Handling Incoming Post Received With A Claim Form (AG)

• If the post is a valuable item, go to step 2

• If the post is not a valuable item, go to step 4

Do not date stamp the valuable post

• Claimant’s name

• Claimant’s NINO, if known

• Date the post was received

• Type of valuable

• Your own initials

Then

• Go to step 3

• If the valuable post is relevant post, go to step 6

• If the valuable post is not relevant post, go to step 8

• Go to step 5

• If the non-valuable post is relevant post, go to step 6

Note: If there is an attachment that relates to the above, manually capture the claim

• If there is a form TC825 (Gift Aid), send the form to storage. Follow the guidance in Preparing And Sending Documents For Storage

• If the non-valuable post is not relevant post, go to step 8

• Date of receipt

• Claimant's NINO

• Claimant's full name

Then

• Go to step 7

• Relevant attachment and the claim form to the relevant business area for manual capture. Take no further action

Note: If the claim includes more than 18 children or a polygamous or polyandrous marriage, it should be referred to the European Economic Area (EEA) team

Unless

• It is a form TC600A without a corresponding claim form, in which case send the form TC600A to the Tax Credit Office post room

• The relevant attachment relates to a deceased person, in which case pass the attachment to your supervisor for them to send to the appropriate team

• The relevant attachment relates to additional children, in which case use Function CAPTURE APPLICATION to

• Manually capture the additional child’s details

• Go to the Summary Information screen and record the action you have taken in the Application Notes field

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 Application Notes

Then

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

• Take no further action

• Send the claim form to be scanned

Then

• Go to step 9

• Return it to the claimant and then go to step 10

Unless

• The attachment requests that the claim is dealt with quickly or is similar correspondence, in which case put the attachment in confidential waste. Take no further action

• The attachment is for other Government Departments or other HM Revenue & Customs offices, in which case send the attachment to the appropriate office

Or

• Send it to the team who requested the post and then go to step 11

To establish where to send the post, follow the guidance in Return Of Valuable Items

• Complete form TC646 with the claimant’s name and address and send it to the claimant

Then

• Go to step 11

Note: Cash must be sent by special delivery. Valuables must be sent by recorded delivery