SolvedTCM1000542 | How to print a Subject Access Request
From HM Revenue & Customs · Tax Credits Manual
Version 1.0
Changes to previous version - new How to.
Step 1
Note: Carefully read the letter or email from the customer to ensure that it is a Subject Access Request (SAR) and not a part SAR. A part SAR will require only part printing.
Note: You should also check for
household breakdown (a dialogue box will appear)
compliance interest (a dialogue box will appear)
hijack NINO
mismatch case.
Note: If the request is for calls and correspondence, only photocopy the correspondence leaving out any third party details.
Note: Before starting, make sure you have a Word document open at the bottom of your screen.
Note: If there is more than one award, you will need to repeat all the steps for each award.
Note: If the case is a household breakdown, ensure all partners change of address, work, bank account details or phone number that occurred after the household breakdown date are removed.
On the ‘Function Menu’
select ‘Application’ on the toolbar
select ‘View’ from the options available. You will be taken to the ‘Key Entry Data’ screen in function ‘View Application’
enter the customer’s NINO
select ‘all’
select ‘OK’. You will be taken to the ‘Select Application’ screen
press ‘Prt Scr’ on your keyboard
open your word document from the bottom of your screen
select ‘paste’
select ‘print’
select the cross in the top right hand corner (black cross not red one)
select ‘no’
select the new document button which can be found on the far left hand button on the toolbar
minimise your word document
select the earliest award first if there’s more than 1 award
select ‘version 1’
select ‘print’
select the ‘Select’ button then ‘Select Application Version’ from the drop down menu
repeat these steps for each version
Note: Once all versions are printed go back in to version 1.
then
select ‘VH’ on the toolbar
select print
select ‘Ap2’
select print
select ‘Ch’
select print
Note: If there is more than one child, select each child and print details for each.
once all pages are printed select ‘Ap1’
select the ‘select’ button
select ‘Next Version’ from the drop down menu. This will take you to the next version
Note: Repeat the above steps from after ‘select ‘VH’ on the toolbar’ for each version and award.
select ‘Cancel’, once completed for each page until you get back to the ‘Function Menu’ page
Note: If more than one award repeat the above steps for each subsequent award
then
go to Step 2.
Step 2
On the ‘Function Menu’
select ‘Application’ on the toolbar
select ‘Correction’. You will be taken to the ‘Key Entry Data’ screen in function ‘Amend Application’
enter the customer’s NINO
select ‘all’
select ‘OK’.
If you are taken to the ‘Applicant Details’ screen, go to Step 3.
If you are taken to the ‘Select Application’ screen
select the earliest year. You will be taken to the ‘Applicant Details’ screen’
go to Step 3.
Step 3
select ‘Ap1’
select print
repeat this action for ‘Ap2’, ‘Ch’, ‘Wk1’, ‘Wk2’, ‘CC’, ‘Inc1’, ‘Inc2’, ‘Pm1’, ‘Pm2’ & ‘ApT’ selecting print on each page
go back to ‘Ap1’
select ‘History’
select the first highlighted heading in the drop down box
press ‘Prt Scr’ on your keyboard
open your word document from the bottom of your screen
select ‘paste’
select ‘print’
select the cross in the top right hand corner (black cross not red one)
then
select ‘No’
select the new document button which can be found on the far left hand button on the toolbar
minimise the word document
select ‘Cancel’
repeat these steps from ‘select the first highlighted heading’ above for each of the headings highlighted in the drop down box
repeat this for Applicant 2 and from select history
select ‘Ch’ from the toolbar
select the first child. This will take you to the ‘Correction Child’ screen
press ‘Prt Scr’ on your keyboard
open your word document from the bottom of your screen
select ‘paste’
select ‘print’
select the cross in the top right hand corner (black cross not red one)
then
select ‘No’
select the new document button which can be found on the far left hand button on the toolbar
minimise the word document
select ‘Cancel’
within the ‘Correction Child’ screen, in turn, place a tick in each available box next to the categories
select ‘History’ at the bottom of the screen
Note: If a dialogue box appears, select ‘OK’. You will be taken to the ‘History’ screen.
press ‘Prt Scr’ on your keyboard
open your word document from the bottom of your screen
select ‘paste’
select ‘print’
select the cross on top right hand corner (black cross not red one)
then
select ‘No’
select the new document button which can be found on the far left hand button on the toolbar
minimise the word document
select ‘Cancel’
repeat these steps for each child
select ‘Wk1’ from the toolbar
select ‘History’
select the highlighted headings from the options available. You will be taken to the ‘History’ screen
Note: If a dialogue box appears select ‘OK’.
press ‘Prt Scr’ on your keyboard
open your word document from the bottom of your screen
select ‘paste’
select ‘print’
select the cross in top right hand corner (black cross not red one)
then
select ‘No’
select the new document button which can be found on the far left hand button on the toolbar
minimise the word document
select ‘Cancel’
repeat these steps for each highlighted heading
select ‘Wk2’ history and repeat these steps
select ‘CC’
Note: If blank there is no childcare provider.
If there isn’t a childcare provider, go to Step 4.
If there is a childcare provider
select each in turn which will take you to ‘Change Childcare Provider’
press ‘Prt Scr’ on your keyboard
open your word document from the bottom of your screen
select ‘paste’
select ‘print’
select the cross in the top right hand corner (black cross not red one)
then
select ‘No’
select the new document button which can be found on the far left hand button on the toolbar
minimise the word document
select ‘Cancel’
select each year underneath ‘costs’
press ‘Prt Scr’ on your keyboard
open your word document from the bottom of your screen
select ‘paste’
select ‘print’
select the cross in the top right hand corner (black cross not red one)
then
select ‘No’
select the new document button which can be found on the far left hand button on the toolbar
minimise the word document
select ‘Cancel’
Note: If there is more than one childcare provider repeat the above steps for each provider.
go to Step 4.
Step 4
select ‘Inc1’ from the toolbar
select ‘History’
select the highlighted headings from the options available. You will be taken to the ‘History’ screen
Note: If a dialogue box appears select ‘OK’.
press ‘Prt Scr’ on your keyboard
open your word document from the bottom of the screen
select ‘paste’
select ‘print’
select the cross in the top right hand corner (black cross not red one)
then
select ‘No’
select the new document button which can be found on the far left hand button on the toolbar
minimise the word document
select ‘Cancel’
repeat these steps for each of each highlighted heading
select ‘Inc2 History’ and repeat these steps
select ‘Cancel’
go to Step 5.
Step 5
On the ‘Function Menu’
select ‘Household’ on the toolbar
select ‘View Account’ from the options available. You will be taken to the ‘Key Entry Data’ screen
enter the customer’s NINO
select ‘all’
select ‘OK’. You will be taken to the ‘Select Award’ screen
press ‘Prt Scr’ on your keyboard
open your word document from the bottom of your screen
select ‘paste’
select ‘print’
select the cross in the top right hand corner (black cross not red one)
then
select ‘No’
select the new document button which can be found on the far left hand button on the toolbar
minimise the word document
select ‘Cancel’
start with the earliest date and double click. You will be taken to the ‘View Award Period Summary’ screen
Note: Repeat the following steps for all versions of the award
select ‘print’
select ‘View Award’ at the bottom of the screen. You will be taken to the ‘Award Summary’ screen
press ‘Prt Scr’ on your keyboard
open your word document from the bottom of your screen
select ‘paste’
select ‘print’
select the cross on the top right hand corner (black cross not red one)
then
select ‘No’
select the new document button which can be found on the far left hand button on the toolbar
minimise the word document
select ‘View Calculation’ at the bottom of the screen. You will be taken to ‘View Calculation’
select ‘WORKING TAX CREDIT’ to highlight it
select ‘print’
select ‘CHILD TAX CREDIT’
select ‘print’
select ‘View Elements’. You will be taken to the ‘View Elements’ screen
press ‘Prt Scr’ on your keyboard
open your word document from the bottom of your screen
select ‘paste’
select ‘print’
select the cross in the top right hand corner (black cross not red one)
then
select ‘No’
select the new document button which can be found on the far left hand button on the toolbar
minimise the word document
then, where ‘View Childcare’ is highlighted at the bottom of the screen
select it to highlight it. You will be taken to ‘View Childcare’
press ‘Prt Scr’ on your keyboard
open your word document from the bottom of your screen
select ‘paste’
select ‘print’
select the cross in the top right hand corner (black cross not red one)
then
select ‘No’
select the new document button which can be found on the far left hand button on the toolbar
minimise the Word document
select ‘Cancel’
select ‘Cancel’
select ‘View Taper Calcs’. You will be taken to ‘View Taper Calculations’
press ‘Prt Scr’ on your keyboard
open your word document from the bottom of your screen
select ‘paste’
select ‘print’
select the cross in the top right hand corner (black cross not red one)
then
select ‘No’
select the new document button which can be found on the far left hand button on the toolbar
minimise the word document.
If there is more than one entry in the first white box
highlight and print each in turn
go to Step 6. {#}
If there isn’t more than one entry in the first white box, go to Step 6. {#}
Step 6
select ‘Cancel’ three times. You will be taken to ‘View Award Period Summary’
select ‘Schedule’ at the bottom of the screen. You will be taken to ‘View Direct Payment’
Note: Do not select Ap1 / Ap2.
scroll to the top of the page
select ‘print’
scroll to the top of the next page
select ‘print’
continue until finished
select ‘View PVE’
press ‘Prt Scr’ on your keyboard
open your word document from the bottom of your screen
select ‘paste’
select ‘print’
select the cross in the top right hand corner (black cross not red one)
then
select ‘No’
select the new document button which can be found on the far left hand button on the toolbar
minimise the word document
select ‘OK’ if there are no details to display
select ‘Cancel’ if there are no PVE details shown
repeats these steps for all awards
select ‘Cancel’
Note: Remember to repeat the above steps for all versions of the award.
then
go to Step 7.
Step 7
On the ‘Function Menu’
select ‘Household’ from the toolbar
select ‘Maintain Notes’ from the options available
select the customer’s NINO
select ‘all’
select ‘OK’. You will be taken to ‘Select Household’ screen
select the earliest household, if applicable. You will be taken to ‘Maintain Household Notes’
select ‘ View Other’ at the bottom of the page if it is highlighted. You will be taken to ‘view other year based notes’
Note: You will need to have been given permission to view this page. If you haven’t make a note on the cover sheet for the person that’s checking it that it will need doing.
press ‘Prt Scr’ on your keyboard
open your word document at the bottom of your screen
select ‘paste’
select ‘print’
select the cross in the top right hand corner (Black cross not the red one)
then
select ‘No’
select the new document button which can be found on the far left hand button on the toolbar
minimise the word document
where applicable scroll down and repeat this action for each page
starting at the bottom, select each note that has a ‘Y’ next to it
press ‘Prt Scr’ on your keyboard
open your word document at the bottom of your screen
select ‘paste’
select ‘print’
select the cross in the top right hand corner (black cross not red one)
then
select ‘No’
select the new document button which can be found on the far left hand button on the toolbar
minimise the word document
select ‘Cancel’
Note: Repeat this for all notes with a ‘Y’ against it.
once completed, select ‘Cancel’. You will be taken to the ‘Maintain Notes’ screen
select the drop down arrow next to ‘Select Tax Year End’ and select the earliest year
select ‘print’
scroll down and print each page if applicable
select the note that has a ‘Y’ next to it starting at the bottom
select ‘Amend’
press ‘Prt Scr’ on your keyboard
open your word document from the bottom of your screen
select ‘paste’
select ‘print’
select the cross on the top right hand corner (black cross not red one)
then
select ‘No’
select the new document button which can be found on the far left hand button on the toolbar
minimise the word document
select ‘Cancel’
Note: Repeat this for all notes with a ‘Y’ against it.
Note: Erase any names or staff, buildings or phone numbers.
repeat these steps for each year
print all notes with a ‘Y’ next to it under ‘Retained Notes’
Note: If more than one award, repeat this for all.
select ‘Cancel’
then
go to Step 8.
Step 8
On the ‘Function Menu’
select ‘Renewal’ on the toolbar
select ‘View S17’ details from the options available. You will be taken to the ‘Key Entry Data’ screen
enter the customer’s NINO
select ‘all’
select ‘OK’. You will be taken to the ‘Select Household’ screen
start with the earliest award.
If it says ‘Future Date Issued’ in the ‘Status’ column, take no further action.
If it says ‘Finalised Actual’, ‘Auto Renewal’ or ‘Issued’ in the status column, go to Step 9.
Step 9
Select the award. If a dialogue box appears, select ‘cancel’. You will be taken to ‘View S17’.
If there aren’t any entries in ‘S17 Notices’ or ‘Declarations’,take no further action.
If there are entries in ‘S17 Notices’ or ‘Declarations’
select each entry in turn
select the entry
press ‘Prt Scr’ on your keyboard
open your word document from the bottom of your screen
select ‘paste’
select ‘print’
select the cross in the top right hand corner (black cross not red one)
then
select ‘No’
select the new document button which can be found on the far left hand button on the toolbar
minimise the word document
select ‘Cancel’
select ‘Back’
repeat these steps until all printed
then once complete
select ‘Cancel’
select next entry on ‘select household’ page
Note: If the awards change from a joint claim to a single claim, cancel out of the claim and go back in to the single claim
repeat above steps until all awards are complete
select ‘Cancel’.