Manually Capture Annual Declaration (AG)

Note: The barcode is on the front page in the top right hand side of the form

• Yes, go to step 2

• No, go to step 4

• Enter the 15 digits of the barcode reference number

Note:The barcode reference number is on the front page at the bottom right hand side of the form. You do not need to enter all of the 15 digit barcode number, the initial zero’s can be omitted

And

• Click on the [OK] button

If you are presented with the message 'No match found'

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

• If the message redisplays when you have re-entered the barcode, click on the [OK] button and go to step 4

If you are presented with one of the following messages, click on the [OK] button and go to step 3

• ‘ IS / JSA / PC present on this application’

Note: From 27/10/2008 JSA will mean either JSA or ESA

• 'Application under appeal'

• 'Referred to SCO'

• ‘Application Inhibited’

• ‘Claim under enquiry’

• 'This household has ceased'

If you are presented with the message 'Complex claim'

• Use Function VIEW HOUSEHOLD NOTES to identify if the case is a genuine complex case

• If the case is a genuine complex case

• Forward the Annual Declaration to the European Economic Area Team (This text has been withheld because of exemptions in the Freedom of Information Act 2000)
   
• Use Function MAINTAIN HOUSEHOLD NOTES and select the 'Renewals & Reminders' category to record the following

'SW03- AD sent to European Economic Area Team'

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

• Take no further action

• If the case is not a genuine complex case, go to step 3

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• ‘This barcode has been superseded’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 6
   
• If there are no error messages, go to step 3

If you identify when you access Function CAPTURE RENEWAL DECLARATION that there is already an Annual Declaration received and captured, then

• Cancel out of Function CAPTURE RENEWAL DECLARATION

• Complete form TC648, noting the reason for transferring the case and attach to the Annual Declaration

• Forward to the Manage Finalisation Team to process as a duplicate Annual Declaration

And then

• Use Function MAINTAIN HOUSEHOLD NOTES and select the 'Renewals & Reminders' category to record the following message

' SW10 - Duplicate Annual Declaration passed to Manage Finalisation Team'

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

• Take no further action

Using the information displayed on this screen, confirm that the correct record has been selected

• Check the following information held on the computer against the information held on the Annual Declaration (form TC603D or TC603D2) to confirm that the correct record has been selected

• 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 10

• You are presented with an incorrect record, go back to step 2 to re-enter the barcode reference number

• The barcode reference is matched to a n incorrect record that does not correspond to the Annual Declaration and you have already re-entered the barcode, go to step 4

• 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 5

• If the NINO matches to only one NTC record, you will be taken to the Income / Benefits screen, go to step 10

• The NINO does not match an NTC record, store the Annual Declaration, go to step 1 5

• An error message is displayed, and you are not taken to the Income / Benefits screen, go to step 6

Note: If the message ‘Income requested on S17 for both 20XX-20XX and 20XX-20XX’ displays, ensure you check both years' income details. 'XX' covers the tax years reported within that message, for example 2006-2007

• Name

• NINO

• Partner's name, if applicable

• Partner's NINO, if applicable

• Household period start and end dates

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

• Highlight the entry on the list

And

• Click on the [OK] button. The Income / Benefits screen will be displayed

If you are

• Presented with an error message, go to step 6

• Not presented with an error message, go to step 10

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

• Use Function MAINTAIN HOUSEHOLD NOTES and select the 'Renewals & Reminders' category.  Make a note on Household Notes of the action you have taken
   

  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

• Send the Annual Declaration to storage, go to step 1 5

Note: You must check that the record is correct.  If you are unsure whether you have selected the correct household period, cancel out of the record and start again. Make at least 2 attempts to trace the correct record. After 2 attempts, send the Annual Declaration for storage

• ‘ 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

• Use Function MAINTAIN HOUSEHOLD NOTES and enter the following message

‘ SW09 - Barcode. Ref. XXXXX Superseded. AD sent to storage’

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

And

• Send the Annual Declaration to storage, go to step 1 5

• ‘ There are no outstanding declarations for this household'. Check if the paper version of the Annual Declaration is blank

• If the Annual Declaration is blank

• Use Function MAINTAIN HOUSEHOLD NOTED and select the ‘Renewals & Reminders’ category to record the following message

' SW12 - Annual Declaration - 'There are no outstanding decalrations for this household' message. Passed to Manage Finalisation Team'

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

Send the Annual Declaration to storage. Follow guidance in Preparing And Sending Documents For Storage

• Take no further action

• If the Annual Declaration is not blank, go to step 7

• If you are not presented with one of these, go to step 10

Use Function VIEW S17 DETAILS

• Enter the claimant's NINO in the Key Entry Data screen
   

• Select the All checkbox
   

• Click on the [OK] button. You will be taken to the Select S17 Period screen

Note: If you are taken to the Select Household screen, click on the relevant household that takes you to the PY claim to highlight it and then click on the [OK] button. You will then be taken to the Select S17 Period screen

• Click on the PY claim that you are dealing with to highlight it
   

• Click on the [OK] button. You will be taken to the Current Position screen

• If no Annual Declarations are shown in the Declarations box, go to step 9
   

• If one or more Annual Declarations are shown in the Declarations box, determine which Annual Declaration was the original one

Note: The original Annual Declaration will be at the bottom of the list. Sometimes there may be 3 or more Annual Declarations shown. Where this is the case, you must check the Received Date for each Annual Declaration in the list box to determine which was the original Annual Declaration

• When you have identified the original Annual Declaration on the computer, check whether the original Annual Declaration held on the computer has identical information to that held on the paper copy of the Annual Declaration. To do this
   

• Click on the original Annual Declaration in the Declarations box to highlight it
   

• Click on the [Details] button in the Declarations box. You will be taken to the Declarations Details screen
   

• Make a note of the information provided by the claimant on the original Annual Declaration that is on the computer

Then

• Go to step 8

Make a note of the information provided by the claimant on the paper copy of the Annual Declaration

• If the information held on the original Annual Declaration is the same as the paper copy of the Annual Declaration

• Use Function MAINTAIN HOUSEHOLD NOTE S and select the ‘Renewals & Reminders’ category to record the following message

' SW11 - Duplicate Annual Declaration sent to storage as all details are the same'

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

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

• Take no further action

• If the information held on the original Annual Declaration is different to the paper copy of the Annual Declaration, go to step 9

Complete form TC648, making a note of the error message ‘There are no outstanding declarations for this household’

• Attach this to the Annual Declaration
   

• Forward the form TC648 and the attached Annual Declaration to the TCO Manage Finalisation Team
   

• Use Function MAINTAIN HOUSEHOLD NOTE S and select the ‘Renewals & Reminders’ category to record the following message

' SW12 - Annual Declaration - 'There are no outstanding declarations for this household' message. Passed to Manage Finalisation Team'

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

• Take no further action

• Enter all the details relating to the Previous Year (PY) from the Annual Declaration form 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 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
    
3. You must use the JSA fields to capture the information in the income-based Jobseekers Allowance or income-related Employment and Support Allowance question has been completed on the form TC603D

• Continue to capture the Annual Declaration whether or not you receive one of the following messages on the screen, then go to step 11

• ‘IS / JSA / PC present on this application’

Note: From 27/10/2008 JSA will mean either JSA or ESA

• ‘Application under Appeal’
   
• 'Referred to SCO'
   
• 'Application inhibited'
   
• 'Claim under enquiry'
   
• 'Income requested on S17 for both 20XX-20XX and 20XX-20XX'

Notes:

1. 'XX' covbers the tax years reported within that message, for example 2006-2007
    
2. If the message 'Income requested on S17 for both 20XX-20XX and 20XX-20XX' displays, ensure you check both years income details

If you are presented with the following error message, do not capture the Annual Declaration. Send it to the relevant EEA Team (formerly Complex Case Team)

• ‘Complex claim’

• To establish which EEA Team to send the Annual Declaration to

• Use Function MAINTAIN HOUSEHOLD NOTES and check the Household Notes screen to identify which team should deal with this Annual Declaration

Then

• In Function MAINTAIN HOUSEHOLD NOTES  select the 'Renewals & Reminders' category. Make a note on Household Notes of the action you have taken

  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

• Take no further action

If a change of circumstances (COC) is attached to the Annual Declaration

• Capture the Annual Declaration

• Complete the COC template with the following details

• Claimant 1's NINO

• Claimant's Name

• Award start and end dates

And

• Staple to the Annual Declaration attachment and forward to the TCO Post Room for redistribution

Then

• Use Function MAINTAIN HOUSEHOLD NOTES and select the 'Renewals & Reminders' category. Make a note on Household Notes of the action you have taken

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

• Take no further action

Notes:

1. 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

2. If the claimant has indicated that the income figures are in a foreign currency, for example $8000, the income figures must be converted to British Pounds. This is done by multiplying the foreign income figure by the average net exchange rate in pounds relevant to the tax year in which the income was paid. The Average Net Rate of Exchange can be found on the intranet copy site. To get to this site, go to

• The HMRC Intranet Homepage
   
• Select ‘E’ from the A-Z Quick Menu
   
• Select ‘Exchange Rates’
   
• Select ‘European Union’ from the drop down menu

Then

• Select ‘Go’

If you are unable to find the appropriate exchange rate, you must contact the Business Helpdesk

3. 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

4. If the claimant has clearly provided you with a weekly income figure and not a yearly income figure, you must leave the field blank

5. You must ensure that you tick the correct boxes for the signature and income relevant to each claimant / partner. For example, if the income figure provided is an estimate, you must put a tick in the Estimated checkbox

6. You must only enter information onto the computer, which has been provided on the Annual Declaration
    
7. If you are working on the Priority 1 Team and a COC was attached to the Annual Declaration, do not complete the COC template, apply the COC by following the appropriate guidance

• Click on the [Continue] button

Note: You must click on the [Continue] button even if the claimant has not provided any income 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 12

• 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 1 3

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

When you have entered all the actual income information onto the Actual Income For PY-1 screen

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

Then

• Go to step 1 3

Notes:

1. If the Actual Income For PY-1 screen already has income included and you have been given a new figure, you must over type it with the new figure

2. If the claimant has indicated that the income figures are in a foreign currency, for example $8000, the income figures must be converted to British Pounds. This is done by multiplying the foreign income figure by the average net exchange rate in pounds relevant to the tax year in which the income was paid. The Average Net Rate of Exchange can be found on the intranet copy site. To get to this site, go to

• The HMRC Intranet Homepage

• Select ‘E' from the A-Z Quick Menu’

• Select ‘Exchange Rates’
   
• Select ‘European Union’ from the drop down menu

Then

• Select 'Go'

If you are unable to find the appropriate exchange rate, you must contact the Business Helpdesk

3. 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

4. If the claimant has clearly provided you with a weekly income figure and not a yearly income figure, you must leave the field blank

5. You must ensure that you tick the correct boxes for the signature and income relevant to each claimant / partner

6. You must only enter information onto the computer, which has been provided on the Annual Declaration

7. You must click on the [Continue] button even if the claimant has not provided any income details

• Statement of Circumstances ( SOC). This information is taken from the 'Personal Circumstances' part of the form TC603D and form TC603D2

Notes:

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

2. If the claimant has put a cross in the ‘Yes’ box in answer to the question ‘Do you need to report a change of circumstances?’ you must ensure that the No checkbox is checked on the Declaration screen

3. If the claimant has put a cross in both the ‘Yes’ and ‘No’ boxes in answer to the question ‘Do you need to report a change of circumstances?’, you must leave the SOC checkboxes blank on the Declaration screen. This is because the computer will not allow you to tick both the Yes and the No checkbox on the screen

4. If the claimant has not put a cross in either the ‘Yes’ or ‘No’ boxes in answer to the question ‘Do you need to report a change of circumstances?’, you must leave the SOC checkboxes blank on the Declaration scree

• Applicant 1 Signature or Appointee

• If a signature is present, tick the Yes checkbox

• If a signature is not present, tick the No checkbox

Note for Priority 1 Team only: If it is a single claimant that is deceased, in order to finalise the claim you can accept the signature of an executor, next of kin, personal representative or guardian. This goes in the Appointee checkbox

• Applicant 2 Signature (if applicable) or Appointee

• If a signature is present, tick the Yes checkbox

• If a signature is not present, tick the No checkbox

Notes for Priority 1 Team only:

1. If you are dealing with a surviving partner of a two claimant claim, in order to finalise the claim you can accept the signature of the surviving partner. If the surviving partner has not signed for the deceased claimant, you do not need to return the form TC603D or TC603D2. You can accept the empty signature box as being signed when capturing or amending the Annual Declaration details
    
2. Ask either the remaining claimant or the executor, next of kin, personal representative or guardian the questions necessary in order to action the failure reason shown
    
3. If you are dealing with a two claimant claim where both are deceased, in order to finalise the claim you can accept the signatures from the personal representative of the last of the two claimants to die

• Received date (this must be the date the Annual Declaration was received into the department and will be indicated by a date stamp)

• Source, for example paper

Notes:

1. If the Annual Declaration is blank, you must click on the [Process] button on the Declaration screen, as there will be no information on the Annual Declaration to capture

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

3. If you want to store the Annual Declaration onto the computer, you must have included information on the Declaration screen. You cannot store the Annual Declaration on the computer if there is no information on this screen to capture

• If one of the following messages displays, click on the [Yes] button

‘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?’

• If the following message displays, click on the [No] button. This will create an entry on the ‘Unprocessed S17’ Work List

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

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

Then, when you have dealt with any of the above messages that display

• Go to step 1 5

Note: You must click on the [Process] button even if there is missing information on the Annual Declaration.

• Been fully captured

• Not been traced

Or has

• Not been captured, due to the error message 'This barcode has been superseded'

Follow the guidance in Preparing And Sending Documents For Storage