Suspended Overpayments Work List – Work History Notional Offset (AG)

To deal with work item on the ‘Suspended Overpayments’ Work List that requires a notional offset, consider steps 1 to 19 below

1	Use Function VIEW HOUSEHOLD NOTES and select the ‘Payments’ category for the tax years relating to the suspended overpayment in turn to establish whether any manual cashcheques have been issued to the claimant If any manual cashcheques have been issued to the claimant Follow the guidance in Check For Manual Payment Postings Then Go to step 2 If no manual cashcheques have been issued to the claimant, go to step 2
2	Record the claim type as either ‘Single claimant’ or ‘Two claimants’ on the form TC648 Enter the date the claimant ceased working 16 hours a week or more in the ‘Effective date of change’ box on the Calculation Sheet Notes: You must have already established the date the claimant ceased working 16 hours or more a week. This is known as the effective date of the change. Note this date on the form TC648 The ‘Effective date of change’ cannot be earlier than 06/04/YYYY Use Function VIEW HOUSEHOLD ACCOUNT and go to the View Award Period Summary screen Record the WTC overpayment amount shown on this screen on the form TC648 If there is no overpayment of WTC, go to step 8 Otherwise Go to step 3
3	Establish the date the change was reported. To do this On the View Award Period Summary screen, click on the [HH Notes] button. You will be taken to Function VIEW HOUSEHOLD NOTES Look for any notes that tell you the date the claimant ceased working 16 hours or more a week If there is No note telling you this Use Function VIEW APPLICATION Go to the Select Application Version screen Locate the version that was created around about the time of the work end date Record the date in the Received Date column on form TC648 Note: The date the change was applied is shown in the Received Date column. Look for the area of change as 'WK' after the reported end of employment date Then Go to step 4 A note telling you this Look for the creation date of the household note (Reported date of change) and record this on form TC648 Note: The ‘Reported date of change’ cannot be later than 05/04/YYYY Then Go to step 4
4	Use the Access to DWP Data (ADD) system to check if the claimant has already received IS / JSA for the period that you have noted on the TC648 (From the Effective date of change to the Reported date of change) Click on the ADD icon in My Workplace, you will be taken to the ADD Homepage Enter the NINO in the NINO Field Click on Account Summary Click on Award Historic Details Click on Display Full Award History Was JSA / IS in payment for the whole period from the date employment ended to the effective date of the change Yes, a notional offset calculation is not required, go to step 7 No, a notional offset calculation is required Make a note of any dates where IS/JSA was in payment during that period and note on the form TC648 Note: Only include the dates where an award amount is shown Go to step 5
5	To calculate the amount of Notional Offset to remit use the Notional Offset Calculation form, referred to as the Calculation Sheet throughout this guidance Note: You must not print off the Calculation Sheet until you have completed all the boxes. This is because the sheet contains calculations that will have to be undertaken manually if the sheet is printed Record the following details on the Calculation Sheet that you previously noted on the form TC648 The claim type as ‘Single’ or ‘Two claimants’ The overpayment amount in the ‘Amount of WTC overpayment’ box The ‘Effective date of change’ Then Record either The date the change was reported Or The date prior to the IS / JSA start date Note: The Calculation sheet has now calculated the Notional Offset and details the amount you are to remit Then Go to Step 6
6	Remit the amount of WTC shown on the Calculation Sheet using the correct remission class. If the notional offset covers the whole overpayment, use class `4’. Otherwise use class `5B Official Error’. Follow the guidance in Make Or Cancel A Remission Record details of the remission on the Suspended Overpayments Remission Database. Use remission reason ‘Calculation of notional IS/JSA to offset against the O/P’ Then Go to step 7 Note: The amount of any CTC overpayment will be unaffected by the notional offset calculation. The calculation only applies to overpayments of WTC
7	Use Function MAINTAIN HOUSEHOLD NOTES and select the ‘Debt Recovery’ category If you have not calculated a Notional IS / JSA Offset record the following ‘ TCMZ – Notional IS/JSA Offset has been considered but does not apply’ If you have calculated the Notional IS / JSA Offset Issue form TC934 to the claimant Notes: If there are multiple entries on the work list, you must issue one form TC934 for each tax year In joint household claims, including claims where the household has broken down, a separate form must be issued to each claimant If a previous enquiry has been returned RLS do not issue a form TC934 to the claimant Record the following message on household notes ‘ OW05 – TC934 issued on XX/XX/XX. £XXX.XX remitted from WTC for (tax year) by (group xx team xx)’ Then If you have made a remission and you are working a case for tax year 2003-2004, enter the following message ^^^^^2003-2004 Recalculation is required If you have made a remission and you are working a case for tax year 2004-2005, enter the following message ^^^^^2004-2005 Recalculation is required If you have made a remission and you are working a case for tax year 2005-2006, enter the following message ^^^^^2005-2006 Recalculation is required Note: If you are working a case for more than one tax year, for example 2003-2004 and 2004-2005 you will need to enter the above messages separately for each tax 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 Go to step 8
8	Use Function MAINTAIN WORKLIST Select the ‘Suspended Overpayments’ Work List from the Worklist Type drop down menu Select the office or unit you want from the Management Unit drop down menu, if the one you want is not already displayed. The screen will be redisplayed with the entries currently on the Work List for your Management Unit ( MU) Click on the [Sort Filter] button. The Sort and Filter Worklist Entries screen will display Sort the entries by reason of Reference so that cases with multiple entries will display together Enter the NINO of the case you have been working in the From Value and To Value fields Click on the [OK] button. You will be taken to the Maintain Worklist screen which will display the work list entry or entries If there are no work list entries, go to step 9 Otherwise Click on the appropriate work item to highlight it Select ‘File’ on the toolbar menu Select ‘Next Function’ from the options available. You will be taken to the Select Next Function screen Select Function VIEW OVERPAYMENT Click on the [Details] button. You will be taken to the View Overpayment – Direct screen Click on the [Maintain Overpayment] button. You will be taken to the Maintain Overpayments screen Select the Confirm Working Hours checkbox Click on the [OK] button Then Go to step 9
9	Send the case papers and the Calculation Sheet to storage. Follow the guidance in Preparing And Sending Documents For Storage

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