• Select the 'Verification Failures' Work List from the drop down list for the Worklist Type field

• Select the office or unit you want from the drop down list for the Management Unit (MU) field, if the one you want is not already displayed in this field. The screen will be redisplayed with the entries currently on the Work List

• If there are details of a partner and / or children, take printouts of each screen and then go to step 4

• If there are no details of a partner and / or children, process the Verification Failure as normal

Notes:

1. Do not include in the calculation amounts in respect of a second adult, lone parent and any income paid to the second adult

2. If there are any benefits in payment or the claimants have income from savings. Contact the claimant and find out what is paid to the migrant worker only. Follow the guidance in Contacting The Claimant

3. The SEES entitlement calculator will provide the annual, weekly and daily rates of WTC together with any one off rounding

• One for filing away

And

• One for your line manager. This will be used to collate statistics for Revenue Finance (RF) Worthing

• If the migrant worker has a partner and / or children, go to step 6

• If the migrant worker does not have a partner and / or children, go to step 7

Note: As the claim is pre-award, you will be taken to the Free Format screen

• On the Free Format screen enter the following

'Do not action - Cross – border / overseas case – WTC only paid in respect of claimant. No family elements to be paid. Manual correspondence and complex case signals set. Refer to ICPS Team'

Then

• Go to step 7

Then

• Process all the other existing verification failures, except the residency verification failure. Follow the relevant guidance in Applications Work Lists

• Use Function MANAGE VERIFICATION FAILURES

• Click on the appropriate residency verification failure to highlight it

• Click on the [Change Verification] button. You will be taken to the Change Of Status Reason screen

• On the Change Of Status Reason screen enter the reason for the verification change, ‘Cross border case – Residency managed’

Then

• Go to step 9

• Select ‘Household’ from the toolbar menu

• Select ‘Details’ from the options available. The Household Details screen will display

• On the Household Details screen, tick the Manual Correspondence and Complex Case signal checkboxes

Then

• Select ‘Applicant 1’ from the toolbar menu

• Select ‘View’ from the options available

• Select ‘Apply Free Format’. You will be taken to the Free Format screen

• On the Free Format screen, click on the [Applied] button. You will be taken back to the Applicant 1 screen

And then

• Click on the [OK] button. You will be taken to the Amend Finish screen

• Received date (use the date of claim)

• The source (use paper)

• If the notification of the change of circumstances is signed, select the No checkbox as the change of circumstances is part of a system workaround only

• The reason for the change of circumstances (‘our error’ as this is an official workaround)

• Click on the [OK] button

Note: If the message ‘The year(s) you are changing has been finalised EOY do you wish to proceed?’ displays, the changes you are making will re-finalise the claim. You must follow the guidance in Establish If A Change Can Be Made before making any changes

Then

• Go to step 11

• Select the ‘Unprocessed Change Of Circumstances’ Work List from the drop down list for the Worklist Type field

• Select the office or unit you want from the drop down list for the Management Unit field, if the one you want is not already displayed in this field. The screen will be redisplayed with the entries currently on the Work List

• Click on the correct Work List entry to highlight it

• Click on the [Delete] button

• Click on the [OK] button. The entry will be deleted from the 'Unprocessed Change Of Circumstances' Work List

Then

• Go to step 12

• Select 'Manual Payment Request' from the Suspensions Available To Be Set field

• Click on the [Add] button. This sets the payment suspension

Then

• Click on the [OK] button

Note: If there are two adults in the family, the payment suspension must be set for both claimants

• If you are able to suspend the payment, go to step 13

• If you are unable to suspend the payment, go to step 14

Note: If you are unable to suspend the payment, it may indicate that the claim has failed the risk rules. This could be due to the system workaround and the case has gone onto a Compliance Work List

Then

• Go to step 14

• Immediately telephone the relevant Risk Intelligence and Analysis Team (RIAT), according to the claimant’s postcode

Note: An up to date list of RIATs will be provided

• Provide the RIAT with the claimant’s name and NINO

• Ask them to check whether the claim is appearing on their Work List

And

• Explain to them

• That the claim is a cross border supplement case

And

• The system workaround used is showing the claimant as self-employed instead of employed

Note: This is essential to prevent an incorrect payment being issued to the claimant by the computer

• When the Work List item has been cleared, go to step 16

Note: Unless you are assessing the claimant at the beginning of the tax year, you must only use the annual figures provided by the manual calculator when you calculate the payment profile

• Now complete two separate calculations

• One in respect of WTC for the migrant worker

And

• The other in respect of CTC to include any partner and / or children

Then

• Go to step 18

• Use the SEES Tax Credit Entitlement Calculator

• Enter details of the entitlement from the effective date of the claim taken from the screen printouts. Follow the guidance in the SEES Menu System Help

• Include any known change of circumstances, for example, the birth of a new baby or a child leaving school

• Include a change of circumstances from the date that the OMS has commenced paying family benefits

• One for filing away

And

• One to go to your line manager. This will be used to collate statistics for Revenue Finance (RF) Worthing

Then

• Go to step 20

• The issue date of the award

• The total amount of WTC payable to claimant 1 or claimant 2 and details of the calculation

And / or

• The PAYE reference number if you removed it from the Work Details screen in Function CAPTURE APPLICATION

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

Note: You must not enter any employer PAYE reference in the Work Details screen

• The claim has not been signed and the claimant does not return the award notice, once the automated reminder cycle and administration period has expired

• ‘TCMZ No signed notice rtd, rem cycle and admin period expired, DO NOT ISSUE ANY FURTHER PMT’

• You have deleted a child from the claim

• ‘TCMZ Child (name and DOB) deleted’

• If you have deleted any childcare charges (CCC)

• ‘TCMZ CCC deleted – not applicable’

• If you have included or disregarded any foreign benefits

• ‘TCMZ (Name of benefit) amount £xx.xx – Included / Disregarded’

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

• Go to step 22

Although the payment details will be correct, some of the details on the automated notice will be incorrect. For example

• There will be no reference to the family benefits paid by the OMS

• It will include payment for second adult element

Use the automated notice as a guide to create up to three manual award notices, (1 for WTC for the migrant worker only, plus 1 for each CTC claimant. These must contain the correct details to inform the claimant or appointee that the award of WTC is made in respect of the migrant worker only and that CTC has been reduced because of family benefits in payment from OMS

Note: These automated notices must be amended and sent to a typist to manually retype. (This text has been withheld because of exemptions in the Freedom of Information Act 2000)

• Use Function MAINTAIN WORKLIST to clear the entry on the ‘Manual Correspondence‘ Work List. To do this

• Select the 'Manual Correspondence' Work List from the drop down list for the Worklist type field

• Select the office or unit you want from the drop down list for the MU field if the one you want is not already displayed in this field. The screen will be redisplayed with the entries currently on the work list

• Click on the entry that you want to delete to highlight it

And

• Click on the [Delete] button

Then if

• You are still waiting for a decision on a claim for family benefits from OMS

• Include details of WTC only in the award notice

• Send form TC812 to the claimant informing them that CTC cannot be awarded until you have been notified of the decision on the claim for family benefits

Then

• Go to step 23

• The claimant is already in receipt of family benefits

• Complete form TC811 and send this with the award notice to the claimant's or appointee's address

Then

• Go to step 23

• The claim form has not been signed

• Send 2 copies of the award notice by first class post. One is for the claimant or appointee to retain and the other is for the claimant or appointee to sign and return

Follow the guidance in Issuing A Manual Notice

• Set a clerical BF date for 16 days in the future

Then

• Go back to step 21

• If a signature is required, go to step 24

• If no signature is required, go to step 27

• Is returned signed within the BF date period, go to step 26

• Is not returned signed within the BF date period

• Send a reminder notice to the claimant

Follow the guidance in Award Notice Reminder Cycle

Then

• Re-set the clerical BF date for a further 14 days in the future

• If the award notice is returned signed within the further BF date period, go to step 27

• If the award notice is not returned signed within the further BF date period, go to step 25

• Use Function MAINTAIN HOUSEHOLD NOTES and enter a note to say that payment has ceased because the claimant has not provided any signatures

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

• Go to step 26

• Re-set the clerical BF date for a further 30 days in the future. If the award notice is

• Not returned within the 'admin' period, do not make any further manual payments of WTC, instead

• Send a further form TC602(MAN) to the claimant or appointee, selecting the terminated payment option

Then

• Continue to hold any case papers in PA on ICPS until further notice

• Returned within the ‘admin’ period, but is not signed

• Immediately re-issue the notice to the claimant or appointee and inform them that their payments will cease if the notice is not signed and returned by the last day of the admin period

Then

• Go to step 27

• Returned signed within the 'admin' period

• Recommence manual payments from the date the claimant was last paid

Then

• Go to step 28

Then

• Go to step 29

• Hold any casepapers relating to the cross border / overseas supplement case in the manual BF until further notice

And

• Calculate any changes to the award manually

Note: Each time you recalculate the claimant's entitlement to Working Tax Credit, for example, because of a change of circumstances, remember to consider the impact of the change(s) on the claimant's continued entitlement to WTC. This includes things like residency status, partner with children. Follow this guidance from step 4 onwards