TCM0034340 - Changes - children (F-Z): Signals history (child signals only) - correcting start and end dates (AG)

To deal with correcting child signals history start and end dates, consider steps 1 to 12.

Note: If you are dealing with a claim where the exception marker has been applied to any of the children/young persons included in the claim refer to the Exception Team.

Step 1

Before making any changes, use Function VIEW LINKED WORK ITEMS to check if there are any Unprocessed Change of Circumstances work list items shown

If there are no Unprocessed Change of Circumstances work list items shown

  • check if the change can be made. Follow the guidance in TCM0042260
    then, if the change can be made
  • go to Step 2.

If there is an Unprocessed Change of Circumstances work list item shown

Note: If the ‘Unprocessed Change of Circumstances’ Work List item is the same as the change you have been notified of, delete the work list item

  • make a note of the change you have been notified of
  • follow the guidance in TCM0054060 at step 1 for the change you have been notified of and the ones on the Unprocessed Change of Circumstances work list
    then, if you can action the change
  • follow the rest of the guidance in Unprocessed Change of Circs work list for the work list item only
  • return to this guidance to action the change you have been notified of
    Note: If you need to contact the customer for any missing information, make a note of all the information you need for the change you have been notified of and the ones on the Unprocessed Change of Circumstances work list.
  • go to Step 2.

Step 2

Note: From 6 April 2017, customers will only get the Family Element of Child Tax Credit where they are responsible for a child or children born before that date.

Note: The individual child element of Child Tax Credit will no longer be awarded for third and subsequent children or qualifying young persons in a household, born on or after 6 April 2017, unless it meets the exception criteria.

Note: If you are dealing with a claim where an exception marker has been applied to any of the children/young persons included in the claim or the customer is reporting a change relating to an exception contact the Exception Team (This content has been withheld because of exemptions in the Freedom of Information Act 2000) . (This content has been withheld because of exemptions in the Freedom of Information Act 2000) For how to check if the exception marker has been applied, use TCM1000314.

Check that you have been provided with enough information to match the change of circumstances to the correct child, for example

  • surname
  • forename
  • date of birth
  • details of the correct start date and, if applicable, the correct end date relating to a child history signal.
    Note: If you are correcting the Full Time Education (FTE) start date, this would normally be 1 September following the child’s 16th birthday unless there has been a gap in FTE. For more information, follow the guidance in TCM0034040.
    Note: For more information on correcting a child’s date of birth, follow the guidance in TCM0032220.

If you haven’t been provided with all the information required, go to Step 3.

If you have been provided with all the information required, go to Step 4.

Step 3

Phone the customer for the missing information you need. Follow the guidance in TCM0094080.

If you obtain the missing information, go to Step 4.

If you are unable to contact the customer by phone or you can’t obtain the customer’s phone number, send form TC609 to the customer for the missing information.

  • If you obtain the missing information, go to Step 4.
  • If you can’t obtain the missing information after following the normal reminder cycle, go to Step 11.

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Step 4

Use Function AMEND APPLICATION choosing the Correction option

  • enter the customer’s NINO in the Key Entry Data screen
  • select the ‘All’ checkbox
  • select [OK]

If the claim is post award you will be taken to the Applicant 1 Details screen

Note: If you are taken to the Select Application screen.

  • select the appropriate claim affected by this change to highlight it
  • select [OK] and you will be taken to the Applicant 1 Details screen
    then
  • go to Step 6.

If the claim is pre-award you will be taken to the Select Application screen

  • select the appropriate claim
  • select [OK]. You will be taken to the Applicant 1 Details screen in Function CAPTURE APPLICATION
    Note: If the following message displays ‘Details must be recorded in Capture Application function. Do you wish to proceed?’, select [Yes] and you will be taken to the Applicant 1 Details screen in Function CAPTURE APPLICATION.
    then
  • go to Step 5.

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Step 5

In the Applicant 1 Details screen in Function CAPTURE APPLICATION

  • go to the Children screen
  • ‘double click’ on the appropriate child. You will be taken to the Amend Child Details screen
  • select the relevant signal checkbox and enter or delete the details in the Start Date field or End Date field, as appropriate
    Note: You must select each signal checkbox in turn that is relevant.
  • select [OK]. You will be taken back to the Children screen
  • go to the Summary Information screen and enter the following in the Application Notes field, for example, ‘Child signal corrected / deleted (delete as appropriate) for resp, childcare, Connexions, local authority support services or similar, disabled, DLA(HCC) / PIP (ER) or FTE’
    Note: You only need to specify the appropriate signal.
  • select [OK]. The details will then be stored
  • take no further action.

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Step 6

Check if the correction has been notified previously and has already been applied correctly. To do this

  • use Function VIEW APPLICATION and select the latest version of the claim. You will be taken to the Application Summary screen
    Note: If you are taken to the Select Application screen, this will mean that there is more than one claim for this customer. For example, cases where a household breakdown has occurred and the customer has re-applied. If you are taken to the Select Application screen, select the claim affected by this correction to highlight it and then select [OK]. You will then be taken to the Application Summary screen.
  • select ‘VH’ on the toolbar menu. You will be taken to the View Application History screen
  • select ‘CH’ on the toolbar menu. You will be taken to the Children screen
  • select the appropriate child that the correction refers to
  • select ‘History’ on the toolbar menu
  • select the appropriate signal from the options available
    Note: The signals that are relevant to the claim will be enabled. You must select each signal in turn that is relevant to the correction.
  • check if the date in the Start Date or End Date field has already been corrected.

If the date has already been corrected, go to Step 12.

If the date has not already been corrected, make a note of the date in the Include From field and then go to Step 7.

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Step 7

Use Function AMEND APPLICATION choosing the Correction option

  • go to the Applicant Details screen
  • go to the Child Details screen
  • select the appropriate child
  • select [Correction]. You will be taken to the Correction Child screen
  • select the appropriate signal history checkbox
  • select [History]. You will be taken to the History screen
  • select the appropriate entry to highlight it

If action is required to correct the date in the Start Date field, go to Step 8.

If action is required to correct the date in the End Date field, go to Step 9.

If action is required to correct the dates in both the Start Date and End Date fields, go to Step 8 and then proceed to Step 9.

Note: If action is required to correct the date in the Start Date field and the new start date to be entered is later than any existing End Date, go to Step 9 and then Step 8.

Note: If action is required to delete the whole period of history, that is the dates in the Start Date field, Include From field and / or End Date field, follow the guidance in TCM0042160.

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Step 8

If you need to correct the date in the Start Date field, take the following action

  • in the History screen, select [Change]. You will be taken to the Change screen
  • enter the correct date in the Start Date field. When the date in the Start Date field has been corrected, the computer will automatically pre-populate the date in the Include From field, you must ensure that the date in the Include From field is the later of either
    • the date that was noted in the version history at Step 6
      or
    • the same date as the date in the Start Date field
  • manually amend the date in the Include From field, if necessary

If a correction is required in the End Date field, go to Step 9.

otherwise

  • select [OK]. You will be taken back to the History screen
  • select [OK]. You will be taken back to the Correction Child screen
  • select [OK]. You will be taken back to the Child Details screen
    Note: If corrections are required to any other signals start or end dates for any other child, go back to Step 5.
  • select [OK]. You will be taken to the Amend Finish screen
    then
  • go to Step 10.

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Step 9

If you need to correct the date in the End Date field, take the following action

  • in the History screen, select [Change]. You will be taken to the Change screen
  • enter the correct date in the End Date field, as appropriate
  • select [OK]. You will be taken back to the History screen
  • select [OK]. You will be taken back to the Correction Child screen
  • select [OK]. You will be taken back to the Child Details screen
    Note: If corrections are required to any other signals start or end dates for any other child, go back to Step 7.
  • select [OK]. You will be taken to the Amend Finish screen
    then
  • go to Step 10.

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Step 10

In the Amend Finish screen

  • enter the date of notification of the correction in the Received Date field (where this date is unknown, use today’s date)
  • select ‘Paper’ from the Source drop down menu
    Note: If the correction has been notified through a Contact Centre, select ‘Telephone’ from the Source drop down menu.
  • select ‘NTC error’ or ‘Applicant error’, as appropriate from the Reason drop down menu
  • select [OK]

If the message ‘S18 Refinalisation Rules - Potential inappropriate refinalisation for CCYY-CCYY. If you have the authority to refinalise under S19, S20 or S21 of the Tax Credit Act 2002 or due to an appeal decision. Press OK to process the change or Cancel’ displays

  • the changes you are making will re-finalise the claim, follow the guidance in TCM0042260 before making any changes
    then, if you can make the change
    • select [OK] on the message
    • go to Step 11.

If the message ‘S18 Refinalisation Rules - Actual Income for CCYY-CCYY is required. This change will not be accepted’ displays

  • you will not be able to make the change because the PY actual income is required, follow the guidance in TCM0042260 before making any changes
    then, if you can make the change
    • select [OK] on the message
    • go to Step 11.

If the message ‘S18 Refinalisation Rules - You do not have the authority to refinalise CCYY-CCYY. This change will not be accepted. Please refer to the appropriate team’ displays

  • the changes you are making will refinalise the claim
  • select [Cancel]. You will be taken to the Amend Application Details screen
  • select [Cancel]
  • when the message ‘All changes to the application will be lost for this session, do you wish to proceed?’ displays, select [Yes]
  • pass the case to a Level 2 User or your manager. For more information, use ‘Level 1 and Level 2 users’ on TCM0320260
  • take no further action

If none of the messages display, go to Step 11.

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Step 11

Use Function MAINTAIN HOUSEHOLD NOTES to record the action you have taken.

Note: You must follow the guidance in TCM0152060 when you record the note and also follow the guidance in TCM0152160.

Note: The message you need to record will be dependent on which course of action you have taken. For example, if you followed the action in step 2, record the message for that step

  • Step 3 - ‘TCMZ TC609 issued to customer for missing information’
  • Step 3 - ‘TCMZ Unable to deal with the Correction as unable to contact the customer’
  • Step 8 - ‘TCMZ Start Date for resp/childcare/connexions, local authority support services or similar/disabled/DLA(HCC)/PIP(ER)/FTE (delete as appropriate) signal corrected from DD-MM-CCYY to DD-MM-CCYY for child (Name)’
    For example
    ‘Start Date/Include From date for resp signal corrected from 09-09-2003 to 23-08-2003 for child Robert’
  • Step 9 - ‘TCMZ End date (delete as appropriate) for resp / childcare / Connexions, local authority support services or similar / disabled / DLA(HCC)/PIP (ER) / FTE (delete as appropriate) signal corrected from DD-MM-CCYY to DD-MM-CCYY for child (Name)’
    For example
    ‘Include From date for childcare signal corrected from 09/09/2003 to 23/08/2003 for child Robert’
    then
  • go to Step 12.

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Step 12

Close the document on DMS. For how to do this, use TCM1000037.