TCM1000509 - How to search the manual payments BAU Database and URP Spreadsheet and create a new record - HMRC internal manual

TCM1000509 - How to search the manual payments BAU Database and URP Spreadsheet and create a new record

Step 1

If you are dealing with a new 鈥楤AU Database鈥� payment

Access the Manual Payments 鈥楤AU Database鈥� to search for an existing record. To do this

access the Manual Payments 鈥楤AU Database鈥�
compare the details held on the tax credits computer against the details shown on the referral
select 鈥楽earch Database鈥�. You will be taken to the 鈥楽earch鈥� screen
enter the customers NINO
select 鈥楩ind鈥�
go to Step 2.

If you are dealing with a new 鈥楿ser Requested Payment鈥� (URP), go to Step 6.

If you are printing BFs, go to Step 14.

If you are authorising or rejecting a 鈥楤AU鈥� manual payment, go to Step 15.

If you are making a 鈥楿RP鈥� payment, go to Step 16.

Step 2

If no existing record is found

鈥楢dd new record鈥�
鈥楴ew manual payment鈥� screen displays
go to Step 3.

If an existing record is found, go to Step 4.

Step 3

Create a new customer record on the 鈥楴ew Manual Payment鈥� screen. To do this, complete all of the following information for the customer

forename
surname
NINO
originating team
address
postcode
then
select the 鈥楢ppointee鈥� checkbox if the customer wishes to be paid through an appointee
Note: The 鈥楾ax Year鈥� field defaults to the current tax year but can be altered if necessary.
complete the payment amounts (WTC and CTC)
select the 鈥楶ayment frequency鈥�
complete the date the first payment is due
Note: The payment may be later than the due date.
select the 鈥極ne off鈥� checkbox if the payment is a one-off payment
Note: If the 鈥極ne off鈥� checkbox is selected this will automatically close the record on the date the payment is processed.
select the appropriate payment category as indicated on the payments schedule or form TC648
Note: If the category is incorrect, correct the category.
select the payment method. This will either be 鈥楴ormal鈥� or 鈥業mmediate鈥�
select the 鈥楩ixed鈥� checkbox, if required
Note: If the 鈥楩ixed鈥� checkbox is not selected, all the subsequent payments will revert to 鈥楴ormal鈥�.
complete the 鈥楶ost-Payment Action鈥� field
Note: This informs Worthing if or when to post the payment amount onto the tax credits computer, as follows
- Process - for standard procedures where payment can be posted to the customers account
- Pre Award - for awaiting award cases where there is no account available to post the payment to. Worthing will post it to the customers account when a schedule has been created
- Never - Worthing will send out the payment but never post it to the customers account
- Hold Pending TCO Advice - Worthing will send out the payment but won鈥檛 post it to the customers account until advised by TCO.
  Note: 鈥楬old Pending TCO Advice鈥� should only be used if a BF date is set to inform Worthing of the action they need to take. If Worthing do not receive advice within three months of the payment issue date, the payment will be re-categorised automatically by Worthing as 鈥楴ever鈥�.
select 鈥極K鈥�
go to Step 5.

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Step 4

Determine if the record is for the same tax year as the request for the payment.

If the record is not for the same tax year as the request for the payment, go to Step 5.

If the record is for the same tax year as the request for the payment, go to Step 7.

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Step 5

If the referral is not a 鈥楤AU鈥� recalculation case

select 鈥楢dd New Record鈥�. You will be taken to the 鈥楴ew Manual Payment鈥� screen
go back to Step 3.

If the referral is a 鈥楤AU鈥� recalculation case, go to Step 7.

If the referral is a 鈥楿RP鈥� recalculation case, return to the guidance you were previously following.

If the referral is not a 鈥楿RP鈥� recalculation case, go to Step 16.

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Step 6

Check if a record already exists for the correct tax year on the 鈥楿RP Spreadsheet鈥� before continuing (unless this has already been checked). To do this

access the 鈥楿RP Spreadsheet鈥� main menu screen
select 鈥楻ead Only鈥�
search Using the 鈥楢uto filter鈥� on the 鈥楴INO鈥� field

If no record exists on 鈥楿RP Spreadsheet鈥�

select 鈥楢dd New Record鈥�. You will be taken to the 鈥楴ew Manual Payment鈥� screen
go back to Step 3.

If a record already exists on the 鈥楿RP Spreadsheet鈥�, go to Step 5.

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Step 7

Note: A new record must be created if the referral is for a one off payment.

Note: A closed record will display the date it was closed.

Note: A closed record can鈥檛 be re-opened if the record held is for the wrong tax year or the new referral is for a one off payment.

Note: A closed record can be re-opened if the record held is for the correct tax year, the request has come from the Recalculation Team and it is not a one off payment.

Note: You should only ever close a record if it needs to be closed in order to re-open it to enter new payment details, for example a recalculation case or to create a new record for a one off payment.

Note: You should only amend the personal details if the recalculation has a change of address.

On the 鈥楽earch鈥� screen

If the record is closed and it can not be re-opened

select 鈥楢dd New Record鈥�. You will be taken to the 鈥楴ew Manual Payment鈥� screen
go back to Step 3.

If the record is closed and you want to re-open it

select the record you want to change
select 鈥楨dit the highlighted record鈥�. You will be taken to the 鈥楥ustomer Record鈥� screen
go to Step 9.

If the record is open and you want to close it

select the record you want to change
select 鈥楨dit the highlighted record鈥�. You will be taken to the 鈥楥ustomer Record鈥� screen
go to Step 9.

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Step 8

When all the data is complete, you will see a prompt asking you to confirm the details are correct

If the details are incorrect

select 鈥楴o鈥�
amend the details as appropriate
select 鈥極K鈥�
select 鈥榊es鈥�. You will be taken to the 鈥楨ARS鈥� screen
Note: If you have selected the 鈥楢ppointee鈥� checkbox, you will be asked to complete the appointee details. Complete the name and address of the appointee and then select 鈥極K鈥�
go to Step 9.

If the details are correct

select 鈥榊es鈥�. You will be taken to the 鈥楨ARS鈥� screen
Note: If you have selected the 鈥楢ppointee鈥� checkbox, you will be asked to complete the appointee details. Complete the name and address of the appointee and then select 鈥極K鈥�
go to Step 9.

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Step 9

Note: This 鈥楨ARS鈥� screen allows you to specify an EARS reference. This can be used to determine the likely impact of system fixes on the manual payment caseload and possibly for the bulk clearance of manual payment customers.

On the 鈥楨ARS鈥� screen

enter the EARS reference details
select 鈥榅鈥� in the top corner of the screen. The information will be automatically saved.
Note: The 鈥楶ayment History鈥� screen shows the initial and second payments that are due. You may amend the WTC and/or CTC amounts but not the due dates. Normally you may want to amend the second amount as the first payment could contain arrears.
Note: When these payments have been issued, a 鈥楶rint Date鈥� and 鈥楪iro鈥� number will be visible. Also details of the cashcheque numbers are shown when you select 鈥楥ashcheques鈥�.
select details of the second payment on the 鈥楶ayment History鈥� screen
amend the WTC and/or CTC amount, if necessary
select 鈥榅鈥� in the top corner of the screen. The information will be automatically saved
take no further action.

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Step 10

To amend an open record

access the Manual Payments 鈥楤AU Database鈥�
go to the 鈥楥ustomer Record鈥� screen to view or amend the customer鈥檚 details
Note: When you select 鈥楨dit an Existing Record鈥� on the 鈥楽earch鈥� screen and the 鈥楥ustomer Record鈥� screen displays, the PI number of the user who created the record is shown in the caption at the top of the screen.
take the appropriate action if any to check or amend the following
- amend the customer鈥檚 details
  Note: Only done by this team if amending the whole record, for example if re-opening a record following a recalculation. Amending the customer鈥檚 details will create an audit log.
- amend the payment details
- amend the payment frequency
- check the entire customer payment history.

If you need to amend any of the above

select 鈥榁iew Payment History鈥�. You will be taken to the 鈥楶ayment History鈥� screen
amend details as appropriate
go to Step 11.

If you need to add or amend any notes for this customer, for example for a change of address

select 鈥楴otes鈥�. You will be taken to the 鈥楴otes鈥� screen
amend details as appropriate
go to Step 11.

If you need to check or amend the appointee details

select 鈥榁iew/Amend Appointee鈥�. You will be taken to the 鈥楢ppointee Details鈥� screen
amend details as appropriate
go to Step 11.

If you need to add or amend the EARS reference

select 鈥楲og EARS No鈥�. You will be taken to the 鈥楨ARS鈥� screen
amend details as appropriate
go to Step 11.

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Step 11

Note: If a record has been closed, you may need to create a brand new customer record, for example because the payment is a one off payment or the record found is for the wrong tax year.

Note: If there is an existing record for the correct tax year and the referral is noted as a recalculation case you will need to close the existing record, if it鈥檚 open and then re-open the record to enter the new payment details.

Note: If there is an existing record for the correct tax year and the referral is for a one off payment you will need to close the existing record, if it鈥檚 open and open a new record to enter the new payment details.

If you want to close an open record on the Manual Payments 鈥楤AU Database鈥�

go to the 鈥楥ustomer Record鈥� screen on the Manual Payments 鈥楤AU Database鈥�
enter today鈥檚 date in the 鈥楧ate Closed鈥� field
select 鈥極K鈥�. You will be taken to the 鈥楥onfirmation鈥� screen
- select 鈥極K鈥� to confirm you wish to open a record. You will be taken back to the 鈥楥ustomer Record鈥� screen
  or
- select 鈥楥ancel鈥� to cancel the closure of a record. You will be taken back to the 鈥楥ustomer Record鈥� screen
  Note: When closing a record, if you select 鈥極K鈥� any unpaid clerical payments that are not yet printed will be deleted.
go to Step 12.

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Step 12

If you want to create a new record on the manual payments 鈥楤AU Database鈥�

select 鈥極K鈥�. You will be taken back to the 鈥楽earch鈥� screen. The customers details will still be shown
select 鈥楢dd New Record鈥�. You will be taken to the 鈥楴ew Manual Payment鈥� screen
go back to Step 3.

If you want to re-open a closed record on the manual payments 鈥楤AU Database鈥�

go to the 鈥楥ustomer Record鈥� screen if you are not already on this screen on the manual payments 鈥楤AU Database鈥�
amend the address, if appropriate
select 鈥楻e-Start Payments鈥�. You will be taken to the 鈥楻e-starting payments for XXXXXXX鈥� screen
Note: The closed date will be removed automatically when you select 鈥楻e-Start Payments鈥�.
enter the new amounts of WTC in the 鈥榃TC Amount鈥� field
enter the new amount of CTC in the 鈥楥TC Amount鈥� field
enter the due date of the first new payment in the 鈥楩irst Payment Due鈥� field
Note: Customers can鈥檛 receive more than one payment for the same due date. If you enter an incorrect due date you will receive a warning message.
select the pay frequency for this customer from the 鈥楶ayment Frequency鈥� field
then, when all the details have been entered
select 鈥極K鈥�
go to Step 13.

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Step 13

When the message requesting you to confirm the details are correct displays

If the details are correct

select 鈥榊es鈥�. You will be taken to the 鈥楶ayment History鈥� screen
go back to Step 9.

If the details are incorrect

select 鈥楴o鈥�. You will be taken to the 鈥楴ew Manual Payment鈥� screen
amend the details, where necessary
select 鈥極K鈥�
select 鈥榊es鈥� when the message redisplays. You will be taken to the 鈥楶ayment History鈥� screen
go back to Step 9.

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Step 14

If you are printing 鈥楤AU鈥� payment BFs

access the Manual Payments 鈥楤AU Database鈥�. You will be taken to the 鈥楳anual Giro Payments鈥� database 鈥楳ain Menu鈥� screen
select 鈥楳anage Payments鈥�. You will be taken to the 鈥楶ayment Management鈥� screen
Note: Prepare check sheets in advance of the due date where possible to give sufficient time for the payment to be processed in time for the date it is due. Select in date order starting with the earliest date. Confirm with your line manager if you are in doubt of how far in advance you need to prepare the check sheets. 鈥楤AU鈥� payments normally need to be issued to Worthing a minimum of 10 days before the due date to ensure payment is made on time.
select the payment due date you wish to create check sheets for
select 鈥楶re Payment Check鈥�. You will be asked which date you want to print the check sheets for
enter the payment due date
Note: This is the payment due date you highlighted earlier.
select 鈥極K鈥�. The 鈥楶re-Payment Giro chk-Check list - BF Date鈥� spreadsheet will display
Note: This spreadsheet gives details of every payment due on the date selected. You can only produce and print check sheets for one date at a time. There is no limit to the number of payments that can be picked up from one date onto the check sheets.
right click on the mouse and select 鈥楶rint鈥� to print out the spreadsheet
Note: Print the spreadsheet direct to a printer without a duplex to produce a single-sided check sheet otherwise you can not remove the double-sided option.
close the spreadsheet
select 鈥楴o鈥� when the message 鈥楧o you want to save the changes鈥� displays. You will be taken back to the 鈥楶ayment Management鈥� screen
select away from the 鈥楧ate鈥� field so the date is no longer highlighted
Note: If you need to create check sheets for another due date, select the next payment due date you wish to create check sheets for, then repeat until all the check sheets have been produced for all the required due dates.
then when all the required check sheets have been printed out
close the spreadsheet
select 鈥楴o鈥� when the message 鈥楧o you want to save the changes鈥� displays. You will be taken back to the 鈥楶ayment Management鈥� screen
select away from the 鈥楧ate鈥� field so the date is no longer highlighted
select 鈥楳ain Menu鈥�
return to the guidance you were previously following.

If you are printing 鈥楿RP鈥� payment BFs

access the 鈥楿RP鈥� spreadsheet
select 鈥楻equest Date, Auto Filter鈥�
Note: Prepare check sheets in advance of the due date where possible to give sufficient time for the payment to be processed in time for the date it is due. Select in date order starting with the earliest date. Confirm with your line manager if you are in doubt of how far in advance you need to prepare the check sheets. 鈥楿RP鈥檚 normally need to be authorised a minimum of four days before the due date to ensure payment is made on time.

听

select the payment due date/request date you wish to create check sheets for
select 鈥楧ate Requested鈥�. An Excel spreadsheet will display
Note: The Excel spreadsheet gives details of every payment due on the date selected. You can only produce and print check sheets for one date at a time. There is no limit to the number of payments that can be picked up from one date onto the check sheets.

听

print out the Excel spreadsheet
select 鈥楩ile鈥� on the toolbar menu
select 鈥楶rint鈥� from the options available
select 鈥楶review鈥�
select 鈥榩age break preview鈥� on the toolbar menu
drag the 鈥楶rint Area鈥� to cover all entries on the spreadsheet
select 鈥楩ile鈥� on the toolbar menu
select 鈥楶rint鈥� from the options available
then when all the required check sheets have been printed out
close the Excel spreadsheet
select 鈥楴o鈥� when the message 鈥楧o you want to save the changes鈥� displays. You will be taken back to the spreadsheet
Note: If you need to create check sheets for another due date, select the next payment due date you wish to create check sheets for then repeat until all the check sheets have been produced for all the required due dates.
return to the guidance you were previously following.

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Step 15

Open 鈥楤AU Database鈥�

If you are refusing or rejecting a 鈥楤AU鈥� payment

select 鈥楽earch Database鈥�
enter customer鈥檚 NINO
select 鈥楩ind鈥�
select 鈥楨dit Highlighted Row鈥�
enter today鈥檚 date in 鈥榙ate Closed鈥� field
select 鈥極K鈥�
return to the guidance you were previously following.

If you are authorising a 鈥楤AU鈥� payment

once all amendments to the 鈥楶re-payment鈥� check list have been completed on the database
select 鈥楳anage Payments鈥�
select appropriate 鈥楾ab鈥� 鈥楥ash Cheques鈥� or 鈥楤acs鈥� dependant on payments to be authorise.
select payment 鈥楧ue Date鈥�
Note: You can only highlight one date at a time to be authorised.
select 鈥業ssue Payment鈥� highlighted in red. This will create the R92TC range in the top left corner of the payment management screen.
make a note of the authorisation details as you will need these for your records
- 鈥楧ue Date鈥�
- total payment
- type of payment
- batch number
- R92TC serial range.
  Note: An excel spreadsheet will then be created with all the necessary information for RF Worthing to issue the payment.
select 鈥極K鈥�. The 鈥榃orthing Bacs or Cheques鈥� folder opens with the 鈥楨xcel Spreadsheet鈥� displayed. The spreadsheet contains the
- spreadsheet number
- first and last R92 number
- creation date
  Note: You will need to repeat this step to authorise each payment, selecting 鈥榃orthing Bacs鈥� or 鈥榃orthing Cheques鈥� as appropriate.
  then once all payment have been authorised
place the excel spreadsheets in the 鈥楾CO Payment Requests CAF鈥�
- minimise the 鈥楳anual Payments BAU Database鈥�
- re-open the 鈥榃orthing Bacs鈥� or 鈥榃orthing Cheques鈥� folder
- drag a copy of the 鈥楨xcel鈥� spreadsheet from either the 鈥榃orthing Bacs鈥� or 鈥榃orthing Cheques鈥� folder to the 鈥楾CO Payment Requests CAF鈥�
- move the 鈥楨xcel鈥� spreadsheet in either the 鈥榃orthing Bacs鈥� or 鈥榃orthing Cheques鈥� folder into the 鈥楥ompleted Sheets鈥� file
- close all the folders
- maximise the 鈥楳anual Payments BAU Database鈥�
email RF Worthing to notify them that the payments to be made are in the 鈥楥AF鈥� awaiting action
take no further action.

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Step 16

Note:听From April 2017 URP鈥檚 can only be paid by Bacs. Payment can be made in one lump sum as there is no maximum restriction, only a minimum restriction of 拢1.00.

Update 鈥楿RP鈥� spreadsheet with the payment details

select 鈥極K鈥�. You will be taken back to the 鈥楿ser Requested Payment鈥� screen
select 鈥楻equest Payt鈥�. You will be taken to the 鈥楿ser Requested Payment Detail鈥� screen
enter the CTC and/or WTC amounts from the 鈥楻equested Payments Check Sheet鈥� in the relevant CTC and/or WTC amount fields
select the payment reason from the 鈥楻eason For Payment鈥� field
Note: If the default payee for either tax credits is not displayed, select the appropriate payee from the 鈥楶ayment Recipient鈥� field.
Note: If the payee on the tax credits computer differs from the payee on the 鈥楻equested Payments Check Sheet鈥�, amend the details on the check sheet to match the details on the tax credits computer.
select 鈥極K鈥�. You will be taken back to the 鈥楿ser Requested Payment鈥� screen
check that the requested payment details are correct
Note: If you want to make changes to a 鈥楿RP鈥� you will have to cancel out of the screen and re-request the payment. Any other requests you have made will need to be re-requested also.
Note: If you need to request further payments, repeat the above.
select 鈥極K鈥�
select the payment completed checkbox on the 鈥楿RP鈥� check sheet.
Note: The payment will then go to the 鈥楿RP Authorisers Team鈥� for authorisation.
return to the guidance you were previously following.

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Tax Credits Manual