PAYE100025 - taxpayer records: COP records: reconstitution of COP record
The reconstitution process is a series of computer processes carried out at the end of the tax year. It is carried out automatically by the computer and involves the updating of some records. Reconstitution has an effect on certain aspects of your work. It
- May affect some transfers you try to make during the reconstitution period
- Produces lists of unprocessed transactions which you will have to clear
- Has an affect on some signals set on the record and sets the POTA signal when certain circumstances apply
- Means some allowances and deductions included for the current year are not carried forward to the next year
Reconstitution applies to all computer records, but this section
only deals with the effect on Taxpayer records.
The remainder of this subject is presented as follows
What the reconstitution process does
During reconstitution certain records are updated automatically and the following are cancelled and listed together with any linked work
- Any unprocessed repayment, repayment supplement, informal adjustment or assessment which includes the year about to go out of date
- Any coding records for the year which is just ending
When the process takes place
Reconstitution involves a number of computer processes. Most of them take place during the Friday, Saturday and Sunday before 6 April, or the Friday, Saturday and Sunday that includes 6 April. An Annual Memo will tell you the actual dates.
Action to take with certain transfers during reconstitution
Most transfers will be unaffected by reconstitution. However, it does have the following effects in transfers within the same Data Centre where any of the following signals are set on the record in the old Processing Office
- UNPTXN
- CANTXN
- NOMVT
Or
- INSP ONLY
Format 2 of COP Function MA will show the advisory message
‘Embargo Is In Force For In PC Transfers’.
If you see this advisory message
- Stop work
And
- Make a note to make the transfer on the first working day after reconstitution
For more information on dealing with advisory messages in MA follow the guidance given at PAYE62014
- In transfers between different Data Centres there may be delays in receiving records from the Processing Office
What the computer does with unprocessed transactions
The following unprocessed work is cancelled and the computer produces a list for you to review
- Repayments and repayment supplements for the year which has just gone out of date
- Daily Coding amendments for the year just ended
Any linked work that relates to the unprocessed work is also
cancelled and will show on the list.
Note: The Cancelled Not Corrected signal is set
for all cases listed.
Unprocessed transactions – Reconstitution list
This list shows
- The year, type and status of the unprocessed work
- The identity of the officer who did the work
If there are no cases the list will show None. A dollar sign ($) after the employer reference means it is a Job Seeker’s Allowance claimant.
How signals and indicators are dealt with – general rules
Reconstitution affects signals in the following ways
- Any ‘Cancelled Not Corrected’ signal is adjusted to relate to the correct year
- Certain signals, relevant only to a cleared year which is about to become CY-2 or earlier are deleted
- The new CY remain unchanged
- The new CY+1 are cleared except where
- The PCESS
Or
- DECD signals are set
In these cases no action is taken.
How return signals are affected
The computer takes the following action with these signals and
indicators.
Return Required CY+1 - If this is set
- Bulk is entered in the Date Of Return Issue field for the new CY
- The last year for which a return was issued is re-set as the new CY
- The Return Issued signal is set for the new CY
Return Required field and Return Not Necessary field
- Any figure shown in either field is reduced by `1'
- If no number is shown a space is set
Return Reminder number
- This is set as a space for the new CY
No Reminder signal
- This is set as a space for the new CY
Return Issued signal
- Where this was set for the new CY
But
- The employment has since changed, a space is entered on all sub source records
How Coding signals are affected
Penal signal - This will be set automatically for the new CY+1 if
- Bulk is shown in the Date Of Return Issue field
Except
- In cases where the PCESS or DECD signals are set
PENAL signal if this has not been set for the new CY
- The coding for the new CY+1 will be the last code issued for the new CY
PENAL signal if - This has been set for the new CY
- The coding for the new CY+1 will be the latest `revised' coding for the new CY
Where
- There is no revised coding for the new CY then the last code issued will be used for the new CY+1
How certain fields are affected
Clearance Summary - If for the new CY-1
- An underpayment is coded out that amount will be entered as the final underpayment coded for that year
- There is a potential underpayment, that amount will be entered as the final potential underpayment coded for that year
FILE-IN-DR
- This is deleted where the year to which it relates becomes CY-7
NIB Increase-Actual Amount and NIB Increase-Estimated Amount fields
- A space is set in these fields for the new CY+1
Cases where the computer sets the POTA signal
The computer will set the Potential assessment signal for the new CY-1 automatically during reconstitution where any of the following apply
- The latest coding for the new CY-1 included any of these
- ECP - Charges exceeding investment income
- AP - Charges restriction
- CHR - Charity Higher Rate relief
- CR - Concessional relief
- DTR - Double Taxation relief
- EWO - Excess Widows and Orphans restriction
- ELR - Excessive Lower rate
- FPA - Foreign Pension allowance
- HRA - Higher Rate Adjustment for taxed income
- LOSS - Loss relief
- LRA - Lower Rate Allowance
- PPR - Personal Pensions relief
- TRA - Training Relief Allowance
- The latest coding for the new CY-1 included a reduced amount of
- PAA - Personal allowance (65 - 74)
- PAE - Personal allowance (75+)
- MAA - Married Couple's allowance (65 - 74)
- MAE - Married Couple's allowance (75+)
- The latest coding for the new CY-1 included
- MAT - Married Allowance Transferred
And
- PENAL - The Penal Coding signal was set for the new CY
Or
- HRS - The higher rate signal is set
And either
- A potential underpayment arose during the new CY-1
Or
- The latest coding for the new CY1 included
- AAE - Allowances allocated elsewhere
- UPR - Underpayment restriction
Or
- WO - Widows and Orphans
The computer will set the signal automatically for the new CY where an adjustment for Job Seeker’s Allowance (AUB) appears in the latest coding for the new CY.
What happens to allowances and deductions for next year
Allowances and deductions entered for this year will normally be
automatically carried forward to the new current year. However,
certain allowances and deductions are not automatically forwarded.
In these cases there will be no entry for the new CY+1 (unless in
specific cases certain circumstances apply).
The allowances and deductions are as follows
- Adjustment for Job Seeker’s Allowance
- Allowances allocated here where the record type is GCD
- Balancing charge
- Business expansion relief
- Charity higher rate relief
- Coded estimated pay
- Loss relief
- Married Couple's allowance in wife's code - WA, WAA or WAE none of these will be carried forward unless
- The NRH signal is set on the wife’s record
Without
- The RTNHUS signal
In these cases the entry will be the same as the new current year
- Potential underpayment arising
- Private Medical insurance
- ICTA88/S278 adjustment
- Transitional allowance for wives - None will be carried forward unless
- The NRH signal is set on the wife’s record
Without
- The RTNHUS signal
In these cases the entry will be the same as the new current year
- Underpayment coded
- Underpayment restriction
In cases where there is an overpayment or underpayment brought forward, the amount shown for the new CY+1 will be the new current year amount minus any underpayment coded for the new current year.
