PAYE21221 - employer records: maintain employer record: RLS correspondence (Action Guide)
To take the appropriate action when you receive
correspondence returned RLS direct to your office, follow steps 1 -
18 below. The Guide is presented as follows
| Initial action | Step 1 |
| Tracing a new address | Steps 2 - 9 |
| Magnetic Media employer | Steps 10 - 12 |
| Later address found | Steps 13 - 15 |
| Unable to obtain new address | Step 16 |
| Debt Management Office replies | Steps 17 - 18 |
For details of how to access any of the Employer Business
Service functions use the [Index of Functions] button on the left
of the screen.
Note: When you receive correspondence returned RLS
your aim is, where the item of post is still relevant, to issue
that item to the employer or contractor at their new address as
soon as possible.
Initial action
- Use Function EMPLOYER SCHEME HISTORY to establish any of the following
- If the employer record holds a cancellation date scrap the correspondence as confidential waste
- If the employer record has been transferred out mark the papers 'Urgent' in red ink and forward them to the new Processing Office
Otherwise
Tracing a new address
- Use Function EMPLOYER SUMMARY to see if address(es) have been
updated since the issue of the correspondence
- Use Function VIEW BROCS (PRIME DESIGNATORY DATA) to review and
compare the addresses held on the BROCS record
- Check if other sources show a later address which has not been entered on the employer record. For example
- Unworked post
- Early Morning Output (EMO)
- Employer record pad
- If the correspondence was sent to a payroll agent on behalf of
the employer, contact the employer
- If an agent is acting contact the agent
- Contact the Corporation Tax or Self Assessment section
responsible for the employer
- If the employer record is for a limited company contact one of
the directors
- Review the employer record pad to see whether correspondence is signed regularly by one person, and if so, contact that person
Magnetic Media employer
In addition to following steps 1 to 9 to establish a new address you will need to take the following action where the employer has entered the Magnetic Media scheme
- Notify the appropriate Data Centre of the RLS position
- Where a new address cannot be obtained
- Go to step 15
Otherwise
- Ask the employer to complete a Notification of Changes form (Appendix D in MT1 Booklet) and return it to you. Inform the employer how to obtain a copy of the technical specification online
- On receipt of the completed form
- Forward this to the appropriate Data Centre and use Function AMEND EMPLOYER NOTES to record your actions
Later address found
- Amend the address and update the indicators (and notes if
necessary) on the employer record and ensure that all other
computers reflect the updated information. See subject
‘Maintain Employer Address’
PAYE21160 for more information
- Re-issue where appropriate the RLS correspondence to the new
address
- Where the RLS correspondence relates to the business address
- Use Function WORKLISTS to check the ‘Employer Address RLS’ Work list
- If employer reference is included in the Work List delete the item
Otherwise
- No further action is required
Unable to obtain new address
- Where you have not been able to obtain a new address and a reasonable period of time has elapsed since RLS or DLO was notified
- Use Function AMEND EMPLOYER INDICATORS to set the INSTIND(1) indicator
- Send a form RLS104 to the Debt Management Office who will refer the matter to the Banking Operations Tracing Unit ( Banking Operations TU)
Debt Management Office replies
- Where the Banking Operations TU has been unable to obtain a new
address they will refer the papers back to the Debt Management
Office who will then contact you to take the relevant action
- If the Banking Operations TU have been able to trace a new address re-issue where appropriate the RLS correspondence to the new address
