PAYE106013 - Individual records: re-issue correspondence: re-issue PAYE service letter or form (Action Guide)

To reissue a letter or form follow steps 1 - 18. This guide is presented as follows.

Re-issue form Steps 1 - 11
Contact History - update Step 12
Clearing the Suspended Forms List Steps 13 - 14
RLS indicator present Steps 15 - 18

Re-issue form

  When you have reviewed the automated outputs in accordance with Action Guide PAYE106012 and decided to re-issue a PAYE Service form or you have received a request from an individual, agent or capacitor for a form to be re-issued
1. Select the ‘Contact History’ section
2. From the options select ‘issue form’
 
  • Select the form to be re-issued from the ‘issue new form’ drop down list
 

And
 
  • Select the [Submit] button to issue the form
  Your next action will depend on which form is to be re-issued 
 

Forms P161, P161(W), P217(T), P290(T) and P46-5(T)
  These forms can only be issued where a valid live primary employment exists
  When the [Submit] button is selected one of the following messages will be displayed
 
  • ‘Live Primary Employment exists. Form Issued’
  When a P161 or P161(W) is issued, the date of issue is recorded at the Review Status screen in Targeted Review Forms
 
  • ‘No Live Primary Employment exists. Cannot issue form’
  Where no live primary employment exists
3. Review the employment details and / or contact the individual to establish the details of the primary employment - more details in ‘Maintain employments’ at PAYE64001 onwards
4. Update the employment details then go back to step 2 
 

Forms 575(T), 575HUS/575(T), P87, P810(T) and R40
  When the [Submit] button is selected to request that any of the above forms are reissued, the ‘Issue Targeted Review Forms’ screen is displayed
5. Issue the form in accordance with PAYE79042  
 

Forms SA252 and SA252(Agent)
6. Use the Issue Forms/Letters screen of OCA to re-issue the letters SA252 and SA252(Agent). More information on issuing an OCA generated letter or form is at PAYE106014  
 

Form P218(T)
  This form can only be issued to an agent where a valid live primary employment exists
  When the [Submit] button is selected one of the following messages will be displayed
 
  • ‘No Live Primary Employment exists. Cannot issue form to Agent’ - go to step 3
  When the [issue form] button is selected and the individual does not have an agent then an agent form cannot be issued and the following message will be displayed
 
  • ‘No Agent present for Individual. P218 cannot be issued’
  When the [Submit] button is selected to issue a form P218, the PAYE Service validates the district numbers for the primary employment. If an old district reference is not held then a form P218 should not be issued and the following error message will be displayed
 
  • ‘No Old District Exists, cannot issue form’ - go to step 3
 

Forms P2, P6(T) and P9(T)
  When the [Submit] button is selected to request that any of the above forms are reissued the ‘Tax Code Details’ screen is displayed
7. Confirm and reissue (step 6) or recalculate the tax code, PAYE11120 
8. In the ‘Tax Code Details’ screen select ‘issue’ on the ‘Notice to Individual / Agent P2’ drop down menu or ‘Notice to Employer (P6 / P9)’ drop down menu as required. When done select the [Submit] button which will take you to the ‘Edit Employment Allocations’ screen. Select the [Submit] button to issue the form. Full details of the process are at PAYE11120  
 

Form P800(T)
  When the [Submit] button is selected to request reissue, the ‘Reconciliation Summary’ screen will be displayed, for more information see subject ‘Deciding if a case can be reconciled’ PAYE93010 
9. Establish the reconciliation year(s) to be reissued and select the View Record icon. This takes you into the ‘Tax Calculation’ screen, PAYE93037 
  Note: In cases where a single year reconciliation is shown as pending, or where a multiple year reconciliation has taken place, manual forms P800 will need to be prepared and issued. See PAYE93060.
10. Select the ‘Issue copy of Tax Calculation’ option and repeat for each calculation being reissued
  When a copy is issued the system retains the same issue date as when output was originally suspended
  Contact History should be updated at this stage using SEES OCA notes, to record that a copy has been issued
11. If circumstances have changed since the P800 issue was suspended, you should consider re-reconciling the year by following ‘Manual Triggers’ guidance at PAYE93010 
  Where an agent is acting, a copy of the P800 will be issued to the agent in every case

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Contact History - update

  The PAYE Service will update the Contact History with the details of the forms issued and the date of issue
12. In all cases update the Contact History and / or Work Management screen to record any actions taken, which have not already been recorded automatically

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Clearing the Suspended Forms List

  After reviewing and re-issuing any form on the suspended list
13. Use the [clear suspended items] button to clear the cases from the visible list. Where there are more than eight forms in the suspended list and the eight displayed items are cleared the next items will be displayed. These should then be reviewed - follow Action Guide ‘Work item 215 - RLS updated - review automated outputs’ PAYE106012 
14. Update the Contact History and / or Work Management screen noting the actions taken

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RLS indicator present

  Where a request is made to issue or re-issue a form and the RLS indicator is present the output cannot be issued. An error message will be displayed ‘RLS indicator present. Output cannot be issued’
15. If you have a new address that has been confirmed by the individual, update the address details in the ‘Insert / Edit Address Details’ screen, see SPD 4b available on the Customer Operations Guidance Gateway
16. After changing the address return to the ‘Issue form’ screen and attempt to re-issue the form again
17. The PAYE Service will update the Contact History with the details of the forms issued and the date of issue
18. Update the Contact History and / or Work Management screen to record any actions taken which have not already been recorded automatically

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