Where a request for a local office payable order is made, follow
steps 1 - 10 below, as appropriate.
For details of how to access any of the SA functions, select
‘Index Of Functions’ on the left of the screen.
| 1. | Use function VIEW
STATEMENT to
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- Select the most recent statement
- On the most recent statement select the line
number with the description ‘Before allocation to charges
becoming due’ (Type TBAL)
- Select the [Repay] button. You will then be taken
to function ISSUE REPAYMENT FROM OVERPAID BALANCE
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| 2. | In function ISSUE
REPAYMENT FROM OVERPAID BALANCE
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- Enter details of the repayment to the taxpayer,
agent or nominee
- Specify the method of repayment (
SAM110115) as ‘Local Office
Payable Order’
- Enter the estimated issue date of the repayment
(taking into account the 3 days for the payable order processing
cycle)
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| 3. | Complete a Payable Order
Request Form (PORF), which can be found on SEES: Forms and Letters:
MISC category: and Payable Order Request Form
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- Both sections 1 and 2 must be completed
- Guidance Notes are available to assist in the
completion of the form by selecting the relevant field on the form
and selecting the F1 key
- Save a copy of the PORF under the UTR before
e-mailing it to your authoriser/FLM
- At the same time pass any case papers,
computations, forms and letters for the customer to your
authoriser/FLM
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| 4. | On receipt of the case
papers and PORF, the authoriser/FLM should
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- Check all case papers, computations, forms and
letters for the customer and authorise the repayment in line with
current guidance
- Complete section 3 of the PORF in line with the
guidance notes and e-mail to your security checker
- Pass case papers, computations, forms and letters
for the customer to the security checker for security checking in
line with current guidance
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| 5. | On receipt of the case
papers and PORF, the security checker should
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- Perform security checks in line with current
guidance
- Print a copy of the form to retain with the case
papers
- Submit the PORF by selecting the
‘Post’ button at the bottom of the form. A dialogue box
is displayed: ‘ Your Payable Order Request Form has been
submitted for processing’
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| Note: ‘Posting’ a manual PORF is
restricted to security checkers. It is essential that any changes
of responsibility are kept up to date and notified immediately to
‘DL – Cumbernauld Repayments Team’ using the
appropriate form
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- Arrange to issue computations and letter to the
customer
- Keep the case papers and copy of the PORF until
the unique Payable Order serial number is available on the Payable
Order Database
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| 6. | It will take
approximately 3 working days from submission of the PORF for the
payable order to be posted to the customer and the Payable Order
Database to be populated with the unique payable order number. The
payable order serial number can then be obtained from the Payable
Order Database. Access to the database is restricted to security
checkers
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- To obtain the serial number of the payable order,
access the Payable Order Database and enter the case reference and
the date. The date will normally be the date of submission plus one
working day, or if submitted after 16.00hrs, it will be the date of
submission plus two working days
- Once you have obtained the serial number, enter it
on your copy of the PORF before passing it back to the caseworker
with the relevant papers
- If you are unable to trace your payable order
request, or you have a specific enquiry relating to it, you will
need to send an e-mail to the ‘DL- Cumbernauld Repayments
Team’
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| 7. | The case worker should
note the payable order serial number in SA NOTES, file the case
papers as appropriate and follow steps 8 - 10 below
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| 8. | Use function VIEW
STATEMENT to
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- Select the statement showing the repayment
- Select the repayment you want to view using the
Select Line field
- Select the [View] button. You will then be taken
to function VIEW REPAYMENT
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| 9. | In function VIEW
REPAYMENT
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- Select the [Confirm] button. You will then be
taken to function CONFIRM MANUAL REPAYMENT
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| 10. | In function CONFIRM
MANUAL REPAYMENT enter the following details
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- The actual date of issue of the repayment
- The Payable Order serial number
- Whether notification of the repayment was sent to
the agent
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