Sifting TC603D At Netherton (AG)

• Take a tub from the trolley(s) ensuring the oldest date is selected first
   
• If the tub contains recorded/special delivery items log all the relevant details on the recorded/special delivery spreadsheet

Note: Recorded/special delivery items are identified by the header sheet inside the tub

• Remove the renewal form and attachment (s) from the envelope. Check the envelope is empty
   
• Check all pages of the renewal form and remove any post-it notes and small pieces of correspondence containing claimant information
   
• If a tax credits notes booklet has been returned check each page for any additional information or correspondence from the claimant
   
• If you have received more than one attachment, process each attachment as instructed in this guidance
   
• Go to step 2

• A form TC603R, go to step 3
   
• A notification of death, go to step 4
   
• A valuable item, go to step 5
   
• A change of circumstances, go to step 6
   
• A P60, go to step 7
   
• HMRC correspondence, go to step 8
   
• Non-relevant post, go to step 9
   
• Any other correspondence, go to step 10

Note: If you have received multiple attachments and one of them is a form P60, process the P60 first and then process the other attachments individually

• Check all the pages to see if the claimant has written any additional information on the TC603R or provided any additional correspondence
   
• If the claimant has not written on the form TC603R

• Tear the TC603R into four pieces and dispose of in protectively marked waste
   
• Take no further action

• If the claimant has written additional information on the form TC603R or provided additional correspondence, follow the appropriate step in this guidance to process the information received

• A notification of death either in a letter or a death certificate

• Date stamp the renewal form and correspondence in red ink using the post received date on the header sheet

Note: Do not date stamp any items to be returned to the claimant

• Put all the correspondence and the renewal form back in the envelope
   
• Place the envelope and contents in the ‘Priority One’ tray
   
• Take no further action

• Date stamp the renewal form in red ink using the post received date on the header sheet

Note: Do not date stamp the valuable item

• Place the renewal form and contents back in the envelope
   
• Date stamp the envelope using the post received date on the header sheet
   
• Pass the envelope and contents to the Valuables handler
   
• Take no further action

• Write the NINO in pencil on the top of the correspondence if this is not already present
   
• Where the NINO is not available write the date of birth on top of the correspondence in pencil if this is not already present
   
• Date stamp the renewal form and correspondence in red ink using the post received date on the header sheet

Note: Do not date stamp any items to be returned to the claimant

• Check whether the claimant has ticked ‘yes’ at part 3 of the form TC603D and indicated the correspondence refers to the change or indicated this anywhere on the renewal form

• If the claimant has ticked ‘yes’ and has indicated the change

• Date stamp the correspondence with the ‘SoC’ date stamp
   
• Put the correspondence and the renewal form back in the envelope and place it in the ‘Address Changes’ tray
   
• Take no further action

• If the claimant has not ticked ‘yes’ or indicated the change

• Put the correspondence and the renewal form back in the envelope and place it in the ‘Address Changes’ tray
   
• Take no further action

If the notification of a change of circumstance is for a change other than a change of address

• Write the NINO in pencil on the top of the correspondence if this is not already present
   
• Where the NINO is not available write the date of birth on top of the correspondence in pencil if this is not already present
   
• Date stamp the correspondence in red ink using the post received date on the header sheet
   
• Check whether the claimant has ticked ‘yes’ at part 3 of the TC603D and indicated the correspondence refers to the change or indicated this anywhere on the renewal form

• If the claimant has ticked ‘yes’ and has indicated the change

• Date stamp the correspondence with the ‘SoC’ date stamp
   
• Place the correspondence in the ‘Renewals CoC’ tray
   
• Go to step 11

• If the claimant has not ticked ‘yes’ or indicated the change

• Place the correspondence in the ‘Renewals CoC’ tray
   
• Go to step 11

• Check the renewal form to see if the income details are present, not present or different to those provided
   
• If the income details are the same

• Access function Amend Application choosing the Correction option
   
• Note the current address for the claimant
   
• Complete the returns letter using mail merge
   
• Place the letter and correspondence in a sealed envelope
   
• Place the sealed envelope in the ‘NTC Renewals post out’ tray
   
• Go to step 11

• If the income details are not present on the renewal form

• Write the NINO in pencil on the top of the correspondence if this is not already present
   
• Where the NINO is not available write the date of birth on top of the correspondence in pencil if this is not already present
   
• Place the form P60 in the ‘Income not Present’ tray
   
• Go to step 11

• If the income details are different to those on the renewal form

• Write the NINO in pencil on the top of the correspondence if this is not already present
   
• Where the NINO is not available write the date of birth on top of the correspondence in pencil if this is not already present
   
• Place the P60 and renewal form in the ‘Income is Different’ tray
   
• Take no further action

• Another HMRC department or CBO/TCO work task not covered by this guidance

• Write the NINO in pencil on the top of the correspondence if this is not already present
   
• Where the NINO is not available write the date of birth on top of the correspondence in pencil if this is not already present
   
• Date stamp the correspondence in red ink using the post received date on the header sheet
   
• Place the correspondence in the ‘Preston Post Room’ tray
   
• Go to step 11

• Any of the following: Health in Pregnancy Grant, Self Assessment, Construction Industry, Stamps, or New claims for tax credits

• Date stamp the correspondence in red ink using the post received date on the header sheet
   
• Pass to the relevant team in Comben House
   
• Go to step 11

• Non-relevant post because it does not relate to another HMRC department or CBO/TCO work task

• Access function Amend Application choosing the Correction option
   
• Note the current address for the claimant
   
• Complete the returns letter using mail merge
   
• Place the letter and the correspondence in a sealed envelope
   
• Place the sealed envelope in the ‘NTC Renewals post out’ tray
   
• Go to step 11

• Ask your manager for advice and start this guidance again

• Date stamp the renewal forms in red ink in the top right hand corner
   
• Write your initials in the top left hand corner
   
• Place the renewal form in the ‘Manual Capture’ tray
   
• Take no further action

Note: If the renewal form can be captured by rapid data capture, go to step 12

• Check all the attachments have been removed
   
• Write your initials in the top left hand corner
   
• Initial and date the header sheet
   
• Put the renewal form back in the tub for scanning with the header sheet on the top
   
• Take no further action