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TCM0064060 | Claims: capture (D-K): effective date - determine (AG)

From HM Revenue & Customs · Tax Credits Manual

To determine an earlier or forward effective date, consider steps 1 to 15.

Step 1

Does the customer request an earlier effective date or a forward effective date? To determine an effective date, check if the customer has stated the date they want the claim to be effective from.

  • If an earlier effective date has not been stated but they request an earlier date, go to Step 2.

  • If an earlier effective date has been stated

  • check if the customer is eligible and if the earlier date is over 31 days and either

  • use the maximum of 31 days as the effective date

or

  • where a claim has been made within 31 days of the decision on a qualifying disability benefit, backdate the claim to

  • the date the qualifying benefit became payable

  • 31 days prior to the date the claim for the qualifying disability benefit was made, if that was later

or

  • the customer’s employment start date, if that was later. Follow the guidance in TCM0022180

  • use Function CAPTURE APPLICATION and enter the earlier effective date in the Application Effective Date field on the Summary Information screen. If the customer has stated more than one date, identify the earliest date.

Note: If the claim is from a same sex couple, the effective date must not be earlier than 05/12/2005. If the customer requests an effective date earlier than 05/12/05, use 05/12/05 as the effective date.

  • If a forward date has been stated, go to Step 11.

Step 2

Check if a phone number is shown on the claim form.

  • If a phone number has been supplied, go to Step 3.

  • If a phone number has not been supplied, go to Step 7.

Step 3

Phone the customer and ask them for the date they want the claim backdated to. Follow the guidance in TCM0094080.

  • If the customer provides you with the information, go to Step 4.

  • If you are not able to speak to the customer, go to Step 7.

  • If the customer cannot provide you with the information, go to Step 5.

Step 4

Check if the customer is eligible and if the earlier date is over 31 days and either

  • use the maximum of 31 days as the effective date

or

  • where a claim has been made within 31 days of the decision on a qualifying disability benefit, backdate the claim to

  • the date the qualifying benefit became payable

  • 31 days prior to the date the claim for the qualifying disability benefit was made, if that was later

or

  • the customer’s employment start date, if that was later. Follow the guidance in TCM0022180

  • use Function CAPTURE APPLICATION and enter the earlier effective date in the Application Effective Date field on the Summary Information screen. If the customer stated more than one date, identify the earliest date

Note: If the claim is from a same sex couple, the effective date must not be earlier than 05/12/2005. If the customer requests an effective date earlier than 05/12/05, use 05/12/05 as the effective date

Step 5

Ignore the request for backdating and use the claim date as the Application Effective Date

Step 6

Record details of the phone call (and, if applicable, the reason for not backdating) in the Application Notes field on the Summary Information screen. For details of the entry to make in this field, use the ‘Abbreviations’ entry on TCM0320040.

Note: You must follow the guidance in TCM0152060 when you record the note and also follow the guidance in TCM0152040.

Step 7

If a phone number has not been supplied or you have not been able to contact the customer by phone

  • write to the customer and ask them from what date they want the claim backdating to.

Step 8

Record details of the communication (and, if applicable, the reason for not backdating) in the Application Notes field on the Summary Information screen. For details of the entry to make in this field, use the ‘Abbreviations’ entry on TCM0320040.

Note: You must follow the guidance in TCM0152060 when you record the note and also follow the guidance in TCM0152040.

Step 9

On receipt of the reply

  • check if the customer is eligible and if the earlier date is over 31 days, and either

  • use the maximum of 31 days as the effective date

or

  • where a claim has been made within 31 days of the decision on a qualifying disability benefit, backdate the claim to

  • the date the qualifying benefit became payable

  • 31 days prior to the date the claim for the qualifying disability benefit was made, if that was later

or

  • the customer’s employment start date, if that was later. Follow the guidance in TCM0022180

  • use Function CAPTURE APPLICATION and enter the earlier effective date in the Application Effective Date field on the Summary Information screen. If the customer has stated more than one date, identify the earliest date

Note: If the claim is from a same sex couple, the effective date must not be earlier than 05/12/2005. If the customer requests an effective date earlier than 05/12/05, use 05/12/05 as the effective date.

Step 10

If a reply is not supplied

  • ignore the request for backdating and use the claim date as the Application Effective Date

  • record that the customer did not reply in the Application Notes field on the Summary Information screen. For details of the entry to make in this field, use the ‘Abbreviations’ entry on TCM0320040.

Note: You must follow the guidance in TCM0152060 when you record the note and also follow the guidance in TCM0152040.

  • take no further action.

Step 11

Check if the date requested is more than seven days prior to the start of the employment.

  • If it is seven days or less, go to Step 12.

  • If it is more than seven days, go to Step 13.

Step 12

Use Function CAPTURE APPLICATION and enter the forward effective date in the Application Effective Date field and continue to process the claim

Step 13

Use Function CAPTURE APPLICATION

  • do not complete the Application Effective Date field

  • continue to capture the claim

  • select [Store] on any relevant screen to enter the claim on the Incomplete Applications work list

  • take no further action.

Step 14

Use Function MAINTAIN WORKLIST

  • access the Incomplete Applications work list

  • identify the claim you are working on

  • transfer the work list item to the appropriate BF MU. Use TCM0322460 for the correct MU number

  • access the BF MU, selecting the appropriate case

  • set an action date equal to the date the employment will start, making sure that the Retained checkbox is completed.

Step 15

On or after the action date

  • use Function CAPTURE APPLICATION and change the entry in the Date Application Received field to the date the employment started and continue to process the claim.