R92TC has been processed
   
• If by the 20th day you have not received a response, re-send the R92TC part 2 and set a BF for a further 10 days

• If all the manual payments have been posted correctly after the further 10 days, go to step 12
   
• If the manual payments have been posted, but to the wrong year, refer to TAL for correction as in step 3
   
• If the manual payments are still not posted after the further 10 days, treat as payment not made. Go to step 12

• If Finance Worthing inform you that they have no record of the payment, it is possible a household note has been entered on the wrong claim or the payment was not issued. Treat as payment not made and go to step 12

• If all the manual payments have now been posted, go to step 12
   
• If the manual payments that were referred for posting have been posted, but to the wrong year, refer to TAL for correction as in step 3
   
• If all the manual payments have not yet been posted, set a clerical BF for a further 10 days

Then, by the 20th day if

• All the manual payments have not been posted, re-fax the details to Finance Worthing on the Request to post manual payments onto NTC account pro-forma and set a further 10 day BF

• If all the manual payments have been posted after the further 10 days, go to step 12
   
• If the manual payments have been posted, but to the wrong year, refer to TAL for correction as in step 3
   
• If the manual payments are still not posted after the further 10 days, treat as payment not made. Go to step 12

'TCMZ Manual payments posted. Payment suspension removed’

Or

‘TCMZ Manual payment not made, see household note [enter date where details appear]. Payment suspension removed’

Or

‘TCMZ Informed by TAL that manual payments posted to the schedule of the wrong tax year cannot be corrected due to adjustments. Payment suspension removed’

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, when all the manual payments have been posted or have been treated as not made or cannot be corrected

• Remove the payment suspension. Follow the guidance in Setting And Removing Suspension Reasons

Note: Do not remove the payment suspension if the case is being dealt with by Compliance, or if the case is Complex or a European Economic Area (EEA) team case with a Complex Case marker set. This is because these cases need to remain as off system payments

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