Returned Cashcheque Action (AG)

To deal with a returned cashcheque, consider steps 1 to 10 below. The guide is presented as follows

Initial action	Step 1
Trace the payment posting or other listings	Step 2
Payment issued in an award year earlier than Previous Year	Step 3
Enter the details on the spreadsheet	Step 4
Check for cancelled payment	Step 5
Posting can not be found	Step 6
Update Household Notes	Step 7
Send cashcheque to RF Worthing	Step 8
Receiving spreadsheets back from RF Worthing	Step 9
Send to storage	Step 10

Initial action

Before you continue with the guidance in this Action Guide, follow the guidance in Action To Take Before Processing A Claim Or Work Item

Then, if you can continue to process the claim

If you have

Received a returned cashcheque from the claimant or from an Enquiry Centre, with or without any accompanying correspondence

And a secure and sensitive message displays, send the case to the Secure and Sensitive Team

And a ‘No trace’ message displays for the case, pass the details to be traced on the ADD system

If you are able to access the case, go to step 2

If you are not able to access the case, go to step 4

Trace the payment posting or other listings

Trace the payment posting by matching the amount on the cashcheque with the payment posting on the computer

To do this

In Function VIEW HOUSEHOLD ACCOUNT
Enter the claimant’s NINO in the Key Entry Data screen
Select the All checkbox
Select the Payment Schedule
Click on the [OK] button. You will be taken to the Select Award screen
Click on the relevant award year to highlight it
Click on the [OK] button. You will be taken to the View Direct Payment Schedule screen
Click on the [Postings] button. You will be taken to the View Award Period Postings screen
Double click on the relevant posting. You will be taken to the View Giro Details screen
Check the details in the Giro Payment Details box to match the serial number on the returned cashcheque with the serial number on the screen

Note: This will ensure the correct details are cancelled

Repeat for other award years, if necessary

If the posting can be found, go to step 3

If the posting cannot be found, go to step 6

Payment issued in an award year earlier than Previous Year

In Function VIEW HOUSEHOLD ACCOUNT, go to the View Direct Payment Schedule screen or the View Award Period Postings screen to check if the payment was issued in an award year earlier than the previous award year

Note: The computer will not allow you to cancel a payment in an award year earlier than PY

If it was issued in an award year earlier than the previous award year, go to step 4
If it was not issued in an award year earlier than the previous award year

Use Function RECORD FAILED PAYMENT to cancel the payment. Follow the guidance in Cancelling And Re-issuing A Payment

Then

Follow the guidance in Corrective Action For Cancelled Cashcheques

If it has been cancelled by RF Worthing

Use Function MAINTAIN HOUSEHOLD NOTES to enter one of the following

If the overpayment is for the year 2003-2004, enter

^^^^^2003-2004 Recalculation is required

If the overpayment is for the year 2004- 2005, enter

^^^^^2004-2005 Recalculation is required

Note: This will allow the award to be reprofiled and an award notice to be issued

Note: If you are actioning more than one award year, you must enter the appropriate message for each year

Then

Go to step 10

Enter the details on the spreadsheet

Enter the case details on the locally stored ‘TCO Inaccessible CY – 2 or earlier’ shared spreadsheet. Enter the

Claimant's NINO
Claimant's name
Cashcheque serial number
Value of the cashcheque
Issue date of the cashcheque
Award period the payment is posted to
Save the spreadsheet before exiting

Then

Send the new details held on the spreadsheet to RF Worthing once a week
Allow RF Worthing time to action the case and reply to you
Once a reply is received, go to step 5

Check for cancelled payment

Use Function VIEW HOUSEHOLD ACCOUNT and go to the Schedule screen to check for the cancelled payment

Note: RF Worthing will receive the cashcheque, carry out their action on the Payment Accounting Reconciliation System (PARS) to cancel the payment and advise you that the payment has been cancelled by returning the spreadsheet as actioned or entering details on the computer

When the cashcheque has been confirmed as cancelled by RF Worthing, follow the guidance in Corrective Action For Cancelled Cashcheques

Posting can not be found

The posting can not be found, or you receive any of the following messages,

‘Fclenv error’

‘No trace’

‘Payment can not be cancelled at this time’

Complete the spreadsheet with the relevant details
Send the new details held on the spreadsheet to RF Worthing once a week to RF Worthing for their action
Go to step 7

Update Household Notes

Use Function MAINTAIN HOUSEHOLD NOTES to enter any of the following which are appropriate

‘ VZ01- Cashcheque dated (DD/MM/YY) £(XXXX) serial number (XXXXX) returned (reason). Cancelled and/or reprofiled if applicable’

‘ VZ02 - Cashcheque unable to cancel/reprofile. Not posted (TT/Vanitve number)’

‘ VZ03 - Cashcheque cancelled unable to reprofile due to (TT / Vantive number)’

‘ VZ04 - Cashcheque unable to action due to F-Clen’

‘ VZ05 - Cashcheque for (2003/04) award unable to action. Vantive held under (Cat 1, 2, 3,)’

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 8

Send cashcheque to RF Worthing

8	Send the original cashcheques(s) to RF Worthing using Taxpost Direct on a weekly basis (This text has been withheld because of exemptions in the Freedom of Information Act 2000) Then Go to step 9

Receiving spreadsheets back from RF Worthing

9	On receipt of the spreadsheet, use Function VIEW HOUSEHOLD ACCOUNT to check If the cashcheque is now cancelled Or other corrective action is needed Then Follow the guidance in Corrective Action For Cancelled Cashcheques

Send to storage

10	When all the action on the case has been done, complete form MS164 and send any documents to storage. Follow the guidance in Preparing And Sending Documents For Storage

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