SAM107012 - Records: welsh language: welsh language - arrangements within SA (Action Guide)

If a request is received to issue correspondence in the Welsh language, inform the Welsh Contact Centre who will take the following steps 1 - 22 below. The Guide is presented as follows which will be used by the Welsh Contact Centre

Action to take in all cases - Step 1
Capacity details not present for ‘Individual’ type taxpayer record - Steps 2 - 7
Capacity details not present for Non Resident Company Landlord and taxpayer types other than ‘Individual’ - Steps 8 - 13
Capacity details present for ‘Individual’ type taxpayer record - Steps 14 - 16
Capacity details present for Non Resident Company Landlord and taxpayer types other than ‘Individual’ - Steps 17 - 22

For details of how to access any of the SA functions, select ‘Index Of Functions’ on the left of the screen.

Action to take in all cases

1. Use function CASE SUMMARY to check whether any capacity details are present on the SA record

Capacity details not present for ‘Individual’ type taxpayer record

2. Select the [Designatory] button. You will be taken to function VIEW TAXPAYER DESIGNATORY DETAILS

3. In function VIEW TAXPAYER DESIGNATORY DETAILS, check whether the [Comms] button is available

  • If the [Comms] button is available, follow step 4 - 6
  • If the [Comms] button is not available, follow step 7

4. Select the [Comms] button. You will be taken to function VIEW COMMUNICATION NAME AND ADDRESS

  • Make a note of the existing communication address before you set the Special Output signal
  • Use function AMEND TAXPAYER SIGNALS to enter the original communication address (that you noted earlier) in the Free Format Notes field

5. Use TBS function AMEND ADDRESS to remove the details for Nominated Address

6. Use TBS function AMEND TAXPAYER DESIGNATORY DETAILS to set the Welsh Language signal. The communication address on the SA record will be automatically updated to that of the Welsh Language Unit

7. As the [Comms] button is not available, in the Taxpayer Business Services (TBS) use function AMEND TAXPAYER DESIGNATORY DETAILS to set the Welsh Language signal. The communication address on the SA record will be automatically updated to that of the Welsh Language Unit

Capacity details not present for Non Resident Company Landlord and taxpayer types other than ‘Individual’

8. Use function CASE SUMMARY to check whether any capacity details are present on the SA record

9. Select the [Designatory] button. You will be taken to function VIEW TAXPAYER DESIGNATORY DETAILS

10. In function VIEW TAXPAYER DESIGNATORY DETAILS, check whether the [Comms] button is available

  • If the [Comms] button is available, follow steps 11 - 12
  • If the [Comms] button is not available, follow step 13

11. Select the [Comms] button. You will be taken to function VIEW COMMUNICATION NAME AND ADDRESS

12. In function VIEW COMMUNICATION NAME AND ADDRESS

  • Select the [Update] button. You will be taken to function ADD/AMEND COMMUNICATION NAME AND ADDRESS
  • Using function ADD/AMEND COMMUNICATION NAME AND ADDRESS
  • Make a note of the existing communication address before you amend it
  • Enter the name and address of the Welsh Contact Centre in the Communication Address field - HMRC Welsh Customer Service, HM Revenue & Customs, Thedford House, High Street, PORTHMADOG, LL49 9BF
  • Use function AMEND TAXPAYER SIGNALS to enter the original communication address (that you noted earlier) in the Free Format Notes field

13. Where the [Comms] button is not available

  • Select the [New Comms] button. You will be taken to function ADD/AMEND COMMUNICATION NAME AND ADDRESS
  • Enter the taxpayer’s name in the Communication Name field
  • Enter the name and address of the Welsh Contact Centre in the Communication Address field - HMRC Welsh Customer Service, HM Revenue & Customs, Thedford House, High Street, PORTHMADOG, LL49 9BF

Capacity details present for ‘Individual’ type taxpayer record

14. Use TBS function AMEND TAXPAYER DESIGNATORY DETAILS to set the Welsh Language signal. The communication address on the SA record will be automatically updated to that of the Welsh Language Unit

15. Correspondence will be issued to the capacitor in English. If the capacitor requests correspondence to be issued in Welsh then, use function AMEND TAXPAYER SIGNALS to enter the original main capacity name and address in the Free Format Notes field

16. Use TBS function AMEND CAPACITOR DETAILS to amend the main capacity address to

  • HMRC Welsh Customer Service, HM Revenue & Customs, Thedford House, High Street, PORTHMADOG, LL49 9BF

Capacity details present for Non Resident Company Landlord and taxpayer types other than ‘Individual’

17. Select the [Designatory] button. You will be taken to function VIEW TAXPAYER DESIGNATORY DETAILS

18. In function VIEW TAXPAYER DESIGNATORY DETAILS

  • Select the [Capacities] button. You will be taken to function MAINTAIN CAPACITY SUMMARY

19. In function MAINTAIN CAPACITY SUMMARY

  • Enter ‘1’ in the Select Line Number field
  • Select the [View] button. You will be taken to function MAINTAIN CAPACITY

20. In function MAINTAIN CAPACITY

  • Select the [Update] button
  • Make a note of the existing main capacity address
  • Select the [New Address] button. You will be taken to function STORE ADDRESS

21. In function STORE ADDRESS

  • Amend the main capacity address to
  • HMRC Welsh Customer Service, HM Revenue & Customs, Thedford House, High Street, PORTHMADOG, LL49 9BF

22. Use function AMEND TAXPAYER SIGNALS to enter the original main capacity address in the Free Format Notes field