HMRC internal manual

Tax Credits Manual

From:: HM Revenue & Customs
Published: 9 April 2016
Updated:: 13 December 2024 - See all updates

TCM0304500 - Specialist areas: international: miscellaneous: incorrect state - claim made

Checklist

Before you follow this guidance make sure

you have the correct user roles to follow this guidance.
you are in the correct MU. See TCM0322460 for the correct MU number
you have access to the tax credit computer system (NTC)
you have access to the International Group Database (IGDB) and know how to obtain and update customer information on it
you have set up a manual file and recorded it on form TC648

Reasons not to follow this guidance

Do not follow this guidance if you are dealing with cases involving third country nationals as regulation 1408/71 (as retained in UK law), continues to apply to this customer group. When dealing with third country nationals follow existing guidance.

Required information

From 1 May 2010 the new EC Regulations 883/04 and 987/09 (as retained in UK law), provide that a claim to family benefit incorrectly made to the UK will need to be forwarded to the correct member state of the European Union for their action.

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 / Data Security Team for advice.

Note: Remember, when dealing with any referrals from Compliance, to update the Compliance officer by phone once your actions are complete and provide any information they ask for.

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) For how to check if the exception marker has been applied, use TCM1000314.

Step 1

If you have been directed to this guidance from the B&C International Claims Guidance Aid , the claim is CTC only and there is entitlement to CTC under EC regulations (as retained in UK law), but no entitlement to WTC, go to Step 2.

If you have been directed to this guidance from Paying WTC Upfront - Complex case action - E400 from a European Union Member State - TCM0288540 and the EU Member State have stated that they have not received a claim to Family Benefits, go to Step 2.

If you have been directed to this guidance from the B&C International Claims Guidance Aid, the claim is for CTC only and there is no entitlement to CTC, go to Step 12.

If you have been directed to this guidance from Paying WTC Upfront - Complex case action - E400 from a European Union Member State - TCM0288540 and the EU Member State have stated that they have disallowed the claim to Family Benefits, go to Step 34.

Note: To be entitled to CTC under the EC Regulations (as retained in UK law), the customer must be either working and paying compulsory NICs or in receipt of a qualifying pension or benefit.

Step 2

take screen prints of the tax credit claim, for how to do this, use TCM1000055
consider issuing the relevant series E Forms, UK-PL or SEDS along with the screen prints of the tax credit claim to theEU Member State complete and send to the correct European Union Member State , for how to do this, use TCM1000334 and TCM1000263
- Where WTC is already in payment issue E411 and E001
  Note: Where WTC is already in payment, the composition of the family will already have been confirmed in WTC Upfront guidance
- Where you have been directed to this guidance from the B&C International Claims Guidance Aid , the claim is CTC only and there is entitlement to CTC under EC regulations (as retained in UK law), but no entitlement to WTC issue E401, E411 and E001
  Note: You must record on the E Form the date when the claim to UK Family Benefits Tax Credit claim was received and that we do not think the UK are competent to pay. You must make it clear on the Eforms to the EU Member State that we are asking them to confirm the composition of the family and to tell us if an award has been made. If so we need the rate of the award. If no claim has been made we must request that the EU Member State consider the claim under article 60(1)(3)
BF for 3 months to await the return of the E Forms, UK-PL or SEDs
complete and send SEEs draft letter TC1114 to the customer
update IGDB (E401), for how to do this, use TCM1000408
BF the manual file and maintain BF run
update Application Notes with the message II35 TCM0160040, for how to do this, use TCM1000028
update the free format note ‘Complex case, claim made in the incorrect state DD/MM/YY, do not apply any changes’, for how to do this, use TCM1000036
go to Step 3.

Step 3

If you’re dealing with an expired BF date but have not received a response to the initial E Forms which have been sent

check the manual file to see if the customer has reported any change of address for her/his partner in the EU Member State.
Note: The Change of Circumstances Team will have linked any WAM referrals or physical change of circumstances to the manual file, if appropriate.
check the ‘Unprocessed Change of Circs’ work list, for how to do this, use TCM1000208
check the manual file and free format screen for any information relating to a change, if there has been a change of address affects which area authority within the EU Member State you need to contact for information about the family composition. Check that the correct E Forms, UK-PL or SEDs have been issued to the correct EU Member State, for how to do this, use TCM0305100
check the date of the change
check the IGDB to determine if duplicate E Forms, UK-PL or SEDs have been issued since the change, for how to do this, use TCM1000408
go to Step 4.

Note: If there are any other changes of circumstance different to the original claim form, refer to TALLO for advice on what to do.

If you’re dealing with an expired BF date but have not received a response to duplicate E Forms which have been sent, refer to TALLO

If you’re dealing with a response from the EU Member State to the E Forms which have been sent, go to Step 13.

Step 4

If duplicate E Forms, UK-PL or SEDs haven’t been issued and there isn’t a change of address since the forms were issued

issue duplicate E Forms, UK-PL or SEDs to the EU Member State. For how to do this, use TCM0305100
update the IGDB to show that duplicate E Forms, UK-PL or SEDs have been issued, for how to do this, use TCM1000408
update the manual file to show that duplicate E Forms, UK-PL or SEDs have been issued
set an action date of three months in the future, depending on which EU Member State has been contacted, for how to do this, use TCM1000008
make a note on the manual file of the action you have taken and the action date you have set
go to Step 3.

If duplicate E Forms, UK-PL or SEDs haven’t been issued and there has been a change of address since the forms were issued, go to Step 5.

If duplicate E Forms, UK-PL or SEDs have been issued and there has been a change of address since the forms were issued, go to Step 5.

If duplicate E Forms, UK-PL or SEDs have been issued and there isn’t a change of address since the forms were issued, go to Step 9.

Step 5

If there is information to show which area authority you need to contact about the family composition, go to Step 6.

If there isn’t any information to show which area authority you need to contact about the family composition, go to Step 7.

Step 6

Issue new E Forms, UK-PL or SEDs to the correct EU Member State. Follow the guidance in TCM0305100

update the IGDB to show that new E Forms, UK-PL or SEDs have been issued
update the manual file to show that new E Forms, UK-PL or SEDs have been issued
set a BF date of three months on the manual file
go to Step 3.

Step 7

Contact the customer in the UK to tell them we need to confirm whether we have contacted the correct EU Member State, for how to do this, use TCM0094080

Note: If you can’t contact the customer by phone, issue form TC664 to ask them for the information and set a 30 day BF date to await their reply.

If the customer replies to your enquiry, go to Step 8.

If the customer doesn’t reply to your enquiry, go to Step 9.

Step 8

If the information shows a different area authority or EU Member State to the one you’ve already contacted, go to Step 6.

If the information doesn’t show a different area authority or EU Member State to the one you’ve already contacted, go to Step 10.

Step 9

Check that you have sent the correct E Forms, UK-PL or SEDs to the correct EU Member State. Follow the guidance in TCM0305100

If you have sent the correct E Forms, UK-PL or SEDs to the correct EU Member State, go to Step 10.

If you haven’t sent the correct E Forms, UK-PL or SEDs to the correct EU Member State, go back to Step 6.

Step 10

If no reply has been received to the duplicate E forms

complete TC1097
Note: TC1097 is used to advise the customer in the UK that we have had no reply to the E401, E411 and E001and asks the customer to chase it up themselves
send it to the customer in the UK
set a BF date of three months on the manual file.

If a reply is received by the time the BF date has expired, go to Step 13.

If no reply is received by the time the BF date has expired, refer to TALLO for advice on what to do

Step 11

Disallow the claim for CTC. To do this

use the appropriate disallowance II note from TCM0160040. Make sure you select the ‘Retained’ checkbox, for how to do this, use TCM1000001.
- II66 Disallowance of CTC because the EU Member State state that the customer has not responded to their enquiries. Unable to confirm the composition of the family in the EU Member State
- II68 Disallowance of CTC as the customer in the UK has failed to respond to UK enquiries. Unable to confirm the composition of the family
- II18 Disallowance of CTC as the customer does not satisfy the right to reside
- II19 Disallowance of CTC as the customer has failed to respond to UK enquiries, we are unable to confirm that the customer has the right to reside in the UK
reject the claim to CTC in its entirety on the Tax Credit system follow guidance using TCM0070100
send a manual form TC601 to the customer in the UK and the customer in the EU Member State
send case papers to storage, for how to do this, use TCM0074140
take no further action.

Step 12

take screen prints of the tax credit claim, for how to do this, use TCM1000055
issue E001 form, along with the screen prints of the tax credit claim to the EU Member State complete and send to the correct European Member State, for how to do this, use TCM1000334 and TCM1000263
Note: You must record on the E Form the date when the claim to UK Family Benefits Tax Credit claim was received and that the UK have disallowed the claim to CTC in its entirety.
use the disallowance II80 note from TCM0160040 Make sure you select the ‘Retained’ checkbox, for how to do this, use TCM1000001
reject the claim to CTC in its entirety on the Tax Credit system follow guidance using TCM0070100
send case papers to storage, for how to do this, use TCM0074140
take no further action.

Step 13

Consider the reply you have received from the EU Member State. Follow the guidance in TCM0305100.

If the EU Member State confirm the details of the family are the same as those stated on the claim form, go toStep 15.

If the EU Member State confirm the family are in mixed locations

make a note of this on form TC648
contact your Technical Advice Line Liaison Officer (TALLO) for advice on what to do.

If the EU Member State confirm the details of the family aren’t the same as those stated on the claim form, go to Step 16.

If the EU Member state state the customer isn’t co-operating with their enquiries, go to Step 14.

Step 14

Check to see if the customer has reported any change of address for her/his partner in the EU Member State. To do this

check the manual file
Note: The Change of Circumstances Team will have linked any WAM referrals or physical change of circumstances to the manual file, if appropriate.
check the ‘Unprocessed Change of Circs’ work list , for how to do this, use TCM1000208
check the manual file and free format screen for any information relating to a change, if there has been a change of address affects which area authority within the EU Member State you need to contact for information about the family composition. Check that the correct E Forms, UK-PL or SEDs have been issued to the correct EU Member State, for how to do this, use TCM0305100
check the date of the change
check the IGDB to determine if duplicate E Forms, UK-PL or SEDs have been issued since the change, for how to do this, use TCM1000408.

If there are any other changes of circumstance different to the original claim form, refer to TALLO for advice on what to do.

If there has been no changes in circumstance and the EU Member state state the customer isn’t co-operating with their enquiries, go to Step 11.

If there has been a change of address since the E Forms, UK-PL or SEDs have been issued, go to Step 5.

Step 15

Check the E Forms to see if the EU Member State have made a decision on the Family Benefit claim.

If the claim to Family Benefit has been disallowed by the EU Member state because the customer does not satisfy the conditions in the EU Member State and WTC is not in payment, go to Step 17.

If the claim to Family Benefit has been disallowed by the EU Member State because the customer does not satisfy the conditions in the EU Member State and WTC is in payment, go to Step 34.

If the claim has not been disallowed by the EU Member State and they have made an award, follow the guidance in ‘How to calculate a supplement for EEA customers with abroad involvement’.

Note: Until this guidance is published, ask your manager for advice on what you need to do

If the EU Member State dispute that they are competent to pay Family Benefits or if the EU Member State have not made a decision refer to your TALLO for advice on what to do.

Step 16

Compare the reply from the EU Member State with the original details on the claim form held in the manual file to determine what the differences are.

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) For how to check if the exception marker has been applied, use TCM1000314.

If the EU Member State has confirmed that the family includes all of the children make a note on the form TC648

which children have been confirmed by the EU Member State
that these are the children to be considered for CTC
go to Step 15.

If there are any of the following changes of circumstances, contact your TALLO for advice on what to do

death of either of the customers
death of all the children or the only child
if the family does not include all of the children stated on the claim form
a household breakdown
the customer in the UK has started employment
the customer is no longer living in the UK.

Step 17

Check TC648 for the nationality of the customer.

If the customer is a UK national, go to Step 18.

If the customer is an EU national, go to Step 19.

Step 18

Award CTC. To do this,

access function ‘Manage Verification Failures’ for the claim you are working, you must access function ‘Manage Verification Failures’ from the ‘Verification Failures’ work list and not directly from the ‘Function Menu’, for how to do this, use TCM1000004 and TCM1000107

manually verify verification failures
process the claim to status ‘Award Issued’
Note: You must access ‘Amend Application Corrections’
update the manual file with the action you’ve taken
check if the status of the claim is now ‘Award Issued’. For how to do this, use TCM1000118.
Note: The tax credits computer can take up to 48 hours for the status of the claim to change to ‘Award Issued’. During this time, you must check regularly if the claim status has changed.

If the status of the claim is ‘Award Issued’, go to Step 23.

If the status of the claim isn’t ‘Award Issued’, refer to your TALLO for advice on what to do

Note: Don’t refer the case to your TALLO without first allowing 48 hours for the status of the claim to change to ‘Award Issued’.

Step 19

Using the notes you have made in the manual file, decide if you have enough customer information to do the right to reside test, for how to do this, use TCM0307300.

If you do have enough information, do the right to reside test, for how to do this, use TCM1000257

If you do not have enough information to do the right to reside test, go to Step 20.

Once you have carried out the right to reside test, go to Step 22.

Step 20

Phone the customer to obtain the missing information you need. To do this, use TCM0094080.

If you obtain all of the missing information you need from the customer,

check if the customer has a right to reside using the Rules Based Service - International right to reside test, for how to do this, use TCM1000035
go to Step 22.

If you do not obtain all of the missing information you need from the customer, go to Step 21.

Step 21

Using the notes you have made in the manual file contact the customer who lives in the UK to obtain the missing information you need

send TC841 to confirm their right to reside
send TC664 to obtain any other missing information
update Application Notes with the message II70, for how to do this, use TCM1000028
if you need to make enquiries to work any linked work list items, follow the appropriate guidance for any work list item
select all the link work list items for the claim you’re working, for how to do this, use TCM1000004
set an action date on each linked work list item of 30 days in the future, for how to do this use TCM1000008
transfer all the linked work list items to the appropriate BF MU, for how to do this, use TCM1000023.

Note: make a note on the manual file of the action you have taken and the action date in the future which you have set.

If a reply is received by the time the BF date has expired, go to Step 19.

If no reply is received by the time the BF date has expired, go to Step 11.

Step 22

Entitlement to Child Tax Credit (CTC) will depend on the customer (regardless of his or her nationality) having a ‘right to reside’ in the UK (whether under UK or EC law).

If the EU national customer satisfies the right to reside test, go to Step 18.

If the EU national customer does not satisfy the right to reside test, go to Step 11.

Step 23

Before you manually calculate CTC, decide which elements of tax credits are to be paid. For example - baby element / children / qualifying young person

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) For how to check if the exception marker has been applied, use TCM1000314.

Note: The baby element has been withdrawn. Any new claims made after 6 April 2011 with a baby under the age of one year that requires backdating into Previous Year (PY) will only receive the baby element of the family element for any entitlement in the 93 days prior to 6 April 2011.

Use the SEES ‘Tax Credits Entitlement Calculator’ to calculate CTC, for how to do this, use TCM1000089
calculate the effective date of claim, you must also take into account
- the date 93 days back from the date of claim
- end date if the award is for a closed period
- child’s date of birth
print off a copy of the SEES calculation to keep with the manual file
update the manual file with the action you’ve taken
go to Step 24.

Step 24

Check the manual file to determine if the customer has provided details of a bank account

If the customer has provided bank account details, go to Step 25.

If the customer has not provided bank account details

update Household Notes with the message II53 from TCM0160040. For how to do this, use TCM1000001
go to Step 25.

Step 25

Set the ‘Complex Case’ and ‘Manual Correspondence’ markers. For how to do this, use TCM1000136
complete the ‘Amend Finish’ screen, for how to do this, use TCM1000032
Note: The ‘Complex Case’ and ‘Manual Correspondence’ markers won’t be set until you complete the ‘Amend Finish’ screen.
go to Step 26.

Step 26

You must complete Step 26 to Step 27 in their entirety at the same time to avoid any system generated payments and forms being issued to the customer.

Select the case you’re working from the ‘Unprocessed Changes of Circs’ work list with ‘COC’ in the ‘Change Details’ column. For how to do this, use TCM1000208
apply the ‘Free Format’. For how to do this, use TCM1000233
Note: Don’t apply the Free Format note where there is a reported change of circumstances that is also on the Free Format note or another ‘Unprocessed Changes of Circs’ work list item with a reason other than ‘COC’. Contact your TALLO for advice on what to do.
Note: You may need to repeat this action as there may be more than one ‘Free Format’ which has generated an ‘Unprocessed Changes of Circs’ work list item with the reason ‘COC’.
go to Step 27.

Step 27

When you have applied the ‘Free Format’, you’ll be taken back to the ‘Maintain Worklist’ screen.

Check if the ‘Unprocessed Changes of Circs’ work list item with ‘COC’ in the ‘Change Details’ column has been deleted. For how to do this, use TCM1000208

If the ‘Unprocessed Changes of Circs’ work list item with ‘COC’ in the ‘Change Details’ column has been deleted, go to Step 28.

If the ‘Unprocessed Changes of Circs’ work list item with ‘COC’ in the ‘Change Details’ column hasn’t been deleted

delete the ‘Unprocessed Changes of Circs’ work list item with ‘COC’ in the ‘Change Details’ column. For how to do this, use TCM1000160
go to Step 28.

Step 28

Check if a payment schedule has been set up. For how to do this, use TCM1000374

Note: A payment schedule can take up to 48 hours after your initial action to set up. It is important to keep checking at regular intervals to determine if a payment schedule has been set up.

If a payment schedule has been set up

suspend the payments. For how to do this, use TCM1000232
transfer the ‘Suspend Payments (Payment)’ work list item to your MU. For how to do this, use TCM1000023
Note: You can only access the work list through one of the Payment Processor user roles.
through your MU, set an action date for 180 days on the Suspend Payments (Payment) work list. For how to do this, use TCM1000008
make a note on the form TC648 of the action you’ve taken
update Household Notes with the message II10 from TCM0160040 For how to do this, use TCM1000001
go to Step 29.

If a payment schedule hasn’t been set up after 48 hours, refer to your TALLO for advice on what to do.

Step 29

Check if any payments have been made to the customer. For how to do this, use TCM1000312.

If payments haven’t been made to the customer, go to Step 31.

If giro payments have been made to the customer

make a note of the total net amount paid on form TC648
go to Step 31.

If BACS payments have been issued to the customer

contact the Bank Liaison Team to recall the payments. For how to do this, use TCM1000134
go to Step 30.

Step 30

If the BACS payments couldn’t be recalled

make a note of the net amount paid on form TC648. For how to do this, use TCM1000312
go to Step 31.

If the BACS payments have been recalled, go to Step 31.

Step 31

Complete the appropriate payment details forms and pass them to your manager for checking
Note: You’ll need to complete a ‘Manual Calculation Sheet’ for each tax year you’ve calculated CTC entitlement for.
Note: If the customer has already received payments for the award period, make sure you adjust the yearly award by the amount of payments already issued.
once the appropriate payment details forms have been passed as correct by your manager, go to Step 32.

Step 32

Using the information on the form TC648 and ‘Manual Calculation Sheet’

complete a TC602 manual award notice for the CTC award, for how to do this, use TCM1000310
Note: Where the period from the start date of the claim to today’s date has passed 5 April, you’ll need to issue a TC602 manual award notice for each tax year.
send the appropriate payment details forms to the Manual Payments Team
go to Step 33.

Step 33

send form E001 or SED to the EU Member State to inform them of the family benefits being paid in the UK for how to do this, use TCM0305100
keep a copy of the form in the manual file
pass the ‘Payment stencil’ to the Manual Payments Team
end of action.

Step 34

When arriving at this step from WTC Upfront, we need to consider the reason why the EU Member State have disallowed the claim.

If the EU Member State has disallowed the claim because the customer in the EU Member State is not cooperating, go to Step 2.

If the EU Member State has disallowed the claim because the customer in the EU Member State is not eligible, award CTC at the full rate, go to Step 35.

Step 35

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) For how to check if the exception marker has been applied, use TCM1000314.

In the manual file there will be a print out of the children that were removed from the claim in order to pay WTC upfront. From the notes on the form TC648 and the information on the returned E400 forms check whether the EU Member State have confirmed that the family includes all of these children.

If the EU Member state have confirmed that the family includes all of these children

add these children to the award, for how to do this, use TCM1000231
Note: do not complete the ‘Amend Finish’ screen at this point.
go to Step 36.

If the EU Member State have confirmed that the family does not include all of these children

check the form TC648 to see which children should be added to the award for CTC and add them, for how to do this, use TCM1000231
Note: do no add any children who are not verified and do not complete the ‘Amend Finish’ screen at this point.
make a note on the form TC648 of any children which have been claimed for but have not been added to the award
go to Step 36.

Step 36

Complete the ‘Amend Finish’ screen

Note: the child or children will not be added to the award until you have completed the ‘Amend Finish’ screen, for how to do this, use TCM1000032

If a warning message displayed and you had to pass the case to a Level 2 User or your manager, take no further action

If a warning message displayed and you were able to add the child or children to the award, go to Step 38.

If no warning message displayed, go to Step 38.

Step 37

Adding the child or children back on the award may have caused a rule 2 verification failure. Check whether there is a rule 2 verification failure, for how to check for a rule 2 verification failure, use TCM1000299

If there is a rule 2 verification failure

clear the verification failure, for how to do this, use TCM1000247 status of a verification failure
update the manual file with the action you have taken
go to Step 40.

If there is no rule 2 verification failure, go to Step 40.

Step 38

If the original award of WTC was nil, go to Step 39.

If the original award of WTC was not nil, go to Step 37.

Step 39

Check to see if a payment schedule has been set up, for how to do this, use TCM1000374

Note: a payment schedule can take up to 48 hours after your initial action to set up. It is important to keep checking at regular intervals to see if a payment schedule has been set up

If a payment schedule has been set up

suspend the payments, for how to do this, use TCM1000232
transfer the ‘Suspend Payments (Payment)’ work list item to your MU, for how to do this, use TCM1000023
Note: you can only access the work list through one of the payment processor user roles
through your MU, set an action date for 180 days on the ‘Suspend Payments (Payment)’ work list, for how to do this, use TCM1000008
make a note on the form TC648 of the action you have taken
update Household Notes with the messages II10, for how to do this, useTCM1000001
go to Step 40.

Note: If a payment schedule has not been set up after 48 hours, contact your TALLO for advice on what to do

Step 40

Use the SEES ‘Tax Credits Entitlement Calculator’ to calculate CTC, for how to do this, use TCM1000089
make a note of which elements to use for the calculation of both CTC and WTC, if applicable
use the SEES ‘Tax Credits Entitlement Calculator’ to calculate the CTC and WTC, if applicable
Note: you will need to do separate SEES calculations for both CTC and WTC.
Note: make sure you select the ‘Home’ tab and select ‘Clear all details’ after each calculation to make sure you do not include any CTC elements in a WTC calculation or vice versa.
Note: the tax credits computer will have re-calculated the effective date of claim once the children have been re-added. You must use the date of claim shown in function ‘View Application’ as the effective date of claim, for how to do this, use TCM1000218.
Note: if the period from the start of the date of claim to today’s date has passed 05 April, then you will need a separate SEES calculation for each year, for how to complete the SEES Tax Credits Entitlement Calculator, use TCM1000089.
update Household Notes with the message II47, for how to do this, use TCM1000001
go to Step 41.

Step 41

When you are calculating payments for more than one tax year, you will have to complete a ‘Manual Payment Calculation Sheet’ for both the ended award and the current award.

On the Manual Payment Calculation sheet

complete section 1 with the customer’s details
complete section 2
enter the effective date of claim in the ‘Award Start date’ box
in the ‘Entitlement Periods’ box, enter the start date of the entitlement period in the ‘Start Date’ column
enter the end date of the entitlement period in the ‘End Date’ column
enter the amounts shown on the WTC SEES calculations in the ‘WTC’ column
go to Step 42.

Step 42

Once the calculations have been checked

complete a form TC602 for the award of CTC, for how to do this, use TCM1000310

Note: the form TC602 is currently available in the LFC shared folder. It will eventually be made available through SEES. Check with your manager that you are using the latest version

If your calculations have changed the WTC amount currently in payment, go to Step 43.

If your calculations have not changed the WTC amount currently in payment, go to Step 44.

Step 43

Complete a form TC602 for the new award of WTC, for how to do this, use TCM1000311
update Household notes with the messages II14 and II48, for how to do this, use TCM1000001
go to Step 44.

Step 44

If you have included all the children on the original claim form in the award for CTC

send copies of both form TC602s to the customer living in the UK and the customer living in the EU Member State
retain a copy in the manual file
go to Step 45.

If you have not included all the children on the original claim form in the award for CTC

complete the SEES ‘Free Text Letter (NINO/PAYE)’ to tell the customer why you have not included all the children they have claimed for in their award of CTC
send a copy of the SEES letter and copies of both form TC602s to the customer living in the UK and the customer living in the EU Member state
retain a copy of each form in the manual file
go to Step 45.

Step 45

Send form E001 to the EU Member State to inform them of the family benefits being paid in the UK so that they are not also paying them, for how to do this, use TCM0305100.

retain a copy of the form in the manual file
pass the manual file and the print offs of the manual calculation sheets to the Manual Payments Team.

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