Capture An Annual Declaration - Enquiry Centre Only (AG)

• No but the claimant is providing you with information verbally, go to step 6

• Yes, check if it is complete

• If it is not complete, advise the claimant to complete the form and when it is complete, go to step 2

• If it is, go to step 2

• Yes, go to step 3

• No, go to step 6

• Enter the 15 digits of the barcode reference number

And

• Click on the [OK] button

If you are presented with the following message

'No match found'

• Click on the [OK] button and re-enter the barcode

• If the message redisplays when you have re-entered the barcode, click on the [OK] button and then go to step 6

If you are presented with one of the following messages

'IS / JSA / PC present on this application'

'Application Inhibited' (Do not pass this information to the claimant)

'Claim under enquiry' (Do not pass this information to the claimant)

• Click on the [OK] button. You will be taken to the Income / Benefits screen. Go to step 5

If you are presented with the following message

'Complex case'

• Go to step 4

If you are presented with one of the following messages

'This barcode has been superseded'

'There are no outstanding declarations for this household'

• Click on the [Cancel] button and then go to step 8

If there are no error messages, click on the [OK] button. You will be taken to the Income / Benefits screen. Go to step 5

If you

• Have the Annual Declaration, submit it to the Tax Credit Office ( TCO) Post Room using the yellow polylope

• Do not have the Annual Declaration, advise the claimant to complete the form and return in the pre-paid envelope or, return it completed to the Enquiry Centre for them to forward to Netherton

And

• Take no further action

• Check the following information held on the computer against the information held on the Annual Declaration (form TC603D or TC603D2) or the details provided by the claimant

• Name

• NINO

• Partner's name, if applicable

• Partner's NINO, if applicable

• Household period start and end dates

• Other personal details held on the computer

If

• You are presented with the correct record, go to step 9

• You are presented with an incorrect record, go back to step 3 to re-enter the barcode reference number

• The barcode reference is not matched to a record, which corresponds to the Annual Declaration and you have already re-entered the bar code, go to step 6

• Enter the NINO

And

• Click on the [OK] button

If

• The NINO matches to more than one NTC record, you will be presented with the Select Household screen, go to step 7

• The NINO matches to only one NTC record, you will be taken to the Income / Benefits screen, go to step 9

• The NINO does not match an NTC record, advise the claimant to submit the Annual Declaration, by post, using the pre paid envelope and take no further action

• An error message is displayed, and you are not taken to the Income / Benefits screen, go to step 8

• Name

• NINO

• Partner's name, if applicable

• Partner's NINO, if applicable

• Household period start and end dates

Note: This is to ensure you select the correct household period, relating to the Annual Declaration

• If you are confident that you have selected the correct household period

• Highlight the entry on the list

And

• Click on the [OK] button

• If you are

• Presented with an error message and you cannot continue, go to step 8

• Not presented with an error message, the Income / Benefits screen will be displayed, go to step 9

• If you are confident that you have not been presented with the correct household period

• Click on the [Cancel] button

And

• Return to the Key Entry Data screen to re-enter the details, go back to step 2

• If you are confident that you have not been presented with the correct household period and you have already attempted to re-enter the details

• Advise the claimant to submit their Annual Declaration by post

Note: You must check that the record is correct. If you are unsure whether you have selected the correct household period, you must cancel out of the record and start again. You must make at least 2 attempts to trace the correct record. After 2 attempts, you must advise the claimant to send the Annual Declaration by post or, submit the form to RDC at Netherton

• ‘This barcode has been superseded’

This means that a later version of the Annual Declaration has been issued and this Annual Declaration does not need to be captured. This message will only be displayed if you have used a barcode

• Ask the claimant to complete the correct Annual Declaration

Then

• If they have the information to capture the correct Annual Declaration, go to step 6 and enter the NINO

Note: You must ensure that you select the relevant Annual Declaration

• ‘There are no outstanding declarations for this household’

• Inform the claimant that the claim has already been finalised and advise them that they will receive an award notice shortly

• If the claimant would like you to take the Annual Declaration, as the claim was finalised because they did not send the Annual Declaration in time
   
• Ask the claimant the reason for the late replay and attached this to the Annual Declaration
   
• Send the Annual Declaration to Netherton in the Tax post bag

• If they have a change of circumstances, follow the relevant guidance in Changes

If you are not presented with one of the above messages, you will have access to Function CAPTURE RENEWAL DECLARATION and will be able to continue capturing the Annual Declaration, go to step 9

• Enter all the details relating to the PY from the Annual Declaration form or from the claimant into the relevant fields on the screen

Notes:

1. If you are capturing the information from form TC603D2, please note that the PY income is on page 3 of the form. It appears after the PY-1 income which is on page 2 of the form

2. Do not enter any zeros unless you are completing the Self Employed Income field. If a zero is indicated on the Annual Declaration for fields other than the Self Employed Income field, leave the field blank

• If one of the following messages appears on the screen

'Claim under enquiry'

'Referred to SCO'

'Application inhibited'

‘ IS / JSA / PC present on this application’

'Application under Appeal'

'Income requested on S17 for both PY-1 and PY'

• Continue to capture the Annual Declaration and then go to step 10

• If you are presented with the following message

'Complex claim'

• Do not capture the Annual Declaration. Go back to step 4 and follow the guidance for Complex Cases

Notes:

1. If the claimant has provided a figure on the Annual Declaration, which includes pence you must round down to the nearest pound. For example, the claimant gives you the figure of £1111.11, you must enter the figure £1111

2. If the claimant has clearly provided you with a weekly income figure and not a yearly income figure, ask them for the yearly figure

3. If the Income / Benefits screen already has income included and you have been given a new figure, you must over type it with the new figure

4. You must ensure that you complete the correct boxes for the signature and income relevant to each claimant. For example, if the income figure provided is an estimate, you must tick the Estimated checkbox

5. You must only enter information onto the computer which has been provided on the Annual Declaration or the claimant has provided verbally

• Click on the [Continue] button. You will be taken to the Declaration screen

Note: You must click on the [Continue] button even if the claimant has not provided all the income / benefits details

If the claimant is required to confirm their actual income for PY-1, you will be taken to the Actual Income For PY-1 screen. Go to step 11

If the claimant is not required to confirm their actual income for PY-1, you will be taken to the Declaration screen. Go to step 12

• Enter the actual income details relating to PY-1 from the Annual Declaration form or from the claimant into the relevant fields on the screen

Note: Please note that the PY-1 income is on page 2 of form TC603D2. It appears before the PY income which is on page 3 of the form

When you have entered all the information relating to PY-1 onto the Actual Income For PY-1 screen

• Click on the [Continue] button. You will be taken to the Declaration screen

• Go to step 12

• Statement Of Circumstances ( SOC). This information is taken from the ‘Personal Circumstances’ part of the formTC603D or TC603D2

Notes:

1. If the claimant has answered ‘No’ to the question ‘Do you need to report a change of circumstances?’ on the form TC603D or TC603D2, ensure that the ‘Yes’ checkbox is checked on the Declaration screen

2. If the claimant has answered ‘Yes’ to the question ‘Do you need to report a change of circumstances?’ on the form TC603D or TC603D2, ensure that the ‘No’ checkbox is checked on the Declaration screen Applicant 1 Signature or Appointee

• Applicant 2 Signature (if applicable)

• Received Date (this must be the date the Annual Declaration was received into the department)

• Source. Select ‘Telephone’ even if the claimant has completed an Annual Declaration. This is to ensure that any resulting work list items will fall on to the correct Management Unit (MU) in TCO

• If the claimant has not signed the Annual Declaration

• Ask them to sign it

• Complete the Applicant 1 / Applicant 2 field, as appropriate, as signed

Then

• Click on the [Process] button

• If the claimant has signed the Annual Declaration, click on the [Process] button

• If you are presented with one of the following warning messages

‘Income from Social Security Benefits for applicant 1 / 2 exists for PY-1, therefore Taxable Social Security Benefits should be greater than zero. Do you wish to proceed?’

‘Income from employment for applicant 1 / 2 exists for PY-1, therefore earnings should be greater than zero. Do you wish to proceed?’

‘Income from self-employment for applicant 1 / 2 exists for PY-1 , therefore self-employed income should be greater than or equal to zero. Do you wish to proceed?’

This indicates that the actual income components you have captured for PY-1 are incompatible with the estimated income components captured on the original claim.

• Go to step 13

• If you are presented with any other warning message, click on [Yes] or [OK] as appropriate

Then

• If you are being provided with the information verbally, go to step 14

• If the claimant has completed an Annual Declaration, go to step 15

Note: You must ignore the ethnicity details on the back of the Annual Declaration as this information cannot be stored on the computer

And

Ask the claimant to confirm whether the income components for PY-1 provided on the Annual Declaration or provided verbally, are correct

If the claimant confirms that the Annual Declaration or verbal information they have provided is correct

• Click on the [Yes] button to confirm that you wish to proceed

• If the following message displays,

‘PY-1 incompatibility failure exists against this declaration. Do you wish to override the failure?’

• Click on the [Yes] button to override the failure

• If any other messages display, click on the [Yes] or [OK] button, as appropriate

Then

• If you are being provided with the information verbally, go to step 14

• If the claimant has completed the Annual Declaration, go to step 15

If the claimant says that the Annual Declaration or verbal information they have provided is incorrect or they do not know the answer

• Tell the claimant that someone will contact them to confirm the correct information

• Click on the [Yes] button to confirm that you wish to proceed

• If the following message displays

‘PY-1 incompatibility failure exists against this declaration. Do you wish to override the failure?’

• Click on the [No] button

• If any other messages display, click on the [Yes] or [OK] button, as appropriate

Then

• If you are being provided with the information verbally, go to step 14

• If the claimant has completed the Annual Declaration, go to step 15

• Ask the claimant to sign the form

• If a change of circumstances is provided by the claimant, follow the guidance in Establish If A Change Can Be Made

Then

• Go to step 13

Follow the guidance in Preparing And Sending Documents For Storage