PAYE104055 - taxpayer records: citizen identification record: information passed from frameworks to COP

You need to understand how COP will deal with information received from the frameworks. On receipt, COP automatically updates the main source record and all associated sub source records. These updates to the record will be sent to COP at 18.00 Monday to Saturday, and will be applied before any COP processes that generate output are run. The update process will not be run on a Sunday.

For example, if you amend an address using TBS at 14.00 and then use COP to note that a particular form is to be issued to the taxpayer

• The address is updated on COP

Then

• The process that generates the form will send it to the new address

If you want to make a designatory change during late working, that is after 18 00, and to carry out work on COP that will generate a form

• The designatory update will miss that evening’s update process, and will be made on the following evening

But

• The form issue will be picked up by that process later in the evening or overnight, and sent to the old address

In this situation, it is recommended that you wait until the following day to use COP.

Delays in TBS updates being applied to the COP record

An update made in TBS will be applied immediately to the relevant framework. The update will be passed to COP overnight for processing. A large number of processes are run overnight and due to priority or volume they may not all be completed in time for the start of the next day.

The updates will not be lost but will be included in the process run the following night. This results in a delay in updating the COP record.

There are other factors that may contribute to the delay, for example

• If a movement has taken place from one of the 12 different COP processing units to any other processing unit the update will take at least two days to reach the correct COP record. As COP processing units do not reflect current regional boundaries it is not possible to set out clear guidance as to when this will be the case and therefore when you might expect to encounter this situation
• If there are certain further actions necessary at the time the TBS update is made, these would need to be actioned by you before the update could be made to COP. An EMO advisory printout will be produced. On receipt of this printout you should follow PAYE104056 to clear the unprocessed transaction and allow the update to be made

There may be occasions where updates made in TBS are not passed across to other systems by the relevant Framework. If the update has not cut across after 10 working days from the date of input you should set the MCOTP signal.

It is recommended that when you update TBS that you wait until the update is passed to COP before making coding adjustments or repayments on COP or issue these manually.

The update will normally be applied to the COP record if

• The office number and employer reference of the latest main source employment is identical on both the TBS and COP record
• The office number and employer reference shown as the latest main source employment on TBS can be found within the COP employment history

The update will not be applied to the COP record if the office number and employer reference of the latest main source employment on TBS

• Cannot be found on the COP record, or
• Is shown within COP employment history but there is not an exact match. For example, *P91/STUDENT/freehand text has been added to the employer reference.

Certain actions may result in co-existence errors and the frameworks and COP records will be out of line. To prevent these errors it is recommended that you

• Do not make notes in the Works No/Branch field
• Enter all notes/record of actions in Essential Notes
• Do not when using function MR

When inserting employment details in function MR you must ensure that the date of commencement of the inserted employment is not later than the date of commencement of the current main employment. In these circumstances

• Function MA must be used, so that the additional employment becomes the latest employment

Or

• If the additional employment is a sub employment, details must be entered in Essential Notes

In functions MS, MA or ML do not use COMM and LEFT, use a start or left date in the format DDMMYY.

In function MA ensure that the Student Loan box is checked where appropriate. If it is subsequently discovered that the box has not been checked no attempt must be taken to rectify this. You must not use functions ML and MA again so that the Student Loan box can be checked on the second use of function MA.