Issuing A Manual Payment (AG)

• No signature being returned
   
• A change of circumstance has been received
   
• Account details received for a No Fixed Abode case

Note: The list is not exhaustive

• If payments have stopped, but not because of one of the above, go to step 2
   
• If payments have stopped because of one of the above, go to step 17
   
• If the BF date has expired and another payment is due, go to step 3

• If you can continue with this process, go to step 3

• If the payment is to be made using Function USER REQUESTED PAYMENT, go to step 6

Otherwise

• Complete a form R92TC, selecting ‘Complex Case’ as the Reason for Issue. Follow the guidance in Completing The Screen Based Form R92TC

When the R92TC has been authorised

• Go to step 4

• The claimant’s name (use the name and NINO of the main carer if the claim is for a polygamous marriage / polyandrous marriage and CTC payments are to be made to another member of the family)
   
• Claimant’s NINO
   
• Amount of payment
   
• Period of payment
   
• R92TC serial number

Your

• Name
   
• Team
   
• Management Unit (MU)
   
• Extension number

And the

• Date

Then

• Go to step 5

• For non European Economic Area (EEA) Team cases

  (This text has been withheld because of exemptions in the Freedom of Information Act 2000)(This text has been withheld because of exemptions in the Freedom of Information Act 2000)

• For European Economic Area (EEA) Team cases

  (This text has been withheld because of exemptions in the Freedom of Information Act 2000)(This text has been withheld because of exemptions in the Freedom of Information Act 2000)

Note: A separate form R92TC will be required for each recipient of CTC in a polygamous marriage. But you will have to use the NINO for one of the 2 claimants whose details are included on the computer in place of the additional adult whose details are held in Function MAINTAIN HOUSEHOLD NOTES. For example, the NINO used on the form R92TC will have to be the same as the NINO recorded on form TC648 in these cases

Then

• Go to step 6

• The recipient’s name and NINO
   
• Whether the payment is for CTC or WTC
   
• The award period
   
• The pay day at the top of the form (use the same day of the week as the one used when completing the first form R92TC or the first user requested payment). If you are working over the weekend the pay day will be the preceding Friday
   
• The date the form R92TC is sent to the Valuables Team or Support Section or the date the user requested payment was requested
   
• The amount of the cashcheque
   
• The total amount issued to date

• If the payment is to be made using Function USER REQUESTED PAYMENT, go to step 8
   
• If the payment is to be made using form R92TC, go to step 7

• If all payments have been issued, take no further action
   
• If more payments are due

• For form R92TC type payments enter a BF date into the payment BF field for 10 days before the next payment is due

Note: If the next payment is due to fall on a bank holiday, ensure that the papers are retrieved 13 days before the payment is due

• For user requested payment type payments enter a BF date into the payment BF field for 3 days before the payment is due

Note: If the next payment is due to fall on a bank holiday, ensure that the papers are retrieved 6 days before the payment is due

• Put the schedule in front of the case papers and then file until the BF date
   
• Take no further action

• If you are a High Level user accessing the function from the ‘Authorise User Requested Payments’ Work List

• Click on the relevant entry from the work list to highlight it
   
• Select ‘File’ from the toolbar menu
   
• Select ‘Next Function’ from the options available. You will be taken to the Select Next Function screen
   
• Select Function USER REQUESTED PAYMENT. You will be taken to the User Requested Payment screen
   
• Go to step 10

• If you are not a High Level user accessing the function from the ‘Authorise User Requested Payments’ Work List

• On the Function Menu
   
• Select ‘Payments’ from the toolbar menu
   
• Select ‘User Requested Payment’ from the options available
   
• Enter the claimant’s NINO in the Key Entry Data screen
   
• Select the ‘All’ checkbox
   
• Click on the [OK] button

• If the message ‘No Match Found’ displays, go to step 9
   
• If you are taken to the User Requested Payment screen, go to step 10
   
• If you are taken to the Select Award screen, click on the relevant award to highlight it and then click on the [OK] button. You will then be taken to the User Requested Payment screen. Go to step 10

Note: If you are taken to the Select Individual or Select Household screens, use the information you hold to establish which individual or household to select. Once established, click on the [OK] button. You will then be taken to the Select Award screen

• If a claim can be found, use the details of the traced claim to access Function USER REQUESTED PAYMENT. Go back to step 8
   
• If a claim cannot be found, complete the M1 referral form as instructed in the No Trace Of Claim guidance and take no further action

• If you want to request a payment, go to step 12
   
• If you want to replace a returned payment, a missing payment or a rejected payment, go to step 11
   
• If you want to authorise or reject a payment, go to step 13

• Find the cancelled, missing or rejected payment in the User Requested Payments box and click on this to highlight it
   
• Click on the [Details] button. You will be taken to the User Requested Payment Details screen
   
• Make a note of the

• Payment amount(s)
   
• Tax credit type(s)
   
• Payment recipient
   
• Reason for payment
   
• Rejection reason for rejected requests

• Click on the [Cancel] button. You will be taken back to the User Requested Payment screen
   
• Go to step 12

• Click on the [Request Payt] button. You will be taken to the User Requested Payment Detail screen

Note: The [Request Payt] button will be disabled if the RLS and / or Deceased signals are set. You will not be able to request any payments. Pass the case to the Database Team for them to update the records

• Enter the CTC and / or WTC amounts you have calculated in the relevant CTC and / or WTC Amount fields
   
• Select the payment reason from the Reason For Payment drop down menu
   
• If the default payee for either tax credit is not displayed, select the appropriate payee from the Payment Recipient drop down menu
   
• Click on the [OK] button. You will be taken back to the User Requested Payment screen

Note: Where CTC and WTC are paid to different payees, you must request separate user requested payments for each tax credit, unless there is a genuine reason to pay both tax credits to the same payee

Note: The minimum total amount a user requested payment can be made up of is £1.00 and the maximum total amount is £350.00. If you want to request a payment with a total amount over £350.00, you must request further payments

Note: If you want to make changes to a user requested payment you must cancel out of the screen and re-request the payment. Any other requests you have made in the session will need to be re-requested also

• If you need to request further payments, go back to the start of this step

Otherwise

• Click on the [OK] button
   
• Prepare letter TC857P if this is the first or only manual payment
   
• Pass this to the High Level user along with the calculation sheet and schedule of payments
   
• Go to step 16

• Select the request you want to authorise or reject from the User Requested Payments box
   
• Click on the [Details] button. You will be taken to the User Requested Payment Detail screen
   
• Check the calculation sheet for any change of circumstances or address details not reflected on the sheet. Check the following for accuracy on the screen

• CTC and / or WTC amounts
   
• The payment recipient details

Then

• If you want to

• Authorise the request , go to step 14
   
• Reject the request, go to step 15

• Click on the [Authorise] button
   
• When the following message displays, click on the [OK] button. You will be taken back to the User Requested Payment screen

‘You are about to authorise a payment request. Press ‘OK’ to continue or ‘Cancel’ to abort this action’

Note: If you click on the [Cancel] button, you will be taken back to the User Requested Payment Detail screen without authorising the request

• If you want to authorise or reject further requests, go back to step 13

Otherwise

• Click on the [OK] button
   
• Issue the TC857P letter to the claimant
   
• Pass the paperwork to the Database Team
   
• Go to step 16

• Select a rejection reason from the Reason for Rejection drop down menu
   
• Click on the [Reject] button
   
• When the following message displays, click on the [OK] button. You will be taken back to the User Requested Payment screen

‘You are about to reject a payment request. Press ‘OK’ to continue or ‘Cancel’ to abort this action’

Note: If you click on the [Cancel] button, you will be taken back to the User Requested Payment Detail screen without rejecting the request

• If you want to authorise or reject further requests, go back to step 13

Otherwise

• Click on the [OK] button
   
• Pass the paperwork and TC857P letter back to the operator who requested the payment(s) for them to correct and re-request the payment
   
• Go to step 16

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

• If you have requested a user requested payment

• Enter

‘ PC16 – Complex Case URP ISSD DD/MM/YYYY for WTC £XXX.XX, CTC £XXX.XX [delete as appropriate], total £XXX.XX. Manual PYT case – [insert reason for making manual payment and name or NINO of claimant it is paid to]. Period covered DD/MM/YYYY to DD/MM/YYYY. Next PYT due DD/MM/YYYY [insert if appropriate]’

• Take no further action

• If you have authorised or amended and authorised a payment request

• Enter

‘ PC14 - User Requested Payment Authorised’

• Take no further action

• If you have rejected a payment request

• Enter

‘ PC15 - User Requested Payment Rejected’

• Take no further action

• Have ceased
   
• Have been suspended

Or

• Can now be paid by the computer

• Enter ‘Ceased / Suspended / Can now be paid on computer’ on the pro-forma with the reason
   
• Sign and date the pro-forma

Note: Do not complete the signature BF date instead of the payment BF date

• If the payment has been ceased or suspended, file the case papers until another business area requests the claim

Otherwise

• Take no further action