Suspended Overpayments Work List – Notional Offset (AG)

• Select the ‘Suspended Overpayment’ Work List from the drop down list for the Worklist Type field
   
• Select the office or unit you want from the drop down list for the Management Unit field, if the one you want is not already displayed in this field. The screen will re-display 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 Reference, so that cases with multiple entries will display together
   
• Click on the [OK] button. You will be taken to the Maintain Worklist screen which will display the sorted work list entries
   
• Highlight the relevant worklist item

Note: You must work the entries together so that you are only contacting the claimant once, starting with the entry with the oldest Award End Date first

• If the reason on the Maintain Worklist screen is

• W or both W and U, go to step 2
   
• U, follow the guidance in Suspended Overpayments Work List for reason Unchecked Manual Remission

• Select ‘File’ on the toolbar menu
   
• Select ‘Next Function’ from the options available. You will be taken to the Next Function screen
   
• Select Function VIEW APPLICATION
   
• Click on the [OK] button
   
• If the message ‘You are not authorised to access this case, please refer to the appropriate MU’ is displayed, go to step 3
   
• If the message ‘You are not authorised to access this case, please refer to the appropriate Security Liaison Unit’ is displayed, go to step 3

Otherwise

• Go to step 4

• Use Function MAINTAIN WORKLIST to transfer the work item to the responsible Management Unit, your manager will give you details of which MU this is
   
• Contact the Secure Management Unit and ask them to

• Access the MU you have transferred the current case to
   
• Click on the work item you have been working to highlight it and then click on the [Details] button. They will be taken to the Worklist Entry Details screen
   
• Select the Retained checkbox
   
• Click on the [OK] button

• Complete a form TC669, marking it clearly in red with the words ‘Suspended Overpayments case - Notional Offset’
   
• Place the referral form TC669 along with any other appropriate documents in a double sealed envelope
   
• Seal the envelope
   
• Address the envelope to the relevant Management Unit
   
• Mark the envelope ‘Confidential’
   
• Take the envelope immediately to the either the secure mailbox or messenger collection point

Note: You must take the envelope directly to the collection point. Do not put in a tray for collection

• Take no further action

If

• The signal has been set as a workaround, go to step 6
   
• The signal is a genuine complex case, complete a form TC648, marking it clearly in red with the words ‘Suspended Overpayments case – Correcting Work History’ and send it via Taxpost to

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

• Use Function MAINTAIN WORKLIST to transfer the work item to the relevant Management Unit. See the MU Table for the correct MU number

Note: Your line manager will have the details of the relevant Management Unit

Then

• In Function MAINTAIN WORKLIST, access the MU you have transferred the current case to
   
• Click on the work item you have been working to highlight it, then click on the [Details] button. You will be taken to the Worklist Entry Details screen
   
• Select the Retained checkbox
   
• Click on the [OK] button
   
• Take no further action

• If there are any messages mentioning Internal Governance (Criminal Investigations) (IG(CI)) Corrections Team / or the BIO Corrections Team

Note: The IG(CI) Corrections Team was formally the BIO Corrections Team and old versions of the notes will reflect this

• Use Function MAINTAIN WORKLIST to set an action date on the work list item for an indefinite period of time
   
• Take no further action

• If there are any messages mentioning the Mismatch Team or Group 21

• Use Function MAINTAIN WORKLIST to transfer the work item to the relevant Management Unit. See the MU Table for the correct MU number

Note: Your line manager will have the details of the relevant Management Unit

Then

• In Function MAINTAIN WORKLIST, access the MU you have transferred the current case to
   
• Click on the work item you have been working to highlight it, then click on the [Details] button. You will be taken to the Worklist Entry Details screen
   
• Select the Retained checkbox
   
• Click on the [OK] button
   
• Take no further action

• If there is a message in the Retained Notes field showing that a form TC953, TC954 or TC957 has been sent for the tax year affected

For example: ‘TC954, 2004/2005, issued on 28-AUG-07’

• Is there an NY message stating the case has been worked and that retrospective action is now complete

• Yes, go to step 8
   
• No, use Function MAINTAIN WORKLIST to transfer the work list item to the ‘Suspended OP <16Hrs – KAI Cases’ MU. See the MU Table for the correct MU number

Then

• In Function MAINTAIN WORKLIST, access the MU you have transferred the current case to
   
• Click on the work item you have been working to highlight it
   
• Click on the [Details] button. You will be taken to the Worklist Entry Details screen
   
• Set an action date in the future
   
• Select the Retained checkbox
   
• Click on the [OK] button
   
• Take no further action

• If there are none of the above messages, go to step 7

• If there is evidence of payment by manual cashcheque

• Follow the guidance in Check For Manual Payment Postings
   
• Return to this guidance

Then

• Go to step 8

• If there is no evidence of payment by manual cashcheque, go to step 8

• Return to the Maintain Worklist screen and highlight the relevant work list item
   
• Click on the ‘File’ on the toolbar menu and select ‘Next Function’ from the options available. You will be taken to the Next Function screen
   
• On the Select Next Function screen select Function VIEW OVERPAYMENT and click [OK]
   
• If the View Overpayment Signals screen displays click [OK]

• If there is no overpayment of WTC, go to step 15
   
• If there is an overpayment of WTC

• Record the WTC overpayment amount shown in the overpayment summary field on form TC648
   
• Click [Cancel] to return to the Maintain Worklist screen
   
• Highlight the worklist item you require and click on the [Details] button
   
• The Worklist Entry Details screen will display
   
• Record the claim type as either ‘Single claimant’ or ‘Two claimants’ on form TC648

Note: Two claimant awards will have a name and NINO recorded against ‘App 2 Name’ and ‘App 2 NINO’ in the Worklist Entry Details screen, Single claimant awards will be blank in these fields

• Click on the [Cancel] button
   
• Go to step 9

• Click on ‘File’ on the toolbar menu and select ‘Next Function’ from the options available. You will be taken to the Select Next Function screen
   
• On the Select Next Function screen select Function VIEW APPLICATION and click [OK]
   
• In the Application Summary screen you will see the version of the claim that created the award
   
• Click on the [VH] button. You will be taken to the View Application History screen
   
• Go to the Applicant 1 screen
   
• Click on the [Versions] button. You will be taken to the Select Application Version screen
   
• Click on the earliest claim version to highlight it
   
• Click on the [OK] button
   
• Select 'History' on the toolbar menu
   
• Proceed to check the ‘Total Hours Worked’ history for claimant 1 and claimant 2, for all versions until you establish the date the claimant ceased working 16 or more hours in the year that the suspended overpayment refers to
   
• Record the ‘Effective date of change’ on form TC648

Note:The ‘Effective date of change’ cannot be earlier than 06-04-YYYY of the year of the suspended overpayment

Then

• Go to step 10

• Cancel out of the View Application screens and return to the Maintain Worklist screen
   
• Highlight the worklist item you require
   
• Click on ‘File’ on the toolbar menu and select ‘Next Function’ from the options available. You will be taken to the Select Next Function screen
   
• On the Select Next Function screen select Function MAINTAIN HOUSEHOLD NOTES and click [OK]
   
• Look for any household notes containing information that details the date the claimant ceased working 16 hours or more per week
   
• If there is

• No household note detailing this information

• 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

• Click on the [Menu] button

Then

• Go to step 11

• A household note detailing this information

• Determine the ‘Creation Date’ of the household note (the Reported Date of Change) and record this on the form TC648

Note:The ‘Reported Date of Change’ cannot be later than 05-04-YYYY

• Click on the [Menu] button

Then

• Go to step 11

• 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 IS / JSA in payment for the whole period that you have noted?

• Yes, a notional offset calculation is not required, go to step 14
   
• No, a notional offset calculation is required

• Make a note of any dates where IS / JSA was in payment during that period and note this on the form TC648
   
• Go to step 12

Note: Only include the dates where an award amount is shown

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 13

• Follow the guidance in Make Or Cancel A Remission
   
• Make an entry on the Suspended Overpayments Remission Database detailing the remission. You must use Remission Reason ‘Calculation of notional IS/JSA to offset against the O/P’

Then

• Go to step 14

Note:The amount of any CTC overpayment will be unaffected by the notional offset calculation. This applies to overpayments of WTC only

• 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:

1. If there are multiple entries on the worklist you must issue one form TC934 for each tax year
    
2. In joint household claims, including claims where the household has broken down, a separate letter must be issued to each claimant

• Record the following message in 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

• If there are multiple entries on the worklist for the case you are working, you must now work the next entry before continuing
   
• If there is only one entry on the worklist for the case you are working or you are working the last entry on a case where there has been multiple entries, continue with action
   
• Go to step 15

• Select the ‘Suspended Overpayments’ Work List from the drop down menu for the Worklist Type field
   
• Select the office or unit you want from the drop down menu for the Management Unit field, if the one you want is not already displayed in this field. 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 / entries

• If there are no work list entries, go to step 16

Otherwise

• Click on the work item you require 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 [OK] button. You will be taken to the View Overpayment screen
   
• 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. You will be taken back to Function VIEW OVERPAYMENT
   
• Click on the [Menu] button

Note: Where there were multiple entries displayed for the same NINO you must repeat this action for all the entries in turn

Note: If the [Confirm Working Hrs] button is greyed out or the award is ongoing and therefore you cannot access the Maintain Overpayments screen you must delete the work item from the work list

• Go to step 16