Completing The Screen Based Form R92TC (AG)

• A member of staff and you have determined that a manual payment should be made to a tax credits claimant

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

• Complete a screen based version of form R92TC. This is available on Shared Expertise to Exploit Software (SEES) on the Excel toolbar menu 

Note: Before filling in this form, you must obtain the next serial number in the sequence allocated to your office or team. This will be the first available number on the R92TC master sheet held by the authorising officer. To obtain this number

• For Enquiry Centre staff, go to step 2

• For Tax Credit Office (TCO) staff, go to step 3

• An authorising officer, go to step 4

Find the first unused 4 digit number

• Enter the claimant’s details in the appropriate fields on the R92TC master sheet

Then

• Go to step 4

Find the first unused 7 digit number

• Enter the claimant’s details in the appropriate fields on the R92TC control sheet

Then

• Go to step 4

• Select ‘SEES’ on the toolbar menu 

Note: If SEES is not on the toolbar menu, ask your manager to complete the online IT request form to arrange for SEES to be installed on your desktop computer

Then, if you are

• A member of staff, select ‘R92TC’ from the sub-menu and then go to step 5

• An authorising officer, go to step 6

1. The first time that you access this form you will be asked to select the office that you work in from a list. These details will be automatically applied when you access the form in the future. The details can be changed at any time by clicking on the [Office Selection] button
    
2. All fields can be selected using the mouse or the Tab key on the keyboard. For completing this section use of the Tab key is recommended and has been included in the instructions
    
3. Text can be typed in lower case. All text is automatically converted to higher case when the form is printed

• Select field 1 and enter the NINO of the claimant who is the nominated tax credit recipient (the payee). To check for this

• Use Function VIEW AWARD
   
• Select the latest award version to highlight it
   
• Click on the [OK] button. You will be taken to the Award Summary screen
   
• On the Award Summary screen, click on the appropriate tax credit from the Tax Credit Type drop down menu to highlight it
   
• Click on the [Payment Details] button. You will be taken to the Payment Details screen
   
• On the Payment Details screen, the name of the nominated recipient is shown at the Paid To field in the top left hand corner of the screen

Note: The NINO must be entered in the format AA123456A. A temporary NINO must be entered in the format OO123456O (letter O, not zero)

• Tab to field 2 and enter the R92TC serial number obtained from the R92TC master sheet (Enquiry Centre, step 2) or R92TC control sheet (TCO, step 3)
   
• Tab to field 3 and enter the full name of the nominated recipient
   
• Tab to field 4 and enter the full name of the payee to whom the manual payment is to be made. This may or may not be the nominated recipient
   
• Tab to field 5 and enter the payee’s address
   
• Tab to field 6 and enter the postcode
   
• Tab to field 7 and enter the amount of Child Tax Credit ( CTC) to be included in the manual payment

• If the amount is full pounds enter the pounds only. For example, enter £50.25 as 50.25, but enter £30.00 as 30
   
• Leave this field blank if there is no CTC to include in the manual payment

• Tab to field 8 and enter the amount of Working Tax Credit ( WTC) to be included in the manual payment

• If the amount is full pounds enter the pounds only. For example, enter £50.25 as 50.25, but enter £30.00 as 30
   
• Leave this field blank if there is no WTC to include in the manual payment

Note: The Amount Total will be automatically populated

• Tab to field 9 and select the award period to which the payment relates from the sub menu
   
• Tab to field 10 and select the appropriate reason from the sub menu
   
• Field 11 will automatically update with YES for Enquiry Centre staff or NO for TCO staff

Note: Field 12 will automatically populate with the Amount Total in words

• If the manual payment is to replace a cashcheque that was lost, stolen, damaged, not received or out of date, tab to field 13 and type the serial number of the lost, stolen, damaged, not received or out of date cashcheque. This will have been noted when you were investigating the reported failed payment
   
• Tab to field 14 and type your full name
   
• Click on the [Send to Authoriser] button
   
• Select ‘OK’ on the confirmation message that displays

Then

• Use Function MAINTAIN HOUSEHOLD NOTES to enter the appropriate Standardised Message for your area

Note: Delete all the none relevant parts of the message

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

• Before passing to the authorising officer, ensure that you have enclosed a completed computer generated MS164 and the form TC648, if appropriate

Note: This is relevant to TCO staff only. Enquiry Centre staff must store the form R92TC locally for 18 months and then destroy it in confidential waste

• Pass any supporting documents to the authorising officer and advise them that the form R92TC has been saved for authorisation

Note: If any part of the form is incorrect or inaccurate, it will be deleted by the authorising officer and a new form will have to be completed in full

• Take no further action

Select ‘R92 Authoriser’ from the sub-menu. You will be taken to the R92 Awaiting Authorisation screen

Note: The first time that you access this form you will be asked to complete the Authoriser Name and Authoriser Telephone fields. These details will be automatically applied when you access the form in the future

• Click on the appropriate item from the list displayed to highlight it
   
• Click on the [Authorise] button
   
• Scrutinise the supporting documents passed to you to check that the reason for making the manual payment is valid

• If a manual payment is not appropriate, go to step 7

 Otherwise

• Check that the R92TC master sheet (Enquiry Centre staff) or R92TC control sheet (TCO staff) has been properly and accurately completed and that the claimant’s details are correct

• If the R92TC master sheet or R92TC control sheet has not been completed correctly

• For Enquiry Centre staff, cross through the whole entry on the R92TC master sheet

• For TCO staff, amend the R92TC control sheet

• Initial the cancellation or amendment

Then

• Go to step 7

Otherwise

• Check that the form R92TC has been fully and properly completed, the serial number has been accurately recorded and that the claimant’s details are correct

• If the form has not been completed correctly, go to step 7

Otherwise

• Authorise the form R92TC

• For Enquiry Centre staff, go to step 8

• For TCO staff, go to step 9

• Click on the appropriate entry to highlight it
   
• Click on the [Print and Delete] button
   
• When a message box appears with the message ‘Are you sure you wish to delete the R92 file XXXXXXX’, select ‘Yes’ to confirm the deletion
   
• When the confirmation message ‘R92 now deleted. Copy printed for your records’ displays, select ‘OK’ to close. A hardcopy of the form will be printed with an outline barred circle across it

• If the manual payment was not appropriate

• Advise the person who completed the form R92TC of the reason

Then

• Destroy the cancelled form R92TC in confidential waste. Take no further action

• If the R92TC master sheet (IREC) has not been completed correctly

• Advise the person who completed the form R92TC of their error(s)

• Instruct them to complete another form R92TC with a new serial number

Then

• Destroy the cancelled form R92TC in confidential waste. Take no further action

• If the form R92TC has not been completed correctly

• Advise the person who completed the form R92TC of their error(s)

Then

• Instruct them to complete another form using the same serial number, attaching the printed copy of the cancelled form R92TC to the new form. Take no further action

• Prepare the cashcheque(s) in the amounts indicated on the screen
   
• Record the serial number of each cashcheque in the field as it is completed

Notes:

1. If a cashcheque is spoiled, it must be returned to Revenue Finance (Worthing) (RFW) attached to the Daily Batch Sheet. It must not be sent to TCO

2. If a cashcheque is spoiled before being issued to the claimant it is a Void cashcheque. It should be clearly marked as VOID and returned to RFW attached to the Daily Batch Sheet

• When all of the cashcheque serial numbers have been recorded, click on the [OK] button. You will be taken back to the R92 Authorisation screen
   
• On the R92 Authorisation screen, click on the [Authorise] button. The form R92TC will be automatically printed and saved to the Daily Batch sheet
   
• When a message displays saying ‘Authorisation complete. Form printed’, select ‘OK’ to clear the message and return to the R92 Awaiting Authorisation screen

Note: If there is only one cashcheque to be issued, that is the payment is for £350 or less, the boxes numbered 13 and 14 on the printed form R92TC will not be completed. This is because the details are already recorded in the boxes numbered 11 and 12

• Sign the printed form R92TC in the Authorised by (signature) field
   
• Sign to confirm the issue of the Cashcheques in the Signed field at the bottom of the form
   
• Issue the cashcheque(s) to the claimant and obtain a signed Manual Payment Receipt Form and Manual Payment Declaration

Then

• Pass the signed form R92TC, receipt, declaration and any other supporting documentation to the person responsible for collating and sending the form R92TC to RFW

Note: This is the end of the authorising officer's actions on this form. Repeat the steps above for all the other entries on the R92TC Awaiting Authorisation screen. If there are no more entries or you want to leave the screen based R92TC form, click on the [Exit] button

• When a message displays saying ‘Authorisation complete. Form printed’ click on the [OK] button to clear the message and return to the R92 Awaiting Authorisation screen
   
• Use Function MAINTAIN HOUSEHOLD NOTES to enter the following to the message that was recorded in step 5 above 

‘R92TC (enter new number) authorised by (enter your initials and group number) Sent to 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

• Sign the printed form R92TC in the Authorised by (signature) field
   
• Transfer the details onto the R92TC master sheet
   
• Pass the form R92TC back to the person who completed it for any further action to be taken. For example, faxing to Enquiry Centre to authorise an immediate payment
   
• If there is no further action to be taken, or after any further action has been completed attach Parts 1, 2 and 3 of the form R92TC to the R92TC control sheet

Then, when the R92TC control sheet has been filled (10 cases), or at the end of the day

• Send the R92TC control sheet and the attached form R92TCs to the Valuables Team by internal post. Do not sign the control sheet

Note: If the Valuables Team is located close by, arrange for the form R92TCs and R92TC control sheets to be delivered by hand, as this is a more secure method of delivery. If delivery by hand is impractical, please send the paperwork to the Valuables Team, as a signer for the delivery addressed in all cases to

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

Notes:

1. This is the end of the authorising officer's actions on this form. Repeat the steps above for all the other entries on the R92TC Awaiting Authorisation screen. If there are no more entries or you want to leave the screen based R92TC form, click on the [Exit] button
    
2. The European Economic Area (EEA) team must not send their form R92TCs to the Valuables Team in Preston. They must retain them

• Make screen prints of the Daily Batch sheet that include all of the R92TC being sent to RF Worthing that day

• Collate and send the screen prints of the Daily Batch sheet, the original form R92TC and the original R92TC Supplementary (if completed) by Taxpost to RF Worthing (This text has been withheld because of exemptions in the Freedom of Information Act 2000)

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

• File the photocopied form R92TC, the Supplementary page (if there is one), signed receipt and declaration form locally for audit purposes

Note: Stored documents must be retained for 18 months, and then destroyed in confidential waste

Then

• Destroy any cancelled form R92TC in confidential waste