TCM0220180 - Payment: manual payment - Check payment postings

Checklist

Before you follow this guidance make sure

  • you have the correct user roles to follow this guidance.
  • you are in the correct MU. Use TCM0322460 for the correct MU number.

Guidance

Note: When sending customer, staff or process data to another individual or team, make sure you follow the latest data security guidelines or contact the Data Guardian or Data Security Team for advice.

Step 1

If you are dealing with a new work item, go to Step 2.

If you are dealing with an expired BF for a Manual Payment Posting Request sent to Finance Worthing, go to Step 7.

Top of page

Step 2

Check Household Notes for details of manual payments that have been made to the customer. For how to do this, use TCM1000445

Top of page

Step 3

Note: The schedule breaks down the total amount for each manual payment - for example, a payment of £1,000 recorded on Household Notes will show as £350, £350 and £300 on the schedule with the same due date.

  • check if all the manual payments have been posted to the customer’s account. For how to do this, use TCM1000447.

If all the manual payments have been recorded, go to Step 7.

If all the manual payments have not been recorded, they may have been posted onto the wrong tax year

  • check the ‘View Direct Payment Schedule’ screen for the other tax years. For how to do this, use TCM1000447
  • go to Step 4.

Top of page

Step 4

If any of the manual payments have been posted to the schedule for the wrong tax year, go to Step 5.

If none of the manual payments have been recorded, on any of the schedules for any tax year, go to Step 6.

If there are missing postings and manual payments posted to the wrong year, go to Step 6.

Top of page

Step 5

Manual payments posted to the wrong years will need to be corrected before you take any further action

  • check if the ‘Manual Payment Request’ marker has been set. For how to do this, use TCM1000446.

If the ‘Manual Payment Request’ marker has not been set

  • set the marker follow the guidance in TCM0212220
    then
  • refer the incorrect postings to the Technical Advice Line Liaison Officer (TALLO) so that they can be added to the ‘Manual Payment PXPJ Reallocation’ spreadsheet
  • set a clerical BF for 10 working days
  • update Household Notes with the message PU04 from TCM0168040. For how to do this, use TCM1000001
    then
  • follow the guidance in TCM0224160
  • take no further action.

If the ‘Manual Payment Request’ marker has been set

  • follow the guidance in TCM0224160
  • take no further action.

Top of page

Step 6

The missing manual payments will need to be posted to the schedule before taking any further processing action on the case.

If at Step 3 you noted that manual payments had also been posted to the schedule of the wrong tax year, go back to Step 5.

Note: Do not refer any manual payments with a due date prior to 6 April 2004, as they can no longer be traced.

If you are dealing with any manual payments with a due date prior to 6 April 2004

  • refer case to your TALLO for advice
  • take appropriate action as advised.

If any other circumstances apply

  • use function ‘View Household Notes’ to obtain the R92TC serial number
  • complete the Manual payment to be posted spreadsheet (Excel 28KB) form in bold text, using UPPER CASE
    Note: If it is a joint claim, you must complete details for both customer 1 and customer 2.
  • email the form (This content has been withheld because of exemptions in the Freedom of Information Act 2000)
  • set a clerical BF for 10 working days
  • update Household Notes selecting the ‘payments’ category with the message PU05 from TCM0168040. For how to do this, use TCM1000001
  • take no further action.

Top of page

Step 7

When the BF has expired check that all the manual payments entered on the form have now been posted to the customer’s account

  • check if all the manual payments have been posted to the customer’s account. For how to do this, use TCM1000447.

If you are dealing with an initial expired BF for a Manual Payment Posting Request and all the manual payments have now been posted to the correct years, go to Step 8.

If you are dealing with an initial expired BF and the manual payments that were referred for posting have been posted, but to the wrong year

  • refer to TAL for correction, follow the guidance in TCM0224160
  • take no further action.

If you are dealing with an initial expired BF for a Manual Payment Posting Request but all the manual payments have not yet been posted

  • set a clerical BF for a further ten days
  • take no further action.

If, by the end of the second BF cycle, all the manual payments still have not been posted

  • re-send to Finance Worthing on the Manual payments to be posted spreadsheet (Excel 28KB) form
  • set a further 10 day BF
  • take no further action.

If the manual payments are still not posted after the end of the third BF cycle

  • treat as ‘payment not made’
  • refer case to your TALLO for advice
  • take appropriate action as advised.

Top of page

Step 8

If all the manual payments have been posted or have been treated as not made or can not be corrected

  • update Household Notes selecting the ‘payments’ category with the message PU06 from TCM0168040. For how to do this, use TCM1000001
    then
  • send the papers to storage, follow the guidance in TCM0074140.