Manually Log Annual Declaration (AG)

• Bar code is present / legible, go to step 2

• Bar code is not present / legible, go to step 4

• Enter the 15 digits of the barcode reference number

• Click on the [OK] button

If you are presented with one of the following messages, continue to log the Annual Declaration, then go to step 3

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

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

• ‘Application Inhibited’

• ‘Claim under enquiry’

• ‘Application under Appeal’

• ‘Referred to SCO’

If you are presented with the following error message, you must send the Annual Declaration to the relevant European Economic Area (EEA) Team

• ‘Complex claim’

To establish which European Economic Area (EEA) Team (formerly known as the Complex Case Team) to send the Annual Declaration to, you must

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

If you are presented with one of the following messages, click on the [Cancel] button, then go to step 6

• ‘This barcode has been superseded’

• ‘There are no outstanding declarations for this household’

If there are no error messages, go to step 3

• Confirm that the correct record has been selected

Check the following information held on the computer against those held on the Annual Declaration (form TC603D or TC603D2)

• Name

• NINO

• Partner's NINO if applicable

• Address

• Household period start and end dates

• Other personal details

If

• You are presented with the correct record, go to step 7

• You are presented with an incorrect record, go back to step 2 and re-enter the bar code 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 4

• Enter the NINO

And

• Click on the [OK] button

If

• The NINO matches to only one NTC record, you will be presented with the Income / Benefits screen, go to step 7

• The NINO matches to more than one NTC record you will be presented with the Select Household screen, go to step 5

• The NINO does not match to an NTC record, go to step 9

• An error message is displayed, and you are not able to go further, go to step 6

• Ensure the following details held on the computer match those on the Annual Declaration (form TC603D or TC603D2) (to select the correct household period, which relates to the Annual Declaration)

• Name

• NINO

• Partner's NINO, if applicable

• Household period start and end dates

• If you are

• Confident that you have the correct household period, highlight the entry on the list, click on the [OK] and go to step 6

• Not confident that the you have 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

• Not confident that you have been presented with the correct household period, and you have already attempted to re-enter the details, go to step 9

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 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

• Cancel out of the declaration

• Use Function MAINTAIN HOUSEHOLD NOTES and enter the following message

‘TCMZ Barcode ref. 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 9

• ‘ There are no outstanding declarations for this household’

• Cancel out of the declaration

• Complete form TC648, noting the error message and attach this to the Annual Declaration

And

• Forward to the Tax Credit Office (TCO) Post Room for redistribution and take no further action

If you are not presented with one of the above messages, you will have access to Function CAPTURE RENEWAL DECLARATION, go to step 7

• Click on the [Log] button

Notes:

1. You must not enter any other information onto this screen and you must only press the log button on the Income / Benefits screen

2. You must still click on the [Log] button even if the Annual Declaration is blank

To capture the Annual Declaration (form TC603D or TC603D2), follow the guidance in Manually Capture Annual Declaration

• Traced using the barcode reference and NINO

• Traced using the NINO only as the barcode reference is not present

Or

• Logged, due to the error message 'This barcode has been superseded’'

Follow the guidance in Preparing And Sending Documents For Storage