TCM1000408 - How to use the International Group database - HMRC internal manual

TCM1000408 - How to use the International Group database

Step 1

Access the International Group Database (IGDB). To do this

鈥榙ouble click鈥� with your mouse button on the 鈥業G Database鈥� icon located on your desktop
select 鈥業nternational Group鈥�. A drop down menu will display.

Note: 鈥楢dmin鈥� is restricted access.

Note: You won鈥檛 be able to select a menu option if you don鈥檛 have access to it.

Note: The International Group Database shows Croatia as A1.

If you need to search A2 WAS / RTR, go to Step 2.

If you need to search A1 WAR / RTR, go to Step 2.

If you need to search for a customer鈥檚 record, go to Step 3.

If you need to check whether an E form has been issued, go to Step 4.

If an E Form has been returned, go to Step 8.

If you need to update an existing TCO record, go to Step 9.

If you need to show an E form as a General Note, go to Step 13.

If you need to complete a new TCO record, go to Step 15听

Note: All the screens have an additional facility to view extra information this can be found by selecting and clicking the blue 鈥業鈥�

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Step 2

Hover on 鈥楬ome Office鈥�

select 鈥楽earch A2 WAS / RTR鈥� or 鈥楽earch A1 WAR / RTR鈥�
select the 鈥楻ight To Reside鈥� tab along the top of the screen
complete the relevant fields
select 鈥楽earch鈥�

Note: Use the Wildcard option when searching under name or employer as the customer may have given different variations to CBO, TCO and the Home Office.

Note: Add % to the end of the Card Number or NINO听to speed up the search.

Note: Always search 鈥楢2 WAS鈥� under the name as many entries do not have an HO Ref.

Note: Always search 鈥楢1 WAR鈥� under the name as many entries do not have an HO ref.

Note: Any matching record will be added to the search screen.

select the required match
select 鈥榁iew Right To Reside Record鈥� / 鈥榁iew A2 Record鈥� or 鈥榁iew A1 Record鈥� to view the record
select 鈥楽earch鈥�. The 鈥楽earch鈥� screen will display
< will show the previous matching record
will show the next matching record
select 鈥楶rint鈥� to print the screen.

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Step 3

Hover on 鈥楢ccession鈥�

select 鈥楽earch鈥�
complete the NINO field without the check suffix
select 鈥楽earch鈥� and any matching records will display.

Note: When searching under NINO the TCO, PFA or EC record may display.

go to Step 5.

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Step 4

Access the 鈥楽earch IG鈥� tab

enter the customer鈥檚 NINO
select 鈥楽earch鈥�. This will display any customer records held for that customer
view the records found
go to Step 5.

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Step 5

If a TCO or EC record is displayed, go to Step 6.

If a TCO or EC record isn鈥檛 displayed

select 鈥楢dd Record鈥�
enter the customer鈥檚 NINO
select 鈥楽earch鈥�.

Note: The system will search for an existing EC record, if one is found this will be displayed.

go to Step 15.

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Step 6

If an EC record is displayed

select the EC record
select 鈥榁iew Record鈥�
select the 鈥楥hild Details / E Form鈥� tab.

Note: The details of the first E Form issued are held on the 鈥楥hild Details / E Form鈥� tab.

Note: The details of all other E Forms are held in the General Notes.

select 鈥楨dit E Form鈥�
select 鈥楨mployment / Beneficiary鈥� tab
enter the UK employer if applicable
select 鈥榮ave鈥�

Note: To exit the system, select 鈥楥lose鈥�.

If the children aren鈥檛 shown that an E Form needs to be issued for

select the 鈥楨mployment / Beneficiary鈥� tab
select 鈥榁iew All鈥�.

Note: The last General Note entered will appear at the top of the list.

If a TCO record is displayed

select the TCO record
select 鈥榁iew Record鈥�.

Note: The details of the first E form issued are held on the main record.

Note: The details of all other E forms are held in the General Notes.

Note: Only the last General Note will be shown on the main record.

Note: To exit the system, select 鈥楥lose鈥�.

If the children aren鈥檛 shown on the main record that an E form needs to be issued for

select 鈥榁iew All鈥�

Note: The last General Note entered will appear at the top of the list.

go to Step 7.

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Step 7

If TCO has already issued the E Form for the child, a duplicate shouldn鈥檛 issued.

If the outcome of the enquiry isn鈥檛 recorded

register an interest on the TCO record
select the 鈥楻egister Interest鈥� box
select 鈥楽ave鈥�.

Note: Once the E Form is returned and the outcome recorded by TCO the customer record will be available in a report.

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Step 8

Access the 鈥楴ew TCO Record; screen and complete the following fields

If an E Form has been returned but never recorded on the system as being sent, record all information in one entry.

If there is no reply to the E Form, update the Child details / E Form tab.

go to Step 14.

If there is a reply to the E Form

complete the following fields
- 鈥楧ate E Form returned鈥�
- 鈥极耻迟肠辞尘别鈥�

Note: If an E411 has been issued and we need to record rates of benefit from the EU Member State, select foreign family benefits in payments and complete the necessary 鈥榝requency鈥� rate (converted prior to inputting on database as 拢, using daily or quarterly exchange rates as applicable)

select 鈥榮ave鈥�
access 鈥榙ecision tab鈥�

Note: If you are amending the decision post award, the date payment continued (post award) is required, which is the new date of the decision you have made on the claim. If you are dealing with a supplement click the supplement case box if when paying there are payments remaining. If it is a Nil supplement please select 鈥楽upplement No Payment鈥�.

Children awarded under EC regulations or domestic need to be recorded on the screen. If awarding all children under EC regs then state the number of children.

select 鈥榮ave鈥�
go to Step 16听

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Step 9

Access the 鈥楨dit TCO Record鈥� screen and amend the following fields

If the customers details have changed select

鈥楴补尘别鈥�
鈥楢诲诲谤别蝉蝉鈥�
鈥楻罢搁鈥�
鈥楥辞耻苍迟谤测鈥�

Note: If due to the change of circumstances (change in competency) issue another E Form and update the Child details / E Form tab.

go to Step 15.

If the E Form returned refers to the child in the 鈥楥hild Surname鈥� field

access the 鈥楨dit TCO Record鈥� screen
complete the following fields
- 鈥楧ate E Form returned鈥�
- 鈥极耻迟肠辞尘别鈥�
select the arrows to open the menu options
select the option
go to Step 10.

If the E Form returned doesn鈥檛 refer to the child in the 鈥楥hild Surname鈥� field, access the 鈥楨dit TCO Record鈥� screen.

If the E Form issued isn鈥檛 shown on the main record

select 鈥榁iew All鈥�

Note: The last note will be shown in the General Notes box.

check whether the issue of the E Form has been recorded
select 鈥楥lose鈥�
go to Step 10.

If you are dealing with a Slovakian national case

select 鈥楽lovakian claims鈥�
select 鈥楽earch鈥�
enter NINO听or Rodne Cislo
view / amend record as appropriate
select 鈥榮ave鈥�
select 鈥榗lose鈥�.

Note: If no record is found, consider creating a new record if appropriate.

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Step 10

If a family benefit is in payment

select 鈥楻ate of Foreign Family Benefit鈥�
complete the following fields
- 鈥楩谤别辩耻别苍肠测鈥�
- 鈥楻补迟别鈥�
- 鈥楩谤辞尘鈥�
- 鈥楾辞鈥�
select the arrow to open the 鈥楩谤别辩耻别苍肠测鈥� menu options
select the option.

If a family benefit isn鈥檛 in payment

select 鈥楻ate of Foreign Family Benefit鈥�
select 鈥楩oreign Family Benefits not in payment鈥�

Note: 鈥楧ate of Decision鈥� will be automatically populated.

go to Step 11.

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Step 11

Select 鈥楢dd New鈥�

select the outcome from the 鈥楽tandard Notes鈥� field
select the arrows to open the menu options
select the option
complete the 鈥楴otes鈥� box
enter the full names of the children on the E Form
enter the date it was returned
if the E Form wasn鈥檛 recorded as sent
- include the date of issue
- include the country
go to Step 12.

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Step 12

If a family benefit is in payment

enter
- 鈥楩谤别辩耻别苍肠测鈥�
- 鈥楻补迟别鈥�
- 鈥楩谤辞尘鈥�
- 鈥楾辞鈥�
go to Step 13.

If a family benefit isn鈥檛 in payment

enter no family benefit in payment
select 鈥楽ave鈥� once all of the details have been completed.

If the details aren鈥檛 correct Data Validation Failure reasons will be displayed, select 鈥極K鈥� to go back to the main record.

Note: The system won鈥檛 allow the record to be saved if 鈥楧ata Validation Failure鈥� exists.

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Step 13

Access the 鈥楨dit TCO Record鈥� screen

select 鈥楢dd New鈥�
select the required E Form sent option from the 鈥楽tandard Notes鈥� field
select the arrows to open the menu options
select the option
complete the 鈥楴otes鈥� box with the full names of the children on the E Form date it was issued
- the country it was sent to

Note: The main record should never be changed for the issue of additional E Forms.

select 鈥楽ave鈥� once all of the details have been completed.

If details aren鈥檛 correct Data Validation Failure reasons will be displayed, select 鈥極K鈥� to go back to the main record.

Note: The system won鈥檛 allow the record to be saved if 鈥楧ata Validation Failure鈥� exists.

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Step 14

select 鈥楢dd Children鈥�

Note: Add appropriate children to IGDB you are issuing E Form for.

Note: Consider updating the child details E Form to say no return but also consider changing the decision to reflect the action you are taking on the claim

select 鈥楽ave鈥�

Note: When completing you can鈥檛 amend your decision until the outcome of the E Form is received.

Note: When leaving the IGDB please exit the system by selecting Exit and not opting for the 鈥榅鈥� in the top right corner.

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Step 15

Access the new EC record screen to add a new record

select 鈥楴INO鈥�
select 鈥楾itle鈥� (Mr, Mrs, Miss, Ms)
select 鈥楥ustomer Surname鈥�
select 鈥楥ustomer Forename鈥�
select 鈥楥辞耻苍迟谤测鈥�

Note: Do not select the customer鈥檚 nationality but the country you are dealing with.

select 鈥楢诲诲谤别蝉蝉鈥�
If there is a partner
select 鈥楶artners Surname鈥�
select 鈥楶artners Forename鈥�
select 鈥楴INO鈥�

Note: if customer has a NONO leave blank.

select 鈥榃AS鈥�
select 鈥楥hild Details / E Form鈥� tab

Note: if you need to verify the composition of the family in EU Member State听move on to the decision tab.

select 鈥楥hild details / E Form鈥� tab
enter the child details
enter the date the E Form/SED was issued
enter who issued the E Form/SED
enter the type of E Form/SED issued
select 鈥榮ave鈥�
select add decision on the 鈥楧ecision tab鈥�
enter the date of the decision/date of payment

Note: We are notifying the type of claim we have. Choose the type of claim, if it is under EC regs, select awarded and EC regs. If you amend the decision at post award the date payment continued is required to be completed which is the new date of decision you have made on the claim.
If you are dealing with a supplement select the supplement case, if when paying at a supplement there are payments remaining. If it is a Nil supplement select 鈥楽upplement no payment鈥�

Note: Children awarded under EC regulations or domestic need to be recorded on the screen. If awarding all children under EC regs then state the number of children

Note: If you are dealing with a Slovakian case enter the following information

* NINO
* Rodne Cislo
* Departure date or disallowance date
* Relevant AR code

select 鈥榮ave鈥�
go to Step 16.

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Step 16

Access the 鈥楨mployment / Beneficiary鈥� screen

Note: If CBO have yet to action IGDB you now have a tick box to amend. Select the information from the claim for App1 or App2 and any 3rd party.

Note: A new general note box has been added to view any previous notes with any changes notified.

If you have a UK employer

select appropriate boxes for App1 or App2
select 鈥榮ave鈥�
select 鈥榗lose鈥�

Note: When leaving the IGDB please exit the system by selecting Exit and not opting for the 鈥榅鈥� in the top right corner

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