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To all LA Fraud and Benefit Managers Dear Fraud Manager/Benefit Manager Housing Benefit/Council Tax Benefit Security Guidance 2006/2007

I write to bring your attention to the new edition of the Housing Benefit /Council Tax Benefit Security Guidance (formerly the HB/CTB Security Manual) which has been fully revised and updated to reflect: changes to the subsidy distribution methodology announced in

HB/CTB S4/2005 (Revised), changes to the Performance Measures announced in HB/CTB A7/2006,

the abolition of the Security Against Fraud and Error scheme,

the abolition of the Verification Framework and;

the application of new Housing Benefit and Council Tax Benefit Regulations,

including those applicable to persons who have attained the qualifying age for state pension credit.

The document provides advice and guidance on securing the HB and CTB systems and achieving the performance measures and enablers defined in the Performance Standards. The introduction gives an explanation of the background to the changes relating to subsidy and the links with the Performance Standards. It also provides references to the statutory provisions and a glossary of abbreviations used. The introduction and overview to Part A reinforces our view of the importance of ensuring that the initial entitlement decision is correct and that effective caseload management represents the best method of reducing fraud and error. We have removed all references to previous funding arrangements, the voluntary aspect of the VF scheme, and VF - compliance status because they no longer apply.

The New Claims procedures section has been amended to remove references to VF set up costs and ongoing funding.

Address Maxine Leyland Local Authority Performance The Adelphi (5th Floor) 1-11 John Adam Street London WC2N 6HT Telephone 020 7962 8765 Fax 020 7712 2286 E-mail [email protected] Website www.dwp.gov.uk Date June 2006

For reviews/interventions, we have included references to the Performance Standards performance measures to make clear the requirement to have effective caseload management. We have also included the change to the definition of performance measure 10 which specifies reviews completed rather than commenced. Otherwise the definition of a risk-scored review remains unchanged and confirms that the purpose of the review is to ensure that potential incorrectness is rectified quickly and that LA Decision Makers are responsible for applying the suspension and termination requirements during the review. We have removed the requirement to carry out a number of reviews per month as it is not possible to specify in advance the number to be completed each month. We have also removed the 2 month break from the need to carry out reviews as it became clear during our discussions with the Local Authority Associations that the preferred option was that assessment should be on an annual basis so that LAs could continue to use their resources more flexibly.

The Visiting section has been changed substantially to reflect the decision to use the definition of effective visits as applied to the Best Value Performance Indicator. This definition is considerably wider than that applied for VF purposes but better reflects the realities of a visiting regime.

The Procedures for Administration section replaces Standards of Verification in the old Security Manual. The section on “Verification done by other than LA staff” has been relocated towards the beginning of this section.

We have removed or revised as appropriate references to RATS, order books, CMS, hostel dwellers, evidence on capital, verification guidance, consolidated HB/CTB regulations and other associated regulations so they reflect the current position.

Fraud and Error Strategy Division colleagues have provided the content in Part B

(Identity). We will issue updates to this section as and when further amendments may be required to reflect changes in this area.

Part C (Housing Benefit Matching Service) has been redrafted to reflect the new

arrangements for data matching and reporting. We have also provided relevant appendices to reflect these changes and included the timetable for data collection.

Part D on Royal Mail Do Not Redirect has been reviewed and the amended contents

agreed with the Royal Mail. The appendices have been re-arranged; those appendices which refer back to Part A

and Part C are grouped together; Part B is in the middle but comprises only 1 appendix, the extract from the SSAA 1992 relating to identity.

The Part A appendices have been revised to include references concerning the

importance of understanding the consequences of providing a signature and removing references to VF. The appendix on Fraud Awareness (Appendix 10) has been amended to reflect the need to emphasise importance of Error as a feature of the fraud and error strategy.

The guidance will be available on the website at www.dwp.gov.uk/housingbenefit. Appendix 1 of the guidance contains contact details however if you wish to make enquiries please send them to [email protected]. Yours sincerely Maxine Leyland Local Authority Performance Division

Housing Benefit and

Council Tax Benefit

Security Guidance

Record of amendments

HB/CTB Security Guidance

June 2006

Record of amendments 1 Amendments are serially numbered so that holders can check they have received

the full series.

2 Incorporate amendments immediately and record that you have done so below.

Serial number

Initials Date Serial number

Initials Date

1

19

2 20

3 21

4 22

5 23

6 24

7 25

8 26

9 27

10 28

11 29

12 30

13 31

14 32

15 33

16 34

17 35

18 36

About this guidance

Contents


June 2006

About this guidance Introduction ..............................................................................................................1

Background................................................................................................................5

What this guidance does not contain and where to find that information......................................................................................................20

How to use this guidance .......................................................................................25

Finding the information you need ...................................................................25

Contents .............................................................................................................30

Language and layout of the guidance...................................................................40

Words and phrases used with a specific meaning in this guidance..................................................................................................40

Cross references .................................................................................................45

Statutory references ..........................................................................................50

About this guidance

1-10


June 2006

About this guidance

Introduction 1 This guidance gives information about

• Department for Work and Pensions (DWP) advice and guidance on interventions and verification of claims for Housing Benefit (HB) and Council Tax Benefit (CTB)

• Section 1(1A) and 1(1B) of the Social Security (Administration) Act 1992

• Housing Benefit Matching Service (HBMS)

• Royal Mail ‘Do Not Redirect’ service

2-4

Background 5 Prior to April 2006 the DWP funded two additional subsidy schemes, the

Verification Framework (VF) and Security Against Fraud and Error (SAFE), to drive down the amount of fraud and error in the HB system.

6 Compliance with the VF was voluntary. LAs that adopted one or more modules of the scheme were entitled to claim additional subsidy payments to assist with the cost of its administration.

7 The SAFE anti-fraud incentive scheme provided LAs with additional subsidy payments for identifying and correcting fraud and error in the administration of HB and CTB.

8 HB/CTB Circular S4/2005 (Revised) announced changes to the distribution of administration subsidy from April 2006. All LAs will receive all available VF funding that would have been paid if they were fully compliant with all three modules of the VF. Local Authorities (LAs) will also receive an amount of funding, based on the value of their claims made in accordance with the SAFE scheme in 2004/2005.

9 Combining the funding elements previously paid as VF and SAFE subsidy, and distributing them with HB/CTB administration subsidy using a single formula, allows LAs the opportunity to know their funding level in advance of the financial year. This provides LAs with more financial stability and provides the first step towards more stable three year funding settlements.

10 This combined funding gives LAs the flexibility to fund their administration and security of benefits in accordance with local circumstances. However, as a guide, we expect LAs to direct around a third of their total allocation to security of benefits through effective new claim investigation, reviews, visits and counter-fraud investigations.

About this guidance

11-24


June 2006

11 As funding for programme protection activities will be combined with administration subsidy funding and issued much earlier than previously, DWP needs to ensure that LAs remain committed to resourcing and carrying out counter fraud activities.

12 We have therefore agreed with Local Authority Associations’ (LAA) representatives on revisions to the scoring methodology for the Security theme in the 2005 HB/CTB

Performance Standards to ensure that the Standards encourage all LAs to become even more effective in minimising fraud and error. The security performance measures and enablers have been developed to enable the LAs and DWP to assess performance against guidance contained in the HB/CTB verification guidance, the 2005 HB/CTB Performance Standards Manual and the Fraud Procedures and Instruction (FPI) Manual

13 The DWP advice and guidance on verification represents best practice in support of the Performance Standards.

14-19

What this guidance does not contain and where to find that information

20 This guidance does not include advice about

• subsidy arrangements to LAs – when they are payable and how to calculate, etc. For subsidy information, see HB/CTB Subsidy (S) Circulars and HB/CTB Subsidy Guidance

• the administrative procedures for dealing with benefit claims, such as gathering information. For more information, see

− Housing Benefit and Council Tax Benefit Guidance Manual

− the Adjudication and Operations Circulars, issued by the Department for Work and Pensions (DWP)

21-24

About this guidance

25-39


June 2006

How to use this guidance

Finding the information you need

25 The information in this guidance is contained in separate parts. Some parts of this guidance are split into several chapters, eg DWP advice and guidance on verification has the following chapters

• Introduction

• New Claims procedures

• Reviews procedures

• Visiting

• Procedures for administration

• The Guidance and the law

• Security of administration and Performance Standards

26-29

Contents

30 There is a main contents page at the front of this guidance that

• lists the main and sub headings within each Part of the guidance

• is a quick reference to the structure of the guidance and its subject

31 The guidance is divided into four Parts which are

Part A DWP advice and guidance on verification

Part B Guidance on Section 1(1A) & 1(1B) of the Social Security (Administration) Act 1992, ie identity

Part C Housing Benefit Matching Service

Part D Royal Mail ‘Do Not Redirect’ service

32 Each chapter has its own contents showing a detailed list of all the headings within that chapter.

33-39

About this guidance

40-49


June 2006

Language and layout of the guidance

Words and phrases used with a specific meaning in this

guidance

40 Some ordinary words and phrases have been used in this guidance with a specific meaning to aid ease of reading and understanding, eg

• ‘you’, used to mean the person within the LA making the decision or gathering information and evidence

• ‘we’, used to refer to HB Security Support Team, Local Authority Performance Division (LAPD)

41 In this guidance DWP should be taken to include

• Jobcentre Plus offices

• Jobcentres

• Social Security offices

• The Pension Service

42 Jobcentre Plus should be taken to include

• Jobcentre and Jobcentre Plus offices

• Social Security offices

43-44

Cross references

45 Wherever possible all the main guidance for a particular issue is contained in the same part. Sometimes you will be referred to another part of the guidance, or to another document for further related information rather than repeating that same information.

46-49

About this guidance

50-99


June 2006

Statutory references

50 Reference to the relevant statutory provisions are given in this guidance underneath the relevant paragraph. The abbreviations used are

D&A Housing Benefit and Council Tax Benefit (Decision and Appeals) Regulations 2001

reg for regulation

S for section - refers to a Section of the Social Security Administration Act 1992 or the Social Security Contributions and Benefits Act 1992

Sch for schedule

SSAA Social Security Administration Act 1992

SSCBA Social Security Contributions and benefits Act 1992

51-99

Abbreviations

HB/CTB Security Guidance June 2006

Abbreviations AA Attendance Allowance

AIF Assessed Income Figure

AIP Assessed Income Period

ALMO Arms Length Management Organisation

BB Bereavement Benefit

ChB Child Benefit

CIS Customer Information Service

CMS Customer Management System

CPS Crown Prosecution Service

CTB Council Tax Benefit

CTB Reg Council Tax Benefit Regulations 2006

CTB(SPC) Reg Council Tax Benefit (Persons who have attained the qualifying age for state pension credit) Regulations 2006

DCI Departmental Central Index

DIT Data Integrity Team

DLA Disability Living Allowance

DPA Data Protection Act 1992

DTOPS Data Take-On and Processing Schedule

DWP Department for Work and Pensions

e-SEF External standard enquiry facility

ETD Electronic Transfer of Data

FAQ Frequently Asked Questions

FOG Field Operations Group

FPI Fraud Procedures and Instructions

HA Housing Association

HB Housing Benefit

Abbreviations


HB Reg Housing Benefit Regulations 2006

HB(SPC) Reg Housing Benefit (Persons who have attained the qualifying age for state pension credit) Regulations 2006

HBMS Housing Benefit Matching Service

HMRC Her Majesty’s Revenue and Customs

IAD Information Analysis Division

IB Incapacity Benefit

IRL Indicative Rent Level

IS Income Support

JSA(Cont) Contribution based Jobseeker’s Allowance

JSA(IB) Income-based Jobseeker’s Allowance

LA Local Authority

LAA Local Authority Associations

LAPD Local Authority Performance Division

MA Maternity Allowance

MIDAS Matching Intelligence and Data Analysis Services

MIS Management Information System

NFI National Fraud Initiative

NIFU National Identity Fraud Unit

NINO National Insurance Number

NIS New Incentive Scheme

PIN Personal Identification Number

RATs Remote Access Terminals

RDT Rule Development Team

RMDNR Royal Mail ‘Do Not Redirect’

RMS Referral Management System

RP Retirement Pension

RSL Registered Social Landlord

Abbreviations


SAFE Security Against Fraud and Error

SDA Severe Disablement Allowance

SLA Service Level Agreement

TIC Taken into Consideration

VO Visiting Officer

WB Widow’s Benefit

WTC Working Tax Credit

Contents


June 2006

Contents

Part A – DWP advice and guidance on verification DWP advice and guidance on verification ...................................................... 1.0

Introduction .............................................................................................. 1.0

Queries ..................................................................................................... 1.20

New claims procedures ........................................................................... 1.30

Interventions and Reviews procedures .................................................. 1.35

Visiting ..................................................................................................... 1.40

New Claims procedures .................................................................................... 2.0

Introduction .............................................................................................. 2.0

The claim form ........................................................................................ 2.10

Reviews procedures ......................................................................................... 3.0

Introduction ............................................................................................ 3.00

Data-matches .......................................................................................... 3.10

Risk-scored reviews ................................................................................. 3.40

Definition of a review ............................................................................. 3.50

Changes of circumstance ........................................................................ 3.70

Recording a completed review .............................................................. 3.80

Frequency of reviews .............................................................................. 3.90

Volume of interventions ....................................................................... 3.100

Suspension of benefit ........................................................................... 3.110

Visiting .............................................................................................................. 4.0

Introduction ...................................................................................................... 4.0

Definition of an effective visit ....................................................................... 4.10

Notified/un-notified visits .............................................................................. 4.30

Procedures for administration ......................................................................... 5.0

Evidence and checks ................................................................................. 5.0

Security .................................................................................................... 5.60

Evidence of residency and rent .............................................................. 5.70

Evidence of household composition .................................................... 5.190

Evidence of earnings – employed earners ........................................... 5.280

Evidence of earnings – self employed ................................................. 5.400

Evidence of benefits ............................................................................. 5.430

Evidence of other income ..................................................................... 5.530

Evidence of capital ................................................................................ 5.580

Special rules for hostel dwellers ........................................................... 5.660

Contents


June 2006

The Guidance and the law ............................................................................... 6.0

Introduction .............................................................................................. 6.0

Evidence ................................................................................................... 6.10

Suspending payment of benefit ............................................................ 6.20

Visiting ..................................................................................................... 6.30

Reasonableness ....................................................................................... 6.40

Decisions and decision notices ............................................................... 6.50

Case law ................................................................................................... 6.70

Security of administration and the Performance Standards ......................... 7.0

Introduction .............................................................................................. 7.0

Management information requirements .............................................. 7.10

Training, fraud awareness and checks ................................................... 7.20

Part B – Section 1(1A) and 1(1B) of the SSAA 1992

Evidence of identity ......................................................................................... 1.0

Introduction .............................................................................................. 1.0

LA’s legal responsibility .......................................................................... 1.10

Recording evidence of identity .............................................................. 1.20

Establishing identity ............................................................................... 1.30

Claimants without a NINO ...................................................................... 1.70

HB/CTB claims associated with certain DWP-administered benefits ................................................................... 1.80

Recording the checks and evidence ..................................................... 1.130

Part C – Housing Benefit Matching Service Introduction ...................................................................................................... 1.0

Data Take-on and Processing Schedule ........................................................ 1.10

HBMS data-matches ....................................................................................... 1.30

Risk-scored reviews ........................................................................................ 1.60

Data quality .................................................................................................... 1.70

HBMS data scans .......................................................................................... 1.110

DCI500 LA procedures .................................................................................. 1.120

Part D – Royal Mail ‘Do Not Re-Direct’ service Introduction ...................................................................................................... 1.0

Outline of service ........................................................................................... 1.20

What LAs need to do ..................................................................................... 1.30

Legislative requirements ................................................................................ 1.50

Contents


June 2006

Appendices Contact list .......................................................................................... Appendix 1

Interventions requirement 2006/07 .................................................. Appendix 2

Security: Performance Measures and Enablers ................................. Appendix 3

Risk-scoring methodology ................................................................. Appendix 4

Reviews Form ...................................................................................... Appendix 5

Visiting Officer’s verification statement ........................................... Appendix 6

New claim checklist ............................................................................ Appendix 7

Certificate of Earned Income ............................................................. Appendix 8

HB/CTB self-employed earnings information ................................... Appendix 9

Fraud and error awareness .............................................................. Appendix 10

Fair Processing Statement ................................................................ Appendix 11

Management control sheet ............................................................. Appendix 12

Management checklists ................................................................... Appendix 13

Sections 1(1A) and 1(1B) of the SSAA 1992 .................................... Appendix 14

Data incidents ................................................................................... Appendix 15

Management information requirements 2006/07 ......................... Appendix 16

Form WIB4a Prosecution ................................................................ Appendix 17a

Form WIB4b Caution/Admin Pen ...................................................Appendix 17b

Not used ............................................................................................ Appendix 18

Not used ............................................................................................ Appendix 19

DCI 500 LA DESK AID ....................................................................... Appendix 20

Word Solution/HBLite Desk Aid ...................................................... Appendix 21

HBMS Data Take-On and Processing Schedule (DTOPS) 28 ........... Appendix 22

HBMS Rules 2006 .............................................................................. Appendix 23

Completion of HBMS Results.......................................................... Appendix 24a

HBMS Results Sheet ........................................................................Appendix 24b

Part A – DWP advice and guidance on verification

Contents


June 2006

Part A DWP advice and guidance on verification

Introduction .....................................................................................................1.0

Key elements .......................................................................................1.10

Queries ............................................................................................................1.20

New Claims procedures .................................................................................1.30

Interventions and Reviews procedures .........................................................1.35

Visiting ............................................................................................................1.40


1.0-1.4


June 2006


Introduction 1.0 This guidance is produced by the Department for Work and Pensions (DWP) to

provide Local Authorities (LAs) with minimum standards for the collection of evidence and ongoing checks in both Housing Benefit (HB) and Council Tax Benefit (CTB) cases. The intention is that when LAs adhere to the guidance, the amount of fraud and error entering the system will be reduced, and any that does enter will be detected more readily. This guidance represents best practice in support of the 2005 HB/CTB Performance Standards.

1.1 This guidance is not legislation but it is firmly based on the existing HB/CTB legislation. The guidance does not require, and does not imply, that LAs do anything contrary to the benefit legislation or any other existing statutory or legal requirement. At all times, LAs must decide HB/CTB entitlement in accordance with the law.

1.2 Fraud and error in HB/CTB can be reduced if the initial decision is correct, and any subsequent changes in circumstance are identified early and processed with speed and accuracy. This relies on LAs collecting appropriate information and evidence in support of benefit claims. The guidance helps to increase accuracy from the start of a claim and throughout its life by emphasising both the prevention and detection of fraud and error.

1.3 The guidance sets out the information that must be collected and verified before benefit is paid and specifies the minimum standards of evidence and checks that must be made during the life of the claim. The guidance represents the minimum standards to be applied by LAs in ensuring that the administration of HB/CTB is appropriate, secure and supports the Performance Standards. A link to the Performance Standards is provided in Appendix 1. The performance measures and enablers for the Security theme are provided in Appendix 3.

1.4 The guidance provides support to LAs working to achieve the Performance Standards by the implementation of a system of finding fraud and error in the live caseload by the use of data-matching and risk analysis. It enables LAs to review HB/CTB claims with targeted interventions; better targeting will enable fraud and error to be detected more quickly from fewer interventions.


1.5-1.29


June 2006

1.5 This part is divided into six chapters and gives details of the key elements and the action LAs must take when dealing with claims. There are also a number of supporting appendices. The six chapters are

• New Claims procedures

• Reviews procedures

• Visiting

• Procedures for administration

• The Guidance and the law

• Security of administration and the Performance Standards

1.6-1.9

Key elements

1.10 The three key elements are

• New Claims

• Reviews

• Visiting

1.11 This chapter gives an overview of each of these elements. Full details of each key element are in the relevant chapters.

1.12-1.19

Queries

1.20 Further guidance on preventing fraud and error is contained in the 2005 HB/CTB Performance Standards manual and the Fraud Procedures and Instruction (FPI)

Manual.

1.21 For any enquiries regarding the guidance that cannot be resolved by the Frequently Asked Questions (FAQs) page, contact HB Security Support Team, Local Authority Performance Division (LAPD), see Appendix 1 for details.

1.22-1.29


1.30-1.39


June 2006

New Claims procedures 1.30 The New Claims procedures recommend that LAs

• collect all information and evidence in respect of new claims in accordance with the guidance specified

• verify all new claims in accordance with the guidance specified in this guidance

1.31 All subsequent changes of circumstances to these cases must be verified to these standards, including change of address within an LA area, reported by the claimant or from any other source, either prompted or unprompted.

1.32-1.34

Interventions and Reviews procedures

1.35 The Reviews procedures recommend that LAs

• resolve, within two months, issues raised by all the data-matches carried out monthly for all LAs by Housing Benefit Matching Service (HBMS). A data-match will be resolved when the HBMS Results Sheet has been returned to HBMS indicating that one of the four criteria stated in paragraph 3.21 later in this part has been achieved

• carry out the balance of annual interventions by completing additional risk-scored reviews to be carried out on live claims which are particularly at risk of fraud or error. A list of these cases will be provided monthly by HBMS. The reviews can be carried out by

− telephone

− postal check

− office interview

− visit

1.36 The total number of data-matches resolved and reviews completed should be in accordance with the numbers specified in Appendix 2.

1.37 LAs must, verify to the standards specified in this Guidance any changes of circumstances that have occurred since the last review or last updated information held for the claimant. Such changes may come to light either as part of the review process or fraud investigation when a full review is being carried out.

1.38-1.39


1.40-1.999


June 2006

Visiting 1.40 The Visiting procedures explain that LAs should, in accordance with the

Performance Standards carry out a number of visits per year, equivalent to a specified percentage of its caseload. For the number of visits to be carried out by individual LAs, see Appendix 2.

1.41 LAs who choose to visit a claimant to carry out a review should verify to the standards specified in this guidance any changes of circumstances that have occurred since the last review or last updated information held for the claimant. Such changes may come to light either as part of the review process or fraud investigation when a full review is being carried out.

1.42-1.999

Part A – New Claims procedures

Contents


June 2006

Part A New Claims procedures

Introduction ......................................................................................................2.0

The claim form ................................................................................................2.10


2.0-2.9


June 2006


Introduction 2.0 A new claim means any HB/CTB claim

• when there is no current award of HB/CTB, not including

− cases which are backdated to link with a previous claim, or

− when a previous claim can be reviewed to create continuous entitlement to HB/CTB

• made following a change of address to a different LA area, or

• following extended payments of HB/CTB, or

• not covered by these points when there is a break in entitlement from a previous award

2.1 The New Claims procedures recommend that LAs

• collect all information and evidence in respect of new claims, and

• verify all new claims to the standards specified in Procedures for administration later in this part

2.2 This chapter contains information about the claim form.

2.3-2.9


2.10-2.999


June 2006

The claim form 2.10 The onus is on the claimant to provide all the information and evidence the LA needs to

decide their entitlement. It is vital that the claim form is clear about the information and documentary evidence the claimant must supply in support of the claim.

2.11 The guidance does not require the use of a standard national claim form, however we strongly recommend that LAs refer to the DWP HCTB1 claim form when designing their own form.

2.12 Before a decision on a claim is made, a claim form should either

• collect all the information and evidence as specified in the DWP HCTB1 claim form, or

• contain trigger questions that identify areas that need to be followed up, so that all the information and evidence required is collected

2.13 LAs can design multiple claim forms designed to target different groups, such as pensioners claiming CTB only. These forms should clearly identify areas that need to be followed up for supplementary action.

2.14-2.999

Part A – Reviews procedures

Contents


June 2006

Part A Reviews procedures

Introduction ......................................................................................................3.0

Data-matches ..................................................................................................3.10

Numbers to be resolved.......................................................................3.10

Resolution of a data-match .................................................................3.20

Recording completed data-matches ..................................................3.30

Risk-scored reviews .........................................................................................3.40

Definition of a review.....................................................................................3.50

Action to take at the review stage .....................................................3.60

Changes of circumstance ................................................................................3.70

Recording a completed review ......................................................................3.80

Frequency of reviews ......................................................................................3.90

Volume of interventions...............................................................................3.100

Suspension of benefit ...................................................................................3.110


3.0-3.9


June 2006


Introduction 3.0 This section contains information about

• data-matches

• risk-scored reviews

• changes of circumstance

• recording a completed review

• frequency of reviews

• volume of interventions

• suspension of benefits

3.1 The Reviews procedures

• comprise two elements

− data-matching and

− risk-scored reviews

• provide guidance to LAs to ensure that cases are reviewed in accordance with the targets and timescales specified in the Performance Standards.

3.2-3.9


3.10-3.39


June 2006

Data-matches

Numbers to be resolved

3.10 Every month, HBMS send all LAs a set of data-matches. LAs are encouraged to treat the resolution of a data match as a priority because there is a high chance that data matches will identify incorrectness that is likely to result in larger overpayments the longer they are undetected.

3.11 The Performance Standards indicate that LAs should aim to resolve all data-matches within two months of receipt. See Performance Measure PM11 in the 2005 HB/CTB Performance Standards manual.

3.12-3.19

Resolution of a data-match

3.20 The resolution of a data-match could involve as little as correcting data entries, or may involve a full review, including a fraud investigation. The sifting and management of the data-matches on receipt and who should resolve them is a matter for individual LAs to decide.

3.21 A data-match is considered to be resolved when the HBMS results sheet has been returned indicating that

• the reason for the apparent discrepancy has been identified and the LA have established that the amount in payment is correct, or

• any incorrectness that is uncovered has been rectified, ie the benefit has been re-assessed,or

• a fraud investigation has commenced, or

• action to suspend has commenced

3.22-3.29

Recording completed data-matches

3.30 Because the resolution of a data-match counts towards the LA’s annual target your annual target of interventions, the LA should

• notify the outcome of the resolution to HBMS, and

• only complete the last recorded review date field on your benefit system if a full review has also been carried out

3.31-3.39


3.40-3.59


June 2006

Risk-scored reviews 3.40 HBMS provide all LAs with a monthly list of risk-scored cases. The content and

effectiveness of the list is dependent on LAs providing accurate data extracts to HBMS and the HBSD/IAD scan to the Information Centre on the dates specified in the schedule.

3.41 The Reviews procedures do not require an LA to follow this DWP risk analysis if they have a local risk analysis that they consider more accurate. However, analysis of activity in 2005/06 demonstrates that DWP risk analysis-related activity is more effective than local risk analysis. The risk methodology used in deriving the DWP risk score is explained in Appendix 4.

3.42 If an LA does not provide the monthly extract or if HBMS is not able to provide the list, an LA should meet its quota of interventions using its own risk analysis.

3.43 The guidance does not specify a time limit for completing the review however it is advisable to complete it as soon as practicable to ensure that any potential incorrectness is rectified at the earliest opportunity The purpose of the review is to ensure that the claimant is entitled to the correct amount of HB/CTB. LA Decision Makers are responsible for deciding whether and when to use their powers of suspension and termination during the review process.

3.44 A risk-scored review is completed when the LA has established that

• the customer is entitled to their current rate of benefit, or

• the benefit award has been superseded following a change of circumstances, or

• the benefit award has been terminated, or

• a fraud investigation has commenced

3.45-3.49

Definition of a review 3.50 For standard HB/CTB cases, including pensioners not in receipt of Pension Credit, a

review of a selected case will require checking and confirmation of all the main elements of entitlement by whatever method the LA feels appropriate for that case.

3.51 For non-standard cases, including those in receipt of Pension Credit (both guarantee and savings credit), LAs are not required to review a claimant’s income and capital. The LA must verify the claimant’s ongoing entitlement to Income Support (IS), income-based Jobseeker’s Allowance (JSA(IB)), or Pension Credit. All other HB-specific elements of the claim must be reviewed for these cases to confirm entitlement to HB/CTB.

3.52-3.59


3.60-3.69


June 2006

Action to take at the review stage

3.60 A risk-scored review should cover the main elements of entitlement. The LA can decide whether the risk-scored review is carried out by telephone, post, an office interview or a visit. Whichever method is used, the risk-scored review can be carried out on the basis of a shortened version of an initial claim form. For an example of the form see Appendix 5, LAs can use their own version provided it meets the minimum requirements.

3.61 A risk-scored review requires verification only of any information that has changed since the last review or the initial claim although LAs may wish to verify to a higher standard. Information must be verified in accordance with the guidance in Procedures for administration later in this part. Where claims for HB/CTB are made through the Jobcentre Plus Customer Management System (CMS) instead of a clerical HB/CTB claim form, LAs will need to use the LA Input Document from Jobcentre Plus as the base document for the purpose of carrying out a review.

3.62 Since the completion of the form over the telephone is simply a means of gathering information that may indicate a change of circumstance or other incorrectness in the claim, the guidance does not specify whether the form needs to be signed by the claimant.

3.63 If a change of circumstances is discovered, LAs should act as required by the HB/CTB regulations. LAs can decide if they want to obtain a signature for reasons beyond those stipulated in the regulations.

3.64-3.69


3.70-3.79


June 2006

Changes of circumstance 3.70 Claimants and landlords who receive direct payments of HB for their tenants are

responsible for reporting to the LA, in writing, changes of circumstances which they could reasonably be expected to know might affect their entitlement to HB or the amount received.

HB Reg 88(1), HB(SPC) Reg 69(1); CTB Reg 74(1) CTB(SPC) Reg 59(1)

3.71 All changes of circumstance that come to light as part of the review process must be verified to the standards laid out in Procedures for administration later in this part. LAs should ensure that customers provide appropriate documentation to support the notification of change of circumstances and should ensure that their review form reflects this.

3.72 The guidance requires that only changes since the last review or initial claim must be verified, although LAs may wish to verify to a higher standard.

3.73 The same applies to obtaining a signature for a ‘no change’ review. The guidance does not require this but LAs may want to obtain a signature for their own purposes.

3.74 In all cases when the LA takes action as a result of a telephone call, care must be taken to make sure

• both the caller and information are bona fide

• the information supplied is accurately and fully recorded

3.75-3.79


3.80-3.89


June 2006

Recording a completed review 3.80 On completion of the review, enter the relevant date in the last recorded review

date field on your benefit system. This will make sure the case does not reappear on the list of risk-scored cases until at least

• six months have elapsed for working-age claimants

• three years have elapsed for pensioner cases

3.81 You must resolve any data-match that is subsequently received before the next earliest possible review date, and can review more often in ‘exceptional’ circumstances. Each LA decides what constitutes ‘exceptional circumstances’.

3.82 Some reviews may start as a telephone/postal review but require follow-up by a visit. This will count as one review on the basis that once a review is commenced, it has to be actively resolved by whatever means necessary.

3.83 Action on hotline fraud referral or resolving National Fraud Initiative (NFI) matches can be counted towards your reviews target only if a full review is undertaken. This list is not exhaustive.

3.84-3.89


3.90-3.99


June 2006

Frequency of reviews 3.90 A Working Age claim should not normally be reviewed more than every six months

except where it is considered to be exceptionally risky. A Pensioner’s claim should not be reviewed more than once every three years. Exceptionally a case can be reviewed more frequently if an LA chooses to do so.

3.91 If a claimant who has recently been reviewed subsequently nevertheless appears on a data-match, this must be followed up, as it is a positive indication that a potential incorrectness remains or has arisen since the review.

3.92-3.99


3.100-3.109


June 2006

Volume of interventions 3.100 LAs have targets for the minimum number of interventions to be carried out each

year, see Performance Measure PM 10 in the 2005 HB/CTB Performance Standards. The minimum number of interventions is set out in Appendix 2 to this guidance. The minimum number can be exceeded as all interventions may lead to the identification of fraud and error.

3.101 The total interventions target has been agreed with the Local Authority Associations (LAA). It is based on 50% of the LA’s June 2005 caseload and was used to calculate the 2006/07 Administration subsidy HB/CTB Circular S4/2005 (Revised), paragraph 12 refers.

3.102 To achieve the interventions targets LAs must complete risk-scored reviews and resolve HBMS data-matches.

3.103 Data-matching and risk-scored reviews are most effective if done continuously. LAs should aim to complete a minimum number of risk-scored reviews throughout the year and resolve all data-matches within two months in accordance with the Performance Standards.

3.104-3.109


3.110-3.117


June 2006

Suspension of benefit 3.110 LAs already have powers to suspend benefit in certain prescribed circumstances.

Crucially, there is no right of appeal against decisions to suspend payment of benefit. The claimant can seek leave to bring judicial review proceedings against the decision in question. There is, therefore, an onus upon the Decision Maker to act reasonably, as well as in accordance with legislation.

3.111 An LA can suspend payment of benefit straight away, either in part or in whole, when an issue arises as to whether the conditions of entitlement are satisfied or the present award of benefit may be incorrect.

3.112 An LA can suspend the payment of benefit if a question arises about an award of benefit.

3.113 Request information or evidence from the claimant and give them one month to supply this information. If the claimant says they need more time, you can extend the period as you consider reasonable.

3.114 If the information has not been provided within that period, you can suspend benefit, in whole or in part as appropriate. You should then write to the claimant, explaining that they must provide the information within one month. Again, you can extend this period if it appears to be reasonable to do so.

3.115 If the claimant still does not comply, you can terminate the benefit award. The termination takes effect from the date of suspension or earlier if it is decided that entitlement ceased from an earlier date.

3.116 Before suspending benefit, you must be able to demonstrate you have taken account of all relevant considerations and not based your decision purely on the basis that the case has been identified on the risk-scored review list by DWP. The risk score is simply a piece of information which may trigger a review, and suspension comes later if it comes at all.

3.117 If you suspect there is no entitlement to IS, JSA(IB) or Pension Credit, and as a result, a question arises over whether the person is entitled to HB/CTB or whether the existing award should be revised or superseded, refer the matter to the DWP for its decision. For Pension Credit cases, pass the information to The Pension Service.


3.118-3.999


June 2006

3.118 LAs must bear in mind that

• the decision to suspend is for the LA to take in accordance with the legislation

• the LA must take account of all relevant considerations in making its decision. It must not exclude any relevant consideration, and it must not take account of irrelevant considerations

• the decision whether to review the person’s case precedes any decision to suspend

• when DWP supply the LA with information, including a risk score, they are not requiring the LA to review any particular case or to suspend benefit

• it would be unlawful to suspend simply on the basis of a risk score. The score is based on statistical analysis of how the chance of overpayment tends to vary according to a claimant’s characteristics. It does not indicate any reason to suspect that a particular individual who has a risky score is being dishonest. It means that, in general, people who have similar characteristics to that individual are more likely to have a change of circumstance than those with a lower score

3.119-3.999

Part A – Visiting

Contents


June 2006

Part A Visiting

Introduction ......................................................................................................4.0

Definition of an effective visit .......................................................................4.10

Notified/un-notified visits...............................................................................4.30

Part A – Visiting

4.0-4.15


June 2006

Part A – Visiting

Introduction 4.0 Visiting is an effective method in preventing and detecting fraud and error in

HB/CTB by assisting in confirming residency, ensuring that

• the initial decision is correct, and

• any subsequent changes in circumstance are identified early and processed with speed and accuracy.

Visits can be carried out by fraud and non-fraud staff.

4.1 LAs are required to provide details of the number of effective visits to claimants for the purpose of detecting or preventing fraud or error and their performance is reported through the Best Value Performance Indicator (BV76) (Wales: NS 20) and the HB/CTB Performance Standards (PM 12).

4.2-4.9

Definition of an effective visit 4.10 Since April 2005 PM 12 has included all visits carried out by fraud and non-fraud

staff where the purpose was to prevent or detect fraud or error. The count includes pre-payment visits. A visit is classed as effective if the information gained assists in confirming that the claim is correct, in the detection or prevention of an incorrect benefit payment or in a referral for a fraud investigation.

4.11 Where a series of visits are made on the same case in order to establish the same piece/pieces of information and more than one of these are effective, this will be counted as only one effective visit. The count will include notified and un-notified visits.

4.12 Examples of visits that can be included in the count are

• pre award visits

• visits to confirm residency

• visits to conduct an intervention

4.13 The count of such visits will be included in the HB and CTB Management Information System guide for 2006/07 produced by DWP.

4.14 For the Best Value Performance Indicator the number of effective visits will continue to be measured by 1,000 caseload.

4.15 For the PM 12 the number of effective visits will be assessed against an annual target representing 20% of the LAs live load at June 2005 as used for the Administration subsidy for 2006/07, see HB/CTB Circular S4/2005 (Revised) para 12.

Part A – Visiting

4.16-4.999


June 2006

4.16 The data used for volumes has been taken from the HBMS extracts submitted by each LA using the extract that was closest to 30 June 2005.

4.17 Requirements for 2006/07 are given in Appendix 2.

4.18 Visiting can be used as a method of conducting reviews. See Reviews procedures earlier in this chapter.

4.19-4.29

Notified/un-notified visits 4.30 It is for the LA to decide if visits should be notified or un-notified. In most cases

DWP recommends that visits should be notified but there will be occasions where an un-notified is appropriate.

4.31 Different LAs will carry out un-notified visits in different circumstances, depending on their own risk analysis and local knowledge. Some examples of when un-notified visits may be appropriate are when

• a claimant has previously failed to inform the LA of a change of address whilst claiming HB

• the LA has concerns about the landlord, eg has previously accepted direct payments of HB for tenants who are no longer resident

• the address is known to have a high turnover of occupants

• the claimant has previously failed to declare they are cohabiting or working, and the claimant is not currently declaring a partner or earnings

4.32-4.999

Part A – Procedures for administration

Contents


June 2006

Part A Procedures for administration

Evidence and checks .........................................................................................5.0

Introduction............................................................................................5.0

Verification done by other than LA staff ..........................................5.10

Collecting and recording evidence .....................................................5.20

Exceptions ............................................................................................5.40

Crosschecking .......................................................................................5.50

Security ............................................................................................................5.60

Evidence of residency and rent ......................................................................5.70

Rent Rebate cases.................................................................................5.80

Rent Allowance cases...........................................................................5.90

Landlord’s/agent’s name and address...............................................5.100

Registered Social Landlords...............................................................5.110

Council Tax Benefit cases...................................................................5.120

Crosschecking residency and rent .....................................................5.130

Council Tax records ............................................................................5.140

Handwriting .......................................................................................5.150

Dependants ........................................................................................5.160

Rent books..........................................................................................5.170

Recording the evidence and checks ..................................................5.180

Evidence of household composition............................................................5.190

Partners...............................................................................................5.200

Dependants ........................................................................................5.210

Non-dependants.................................................................................5.220

Second adult rebates .........................................................................5.230

Crosschecking information ................................................................5.240

Single person and lone parent claims........................................5.240

Electoral Register and housing lists ...........................................5.250

Rent Officers................................................................................5.260


Evidence of earnings – employed earners...................................................5.280

Crosschecking earnings......................................................................5.300

Bank statements..........................................................................5.300

Wage slips....................................................................................5.310

Letter from employer .................................................................5.330

Certificate of earnings ................................................................5.340

Handwriting ................................................................................5.350

Other benefits ............................................................................5.360


Contents


June 2006

Expenses ......................................................................................5.370

Severance pay or redundancy ....................................................5.380


Evidence of earnings – self-employed .........................................................5.400


Evidence of benefits .....................................................................................5.430

IS and JSA(IB) ......................................................................................5.440

Pension Credit cases ...........................................................................5.450

Guarantee credit or guarantee and savings credit payment ...............................................................5.450

Savings credit in only in payment ..............................................5.460

Unsuccessful claims for Pension Credit ......................................5.470

HB/CTB Rapid Reclaim claims.............................................................5.480

HB/CTB claims made through the Customer Management System .........................................................................5.490

Post Office® card account .................................................................5.500

Crosschecking benefits.......................................................................5.510


Evidence of other income ............................................................................5.530

Internet banking ................................................................................5.540

Disregarded income ...........................................................................5.550

Crosschecking income .......................................................................5.560


Evidence of capital........................................................................................5.580

Additional information from CMS ....................................................5.600

Evidence specified not available ......................................................5.610

Premium Bonds ..................................................................................5.620

Land and buildings.............................................................................5.630

Crosschecking capital .........................................................................5.640


Special rules for hostel dwellers...................................................................5.660


5.0-5.3


June 2006


Evidence and checks

Introduction

5.0 This chapter explains the standards of evidence needed and the crosschecks that must be carried out for each claim to ensure that LA activity is focused on delivering an effective HB/CTB system in accordance with the Performance Standards. It provides checks to filter out fraud and error. The requirements in this chapter apply to

• all aspects of standard new claims

• HB aspects only of non-standard new claims

• all changes of circumstance that have occurred since the

− initial claim to benefit and/or

− last review

5.1 Verification beyond the requirement is a matter for the LA to decide. Different rules apply for hostel dwellers, see Special Rules for hostel dwellers later in this chapter.

5.2 This chapter also explains some verification procedures which may be different under the CMS process such as in verifying handwriting, see Handwriting and Evidence of benefits later in this chapter.

5.3 National Insurance number (NINO) and identity must be verified for all new claims to HB/CTB as per specified by Section 1 (1A) and 1 (1B) of the Social Security (Administration) Act 1992, see Part B, Guidance on Section 1 (1A) and 1 (1B) of the SSAA 1992 later in this guidance.


5.4-5.10


June 2006

5.4 This chapter contains information about

• evidence and checks

• security

• evidence of

− residency and rent

− household composition

− earnings - employed earners

− earnings - self-employed

− benefits

− other income

− capital

• special rules for hostel dwellers

5.5 Each section specifies the standards of evidence required and details

• what is acceptable evidence

• what to do if the prescribed evidence is not available

• what checks are required for new claims, reviews and visits

• why checks are necessary

• what to do if checking reveals inconsistencies

5.6-5.9

Verification done by other than LA staff

5.10 Where verification activity has been contracted out to a ‘third party’, eg Arms Length Management Organisations (ALMOs), Registered Social Landlords (RSLs) or any such organisation, either under contractual or partnership agreements, the legal duty to administer HB remains with the LA.


5.11-5.20


June 2006

5.11 The LA

• is required to make all decisions and decisions on individual HB/CTB claim entitlement. Claimants should be offered the choice of having their claims verified by the LA or by the ‘third party’ organisation

• remains responsible for maintaining and making sure verification standards are met, including data protection requirements

• will develop quality checking procedures that make sure the verification activity is accurate, and that standards are maintained

• must make sure that fraud and error is prevented and does not enter the system

• retains responsibility for

− any errors and/or omissions that occur during the verification process

− investigating fraud and error

− compliance with intervention targets, data quality and management information

5.12 Any overpayment which results from error and/or omission by the LA will be designated an ‘LA error’ overpayment, with all the recovery and subsidy implications connected with these cases.

5.13 LAs could introduce a checking regime that might include visiting the claimant, checking evidence/documents at the point of contact and build a review of the processes, performance and standards into the internal audit programme. This would reassure the LA that verification by the other organisation is being done accurately and to the required standard.

5.14-5.19

Collecting and recording evidence

5.20 Documents can only be accepted and certified as originals by

• LA staff

• contractor staff, if the LA has contracted out HB/CTB administration

• DWP

• third parties, eg

− RSLs

− ALMOs

− others with whom the LA may have contracted.


5.21-5.29


June 2006

5.21 The LA remains accountable for the standard of verification carried out by the third party. For HB/CTB claims made through the Jobcentre Plus CMS, see HB/CTB claims

made through the Customer Management System later in this chapter for details of what is acceptable to satisfy the guidance requirements.

5.22 Agency staff are also able to take decisions on HB/CTB claims, but the ultimate responsibility for the administration of these benefits remains with the LA.

5.23 The evidence collected and checks made must be clearly and accurately recorded. The checklist proforma at Appendix 7 can be used as an example. How this is done depends on the LA’s processing procedures. However the LA, in recording this information, must show

• any documents that were seen and accepted by an appropriately trained officer as being original

• the identity of that officer

• the date the officer saw the document or made the decision

• the relevant details in the document, or the reason for the decision

5.24 A record must be completed to show the appropriate checks have been made. These records can be either clerical or system based. The LA must make sure all the relevant details are recorded. For example it is not sufficient to record that a bank statement has been seen. The record must show the current balance and any regular deposits or withdrawals made. This information will be used for crosschecking purposes.

5.25 Taking copies of documents provides the most comprehensive information and enables further referral, if necessary. Copies should be clear and, in the case of passports and ID cards, the face of the customer should be visible.

5.26 LAs can choose to either copy documents, eg photocopying or scanning, or record the relevant information contained in the documents, eg on a clerical form, or a system ‘notepad’ facility. The LA, when recording the information must ensure that the record meets the criteria set out in paragraph 5.23 above.

5.27 For an example of a Visiting Officer’s (VO) verification statement, see Appendix 6. This can be used by VOs to record details of evidence obtained during a visit. A similar form could be used by office-based staff. LAs do not need to use this particular form but must record the information it contains.

5.28 When evidence is documented, as opposed to copied, the appropriate chapters of this part show the minimum details that must be recorded.

5.29 It is important to record all the appropriate information, even when the evidence is incomplete and further evidence will be sought.


5.30-5.59


June 2006

5.30 When seeking evidence, the LA should only request what is reasonably required in order to make a decision on the HB/CTB claim. See The Guidance and the law later in this part.

5.31-5.39

Exceptions

5.40 DWP recognises there may be individual cases when full compliance with the guidance is not possible. In such cases, the LA must

• be able to demonstrate it has made all reasonable efforts to establish that the facts are more likely than not to be as stated by the claimant on their claim form

• record its reasons for accepting the lower standard of evidence

• consider each case on an individual basis and not apply blanket exemptions

5.41 If evidence to support the claim is not supplied and the claimant does not supply a reasonable explanation for the failure to provide the information, LAs should consider whether a decision that the claim has not been made in the prescribed manner or a decision based on an adverse inference would be appropriate, see Decisions and decision notices later in this part.

5.42-5.49

Crosschecking

5.50 Crosschecking may identify inconsistencies in the information given by the claimant. It is important to crosscheck a number of areas within the claim. For example a claimant declares they do not have a bank account, but the evidence provided to confirm their income shows the income is paid directly into a bank account.

5.51 In such cases ask the claimant to provide details to explain this apparent discrepancy. This may highlight further discrepancies or disclose undeclared capital or income. By crosschecking against previous claims, similar inconsistencies may be discovered.

5.52-5.59


5.60-5.69


June 2006

Security 5.60 Security is of prime concern when dealing with all documents but particularly those

with value attached or that are difficult to replace.

5.61 Secure procedures should be established to handle the documents and for arranging their safe return after the evidence has been recorded. See 2005 HB/CTB Performance Standards, Resource management for more information.

5.62-5.69


5.70-5.92


June 2006

Evidence of residency and rent 5.70 HB is only payable to claimants who have a liability to pay rent on the dwelling

they occupy as their home. Regulations define who is, or is not, to be treated as

• having such a liability

• occupying the dwelling as their home

5.71 In all cases the key to deciding if a liability exists, and whether the claimant and their family occupy the dwelling as their home, will be the evidence of residency and rent. This will normally be in the form of proof of liability to pay rent.

5.72 CTB is only payable to claimants who are liable for the Council Tax on the dwelling in which they reside.

5.73-5.79

Rent Rebate cases

5.80 In all Rent Rebate cases the LA should be able to establish all necessary proof of the claimant’s tenancy, rent and residency from its own records.

5.81-5.89

Rent Allowance cases

5.90 In all Rent Allowance cases the LA should, in the first instance, seek proof of the liability to pay rent and proof of residency from the claimant. When possible, original documents should be accepted as evidence. If, for example, the claimant does not have an original agreement, they should provide some other form of original documentation.

5.91 Evidence of a claimant’s liability to pay rent could be provided in a number of forms. Acceptable as evidence of tenancy are

• in-date tenancy agreement

• rent book

• letter from the

− landlord

− landlord’s agent

5.92 The most secure way to verify residency is to visit the claimant at their dwelling. However, other methods may be useful, such as seeing a utility bill.


5.93-5.99


June 2006

5.93 The evidence must provide the following information

• the full name and business address of the

− landlord, but see Landlord’s/agent’s names and addresses later in this chapter

− managing agent

• the date the agreement started

• the amount of rent payable

• what is included in the rent, eg

− fuel

− water

− meals

− other support services, in particular

∼ personal care

∼ general counselling

∼ support

∼ cleaning of rooms and windows

∼ emergency alarms

• the payment period or frequency, eg weekly, monthly, four weekly, etc

• details of documents used to verify residency

5.94 For new agreements, confirm the date the claimant moved in. If, at the time the claim was made, the claimant had not yet moved in, verify the date of occupation; the claimant should sign a statement stating the date they occupied the accommodation.

5.95 Tenancy agreements should come in two identical parts, one is kept by the landlord, the other by the tenant. Usually both parties sign both parts. However, following changes in stamp duty, some landlords sign only the claimant’s part and the claimant signs only the landlord’s. The LA should bear in mind that a claimant does not need a tenancy agreement in order to claim HB but if they have one, it should be checked for authenticity.

5.96-5.99


5.100-5.130


June 2006

Landlord’s/agent’s name and address

5.100 Record the landlord’s full name. This should be available to the claimant as it is usually included on a tenancy agreement. By full name we mean a name by which they can be identified, eg, neither ‘John’ nor ‘Mr Smith’ would be sufficient on their own, but ‘John Smith’ or ‘John A Smith’ would be acceptable.

5.101 The intention is that landlords and agents are clearly identified. The LA should not ask the claimant to produce evidence to verify his landlord’s name, because it is not reasonable to expect claimants to provide such evidence.

5.102 Both landlords and agents can be companies. When they are, record the company’s details.

5.103 In many cases, when an agent manages the property, the claimant will not know the landlord’s address. In such cases, it is sufficient for the LA to record just the landlord’s name together with the name and address of the managing agent.

5.104-5.109

Registered Social Landlords

5.110 Some tenants of RSLs, ALMOs and Housing Associations (HAs) may have difficulty in providing tenancy agreements. Additionally, these organisations may wish to avoid having to write letters for individual tenants to confirm tenancy details. In such cases the LA can use information from up-to-date schedules provided by the organisation to crosscheck the information given by the claimant. If the claimant’s details match those on the schedule, accept this as proof of rent and tenancy.

5.111-5.119

Council Tax Benefit cases

5.120 In all CTB cases liability must be confirmed by reference to the LA’s Council Tax records.

5.121-5.129

Crosschecking residency and rent

5.130 In all cases

• crosscheck rent and residency details against

− benefit records. This may indicate if anyone else is claiming from the same accommodation

− Council Tax records, see Council Tax records later in this chapter

• make other checks as appropriate


5.131-5.153


June 2006

5.131 All these crosschecks are designed to build up the evidence supporting genuine claims and identify inconsistencies that point to fraud or error in others. If inconsistencies are identified they must be recorded clearly on the claim, explained, and the outcome recorded. In many cases it will be both appropriate and sufficient to ask the claimant to explain any discrepancies. In other cases, or when suspicions still remain, refer the case to a fraud investigator to follow up.

5.132-5.139

Council Tax records

5.140 Council Tax records must be checked for both HB and CTB cases. These records may provide the date of occupancy and are useful to confirm some of the information supplied by the claimant. Checks may reveal inconsistencies that need to be followed up. For example, a lone parent who has declared no other adults in the dwelling but has not claimed the single person discount.

5.141 The information supplied by the claimant may imply a liability for Council Tax on the accommodation, but Council Tax records may show that another person eg the landlord is responsible for payment. Any differences that are discovered must be pursued, explained, and recorded. If appropriate, update the records.

5.142-5.149

Handwriting

5.150 The handwriting on the claim form can be crosschecked against handwriting on the evidence of rent. If it appears similar, it may indicate the evidence is suspect. Follow-up any suspicion with the claimant and refer to a fraud investigator if appropriate.

5.151 There may be some cases when the handwriting is similar and a valid explanation is provided. For example if the landlord helped the claimant complete the claim form. This should be apparent from the declaration on the claim form. If not, clearly record information on the case following the appropriate checks.

5.152 If HB/CTB claims are made through the Jobcentre Plus CMS process there will not be a claim form. Details regarding the customer’s claim will be collected by Jobcentre Plus and are passed to the LA by way of an LA Input Document.

5.153 The LA Input Document will not be signed by the customer but the customer’s claim statement is signed and retained by Jobcentre Plus. When undertaking fraud prosecutions, dealing with appeals and/or overpayments you may wish to consider the need to obtain the original statement or an extract or copy of the original statement. If necessary, you can request the statement from Jobcentre Plus.


5.154-5.189


June 2006

5.154 For comprehensive information on the CMS processes and procedures, refer to Customer Management System - A Guide for Local Authorities, which can be found on the DWP website: http://www.dwp.gov.uk/housingbenefit/cms/

5.155-5.159

Dependants

5.160 The surnames of dependent children must be checked against the name of the landlord and any non-dependants in the household. If the surnames are the same, make further inquiries to establish if there is any relationship between the children and landlord/non-dependant that has not been declared. If, following such checks, a suspicion of fraud remains, refer the claim to a fraud investigator.

5.161-5.169

Rent books

5.170 Careful inspection of rent books may indicate that entries have all been made at the same time. For example, the same ink is always used and the initials are exactly the same. It is usual for initials or signatures written at different times to vary slightly. If there is a suspicion of fraud, refer the claim to a fraud investigator.

5.171-5.179

Recording the evidence and checks

5.180 It is generally preferable to make copies of documents rather than document relevant information. However, when evidence is documented, as opposed to copied, make sure the details shown at paragraphs 5.91-5.92 earlier in this chapter are the minimum recorded.

5.181-5.189


5.190-5.219


June 2006

Evidence of household composition 5.190 In order for a correct HB decision to be made, you need to know who are members

of the claimant’s household and who occupies the accommodation as their home.

HB Reg 21, HB(SPC) Reg 21; CTB Reg 9, CTB(SPC) Reg 9

5.191 This information is needed in order for you to decide such things as

• who to include as occupiers on referrals to the Rent Officer

• appropriate applicable amounts

• non-dependant deductions

• rent restrictions

5.192-5.199

Partners

5.200 The claimant is obliged to provide full evidence of identity for their partner.

SSAA S 1(1A) & S1(1B)

5.201-5.209

Dependants

5.210 Documentary evidence to confirm household composition is limited. In most cases the main source of information about dependants will be other social security benefits. Evidence of benefits later in this chapter gives guidance on obtaining and recording evidence of other benefits.

5.211 The amount of Child Benefit (ChB) in payment will be an indication of the number of children in the claimant’s household. ChB may be paid four-weekly at the Post Office®, or Direct Payment paid four-weekly into the claimant’s bank or building society account.

5.212 The number and age group of the children may be ascertained from the details given on the award notice.

5.213 Other benefits may include amounts for dependant children. The number and age group of the children may be ascertained from the details given on award notices.

5.214-5.219


5.220-5.229


June 2006

Non-dependants

5.220 Documentary evidence of non-dependants is limited. Some crosschecks must be made against other records held by the LA, eg the electoral register, housing records, Council Tax records, etc.

5.221 Details can also be checked with benefit records when the claimant is in receipt of

• IS

• JSA(IB)

• Pension Credit

• Bereavement Benefit (BB)

• Widow’s Benefit (WB)

• Incapacity Benefit (IB)

• Severe Disablement Allowance (SDA)

• Retirement Pension (RP), and

• Maternity Allowance (MA)

5.222 If a non-dependant is present in the claimant’s household, obtain evidence of their income in order to make the appropriate deduction. If the non-dependant is in receipt of benefit, access DWP records relating to the non-dependant in specific circumstances and within the boundaries of the Data Protection Act (DPA).

5.223 In order to comply with the first principle of the DPA ‘fair and lawful’ the Information Commissioner has advised that a fair processing statement is required when the personal information about the non-dependant is supplied by a third party, ie the benefit claimant. The fair processing statement should give details of the data controller; why they need the information, what they will do with it and who they will pass it to, see Appendix 11.

5.224 Information gathered must be necessary. LAs should liaise with their own legal advisors when drawing up the relevant guidance for staff to ensure compliance with the data protection requirements.

5.225 When the non-dependant is stated to have a low income, this will need to be fully verified before low-level deductions are made.

5.226 Remember the claimant may not be able to provide evidence of a non-dependant’s income, see Evidence of earnings – employed earners later in this chapter. If the claimant cannot verify the non-dependant’s income, make the higher deduction.

5.227-5.229


5.230-5.269


June 2006

Second adult rebates

5.230 In a second adult rebate case, you need to establish the claimant’s identity and circumstances in the usual way. However, as with a non-dependant, the amount of evidence the claimant will be able to furnish about the second adult may be limited.

5.231 Ask the claimant for all the relevant information about the second adult, but accept it may not meet the standards contained in this guidance. You do not need to establish the second adult’s NINO.

5.232-5.239

Crosschecking information

Single person and lone parent claims

5.240 All claims from single people and lone parents must be checked against Council Tax records. A check of these records may reveal a single person or a lone parent has not claimed the single-person discount. This may indicate that someone else is living in the household and has not been declared on the claim form.

5.241-5.249

Electoral Register and housing lists

5.250 These records may provide additional evidence about household composition. The LA should use these records for crosschecking if appropriate. For example, it is not necessary to check the Electoral Register if the claimant has occupied the dwelling since the register was compiled.

5.251-5.259

Rent Officers

5.260 Rent Officers and the records they produce can assist you in identifying anomalies in evidence on household composition provided by the claimant.

5.261-5.269


5.270-5.279


June 2006


5.270 Record evidence and checks as in Collecting and recording evidence earlier in this chapter. The minimum details to be recorded are

• the type of evidence provided, eg award notice, bank statement, etc

• appropriate reference numbers

• relevant dates, these should help you take account of foreseeable changes

• details of non-dependants’ gross income

5.271-5.279


5.280-5.287


June 2006

Evidence of earnings - employed earners

5.280 HB and CTB legislation requires the LA to decide the average earned income of employees who claim benefit.

5.281 The legislation is quite precise as to the period over which the average is decided. In most cases the period for which the evidence is required is immediately prior to the benefit week in which the claim is made.

5.282 When the claimant or their partner declares they have earnings from employment, you need to see the appropriate evidence before HB/CTB are decided. The evidence should cover the period immediately prior to the claim being made. For weekly-paid employees, you will need evidence of the last five weeks’ pay.

5.283 For monthly-paid employees, you need evidence of the last two months’ pay. In all other cases you need evidence to cover at least the previous five weeks’ pay. For example, in the case of a fortnightly-paid employee, you need evidence of the last three payments.


5.284 When the claimant cannot provide evidence for the relevant period you need other evidence to accurately determine the claimant’s average weekly income. For example when a claimant has recently started a job, details of expected earnings provided by the employer might be used.

5.285 It is important to collect all the necessary evidence of employment, this may involve more than one type of evidence.

5.286 Only ask claimants for evidence which they can reasonably be expected to obtain, see Evidence later in this part. When a claimant is unable to produce a particular piece of evidence, ask for alternative evidence. The guidance should not be used to penalise claimants who do not have certain pieces of evidence.

5.287 The following are all acceptable as evidence of employment and income

• wage slips, but see Wage slips later in this chapter

• certificate of earnings from employer. This must have a declaration, signed by the employer, stating that the information contained in the statement is true and complete. For an example, see Appendix 8

• letter from employer, which must show the same details as a certificate of earnings

• Working Tax Credit (WTC) award notification with details of earnings on it. The earnings on the notification must be for the appropriate period. WTC is awarded for fixed periods and earnings can increase during the award without WTC being affected


5.288-5.299


June 2006

5.288 Whatever form the evidence takes, record the following on the case

• the employer’s name and address

• the number of hours worked, and the period

• gross income for the

− year to date

− period covered

• income tax deducted for the

− period covered

− year to date

• National Insurance contributions deducted for the

− period covered

− year to date

• occupational pension or personal pension contributions made by the employee, and

• method of payment, eg cash, cheque, or directly into bank

5.289-5.299


5.300-5.315


June 2006

Crosschecking earnings

Bank statements

5.300 When the evidence shows wages or salaries are paid by cheque or directly into a bank or building society, make sure evidence of the relevant bank accounts is collected as detailed in Evidence of capital, and Recording the evidence and checks in this chapter. Follow up any discrepancies and record on the case.

5.301-5.309

Wage slips

5.310 Check wage slips to make sure they

• relate to the claimant or partner, as appropriate

• cover the relevant period as required by the legislation

• have not been altered

Follow up any discrepancies and record on the case

5.311 If the claimant produces computer-generated pay-slips which are clearly identifiable as from the claimant’s employer, eg they have the company’s logo on them, and the LA is aware of the employer’s address through local knowledge, there is no need to seek further evidence of the employer’s address.

5.312 If the claimant produces handwritten or ‘brown envelope’ pay-slips, ask for further evidence of the claimant’s income, for example by obtaining a certificate or letter from the employer, see Appendix 8.

5.313 Once you have established the name and address of the employer, and recorded it on the case, there is no need to see further evidence on renewal claims unless the claim form shows a change in employment.

5.314 Make sure the hours worked, the type of work being done, and the earnings are consistent with local conditions.

5.315 Make further inquiries if wages are low in relation to the number of hours worked and the type of work, particularly low pay could be a sign of collusion between the claimant and employer.


5.316-5.349


June 2006

5.316 Refer such cases to a fraud officer for investigation. The LA might also wish to use its powers under

• HB Regs, regulation 42 (9)

• CTB Regs, regulation 32(9)

to apply a notional income in such cases.

5.317 Make checks of the average earnings on the pay-slips against the average suggested by the year-to-date figure. Any discrepancies must be followed up and recorded on the case.

5.318 If you have any doubts about the authenticity of the pay-slips or the information they contain, ask the claimant for additional evidence such as a certificate or letter, see Appendix 8.

5.319-5.329

Letter from employer

5.330 This form of evidence is only acceptable when it contains the name and address of the employer. Greater credence could be given to letters authenticated by an employer’s stamp.

5.331 Look out for obvious anomalies, such as handwritten letters on plain paper from large organisations which on the whole tend to use headed paper. Also poor spelling, grammar or layout might indicate that a letter is not what it purports to be. Further inquiries may be necessary, either by phone or in writing, to validate a letter.

5.332-5.339

Certificate of earnings

5.340 For an example of a Certificate of Earned Income, see Appendix 8. As with all other evidence, make sure all reasonable checks are made as to the authenticity of completed certificates.

5.341 If any doubts are raised, make further inquiries and record the outcome. Make similar checks on the figures given on a certificate as for wage slips. See Wage slips earlier in this chapter.

5.342-5.349


5.350-5.399


June 2006

Handwriting

5.350 Check all handwritten evidence against the claimant’s handwriting. In most cases when handwritten evidence is provided, make further checks with the employer to authenticate the document.

5.351 LAs should be aware that with modern IT equipment it is possible to make realistic copies of headed paper, etc. If you doubt the authenticity of a document, make further checks.

5.352-5.359

Other benefits

5.360 If a claimant declares receipt of another benefit, such as WTC, which would indicate that there are earnings to be declared, but none have been declared, make further checks to establish why this is.

5.361-5.369

Expenses

5.370 If a claimant has requested that an allowance be made for the expenses of a child minder, the appropriate authority’s records must be checked to confirm that the child minder is registered before expenses can be allowed. Ask the claimant to provide evidence that fees are paid to the child minder for regular child care. A copy of the contract should suffice.


5.371-5.379

Severance pay or redundancy

5.380 When a claimant has recently left employment, obtain evidence of any redundancy or severance pay they received. When it is likely that such payments were substantial, make crosschecks with the evidence of capital provided by the claimant. Follow up any discrepancies and record details on the case.

5.381-5.389


5.390 Record evidence and checks as in Collecting and recording evidence earlier in this chapter, and the minimum to be recorded for wages as in paragraph 5.288.

5.391-5.399


5.400-5.408


June 2006

Evidence of earnings – self-employed 5.400 HB and CTB legislation require the LA to calculate the average earned income of

claimants, or their partners, who are self-employed.

HB Reg 30, HB(SPC) Reg 37, CTB Reg 20, CTB(SPC) 27

5.401 The legislation allows the LA to decide the appropriate period over which the average earnings are calculated. In all cases, the period for which the evidence is required cannot exceed one year.

5.402 The legislation is quite detailed as to how a self-employed claimant’s income is calculated. The LA should have regard to what the legislation requires when deciding what evidence is needed for the average earnings of a self-employed claimant to be decided correctly.

HB Reg 37, 38, 39, HB(SPC) Reg 38, 39, 40; CTB Reg 27, 28, 29, CTB(SPC) Reg 28, 29, 30

5.403 Verifying income from self-employed earnings can present a number of problems. The most significant is often a lack of information or little confidence in the evidence provided.

5.404 This makes it difficult to specify minimum standards of evidence that can be applied universally to all self-employed claimants. Consider individual claims based on the evidence presented.

5.405 Each claim will need to be treated on its own merit, the aim being to achieve a satisfactory level of confidence in the information being provided. The onus is on the claimant to demonstrate their self-employed status and the level of earnings for the relevant period.

5.406 You must be reasonable in making requests for evidence, and only ask the claimant for evidence which they can reasonably be expected to have or obtain, see Reasonableness later in this part.

5.407 Ask all non-IS/JSA(IB)/Pension Credit self-employed claimants to provide some form of accounts. For those who have been trading for a complete financial year, or longer, it is reasonable to assume that some form of accounts would have been drawn up for tax purposes. In such cases, ask the claimant to provide a copy of these accounts.

5.408 For those that have only just commenced self-employment or whose accounts are unavailable or unacceptable, calculate estimated earnings based on alternative information and evidence. In such cases, the claimant must complete a self-employed earnings information proforma, see Appendix 9.


5.409-5.429


June 2006

5.409 The proforma can be adapted to suit the LA’s style and requirements. The information given by the claimant on the proforma needs to be substantiated. This can be gathered from a variety of sources, including

• bank or building society statements, both business and personal

• cheque books

• latest income tax assessment

• invoices and receipts

• other appropriate records

5.410 A combination of items, rather than one piece of evidence, is likely to be needed to provide enough detail to establish the level of earnings.

5.411 Check the details provided by the claimant on the proforma to make sure the income declared is consistent with the type of work being done, the number of hours being declared and local rates for the job.

5.412 Follow up any discrepancies and record details, and if appropriate ask the claimant for more information to resolve such discrepancies.

5.413 For non-standard cases only, the LA is not required to do a full review on the self-employed element of the benefit claim.

5.414-5.419


5.420 Record evidence and checks as in Collecting and recording evidence earlier on this chapter. Make sure the following details are the minimum recorded

• details of the evidence seen and confirmation documents were originals

• gross receipts for period

• expenses for period

• full details of the calculation of net income

5.421-5.429


5.430-5.449


June 2006

Evidence of benefits 5.430 HB and CTB legislation requires the LA to decide the average income of all benefit

claimants. This requirement includes many of the benefits paid by the DWP and other Government Departments.

HB Reg 25, HB(SPC) Reg 23, CTB Reg 15, CTB(SPC) Reg 13

5.431 The legislation is quite precise as to the period over which benefits are taken into account.

5.432-5.439

IS and JSA(IB)

5.440 Confirm whether the claimant is in receipt of IS/JSA(IB). Whilst the onus is on the claimant to prove this, it is acceptable for the LA to check. This can be done using the Customer Information System (CIS) via the External Standard Enquiry Facility (e-SEF). LAs may continue to use Electronic Transfer of Data (ETD) until its integration with the CIS. It is expected that some clerical notification, using NHB forms may still be required.

5.441 You may need to confirm entitlement to Attendance Allowance (AA) or Disability Living Allowance (DLA) (care component) in order to decide whether or not a non-dependant deduction is appropriate.

5.442 If the claimant, or their partner, is in receipt of any social security benefit other than IS/JSA(IB)/Pension Credit, it must be verified before a decision on HB/CTB is made. Acceptable evidence for this purpose is

• a current award notification detailing the current rates of benefit

• current bank or building society statement showing payments of benefit paid by Direct Payment

• telephone, fax, electronic or written confirmation provided by the DWP. Written or faxed evidence must be on official stationery and contain the office address and the identity and contact details of the officer completing it. Record evidence taken by telephone on the case together with the identity and contact details of the DWP member of staff. Note: some staff may be reluctant to give their full names. If this occurs accept the details they give – usually a first name – and, if you have any doubts, check the details by telephoning the liaison officer at the DWP

5.443-5.449


5.450-5.479


June 2006

Pension Credit cases

Guarantee credit or guarantee and savings credit in

payment

5.450 When the claimant has been awarded guarantee credit or savings and guarantee credit together, the claimant has linked entitlement to full HB/CTB.

5.451-5.459

Savings credit only in payment

5.460 Take savings credit into account in full in the HB/CTB assessment for claimants in receipt of savings credit only.

5.461 The Pension Service must provide LAs with an Assessed Income Figure (AIF) detailing the income and capital used in the Pension Credit calculation, and the amount of savings credit in payment. Use the AIF when calculating HB/CTB.

5.462-5.469

Unsuccessful claims for Pension Credit

5.470 For those pensioners who claimed for Pension Credit but are not entitled to it, The Pension Service will still pass on details of the claimant’s income and capital to the LA.

5.471 You may use the information in the assessment for standard HB/CTB, but there is no obligation to do so. For further information, see Housing Benefit and Council Tax Benefit Guidance Manual.

5.472-5.479


5.480-5.489


June 2006

HB/CTB Rapid Reclaim claims

5.480 HB Rapid Reclaim will be appropriate when all the following conditions are met. The claimant is

• reclaiming either

− IS or JSA at the same time as

− HB/CTB

• reclaiming benefit within 12 weeks of their last entitlement to benefit, and

• entitled to IS/JSA(IB) and there have been no changes of circumstance since their last entitlement to HB/CTB

5.481 When you receive form HBRR1, check

• that the form is properly completed. If the form is not properly completed it will not be possible to process the claim without getting back to the claimant. You can either return the form or send a full-length form

• the details against details of previous HB/CTB claim held on the system. If the details are not the same, it will not be safe to process the claim without further information from the claimant. Depending on the individual circumstances of the claim, you can either send a full-length form or get back to the claimant about the specific change

• that the claimant has declared there are no changes of circumstance since their last entitlement to benefit. If the claimant has declared a change, it will not be appropriate to process the claim without getting further information. Depending on the individual circumstances of the claim, you can either send a full-length form or get back to the claimant about the specific change

• whether the claimant is entitled to IS or JSA(IB). Jobcentre Plus or the social security office will send notifications of IS/JSA(IB) entitlement to the LA. LA staff can also use their RATs. If the claimant is not entitled to IS/JSA(IB), send the claimant a full-length claim form

• that it is not more than 12 weeks since the claimant’s previous entitlement to HB/CTB ceased. Although issue of form HBRR1 is linked to IS/JSA last entitlement dates, there should be no circumstances when the last previous date of HB/CTB entitlement is more than 12 weeks from the date of the HB Rapid Reclaim. In rare cases, when the previous entitlement to HB/CTB is more than 12 weeks before, or if there is no previous claim to HB/CTB, the claimant may have been incorrectly issued with form HBRR1. Send a full-length form

5.482 Process the claim and restore HB/CTB to the previous level of entitlement. For further information, see Housing Benefit and Council Tax Benefit Guidance Manual.

5.483-5.489


5.490-5.499


June 2006

HB/CTB claims made through the Customer Management System

5.490 Regardless of the primary benefit(s) being claimed (IS, JSA(Cont), JSA(IB) or IB) all HB/CTB information is gathered by Jobcentre Plus through the CMS scripts. However, Jobcentre Plus will only verify evidence required for the primary benefit claim. They will not request or verify HB/CTB only evidence.

5.491 You need to contact claimants for further evidence to support their HB/CTB claim, eg for proof of rent and verify it in the normal manner. Part B, Guidance on Section 1(1A) and 1(1B) of the Social Security (Administration) Act 1992 later in this guidance contains guidance on Identity and National Insurance Numbers.

5.492 Jobcentre Plus will record any evidence of income and capital accepted and verified in support of the primary benefit claim on the LA Input Document, you can accept this as sufficient to satisfy the requirements of the guidance. The LA Input Document provides details of all the evidence the customer has been asked to provide, see Section 11 of the Customer Management System – A Guide for Local Authorities, which can be found on the DWP website http:www.dwp.gov.uk/housingbenefit/cms/.

5.493 The LA Input Document shows any state benefits in payment to the claimant/partner/children, eg the amount, frequency, and the system used to verify the information, again see Customer Management System - A Guide for Local

Authorities, Verification Details for further information.

5.494 You may also accept, for the purposes of assessing HB/CTB entitlement, any information contained in the LA Input Document showing, for example, a calculation of the value of shares or of average earnings. However, check details for any obvious errors and remember you will probably only need to use this information if the primary benefit fails.

5.495 Remember, all decisions regarding HB/CTB entitlement rest with the LA, not Jobcentre Plus. For further information, see Customer Management System – A

Guide for Local Authorities.

5.496-5.499


5.500-5.519


June 2006

Post Office® card account

5.500 The Post Office® card account is a simple account operated by the Post Office® and designed for receiving

• most benefits (but not including HB/CTB)

• state pensions

• war pensions

• tax credits

5.501 Other payments, for example wages, cannot be paid into this account. These accounts do not pay interest.

5.502 Almost anyone can open a Post Office® card account and customers cannot go overdrawn. Customers can get their cash over the counter at any Post Office® branch but not from a bank, building society or cash machine.

5.503 The account comes with a card and a Personal Identification Number (PIN). Customers will receive a quarterly statement of their account. This will detail all credits and debits on the account and will show the current balance of the account.

5.504 For all claims, you need to verify the amount declared on the claim form. You may take evidence of capital into account if the amount exceeds a prescribed amount, see Evidence of capital later in this chapter.

5.505-5.509

Crosschecking benefits

5.510 Refer to the claim history, if one exists, which gives details of previous information to substantiate the current claim. If previously declared benefit is missing from the current claim form, and all other circumstances appear the same, establish if the benefit is still in payment. If further enquiries are necessary record them, with the outcome, on the case.

5.511 If benefit is paid into a bank or building society account, make sure you see the appropriate statements. As with all statements, they should be examined for evidence of other income, which may not have been declared.

5.512-5.519


5.520-5.529


June 2006


5.520 Record evidence and checks as in Collecting and recording evidence earlier in this chapter. Make sure the following details are the minimum recorded

• type of evidence provided, and when documents were seen, confirmation that they were original, eg award notice, etc

• types of benefit being paid

• gross amount payable and how often it is paid

• who the benefit is payable for, eg ChB details the names and dates of birth of the children for whom it is paid

5.521-5.529


5.530-5.539


June 2006

Evidence of other income 5.530 Verify all the claimant’s income before making a decision on the claim, subject to

disregarded income, see Disregarded income later in this chapter. If possible, establish if the income is subject to regular increases and if so, when, eg an occupational pension that increases annually in April.

5.531 The following are acceptable as evidence of income

• recent payment slips

• recent full bank statement that shows the amount being paid and its source. See also Internet banking and Evidence of capital later in this chapter

• appropriate award notification, eg a benefit award notice, court order notice, notification of tax credit award, or Child Support Agency notification. You must be satisfied the notification shows the current amount being paid to the claimant

• telephone confirmation from the source of income, eg a former employer paying an occupational pension. Record details of any call, include details of the contact name and their position in the organisation. In the case of tax credit, confirmation of the award can be obtained by telephoning the Inland Revenue

• fax confirmation from the source of income, eg a former employer paying an occupational pension. You must be satisfied the fax originated from the appropriate source, eg the fax might contain an official logo, address, contact name and phone number, etc

• letter from a non-resident parent confirming maintenance payments they are making

Note: This list is not exhaustive.

5.532 In all cases, you must be satisfied the evidence provided is sufficiently robust to verify the declared income. If it is not, or any doubt arises, seek further evidence and/or make appropriate enquiries.

5.533 When seeking evidence, bear in mind that claimants can only be asked to supply evidence that they have, or could reasonably be expected to obtain, see Reasonableness later in this part.

5.534-5.539


5.540-5.559


June 2006

Internet banking

5.540 If a claimant holds an account with a financial services company that provides the service via the Internet, you need to ask the claimant for screen prints of their account details.

5.541 The prints should contain details covering at least the previous two months’ transactions. As the financial institutions concerned have quite rigid security, the claimant would not be able to manipulate the account details without some difficulty.

5.542 In most cases it should be clear that the prints are screen prints because of the layout, logos, etc. You should not accept prints that have been altered or that appear to have been manipulated in any way.

5.543 Remember claimants may have to pay to get copies of their account details from the financial institution, and that these are likely to be in the form of screen prints anyway.

5.544-5.549

Disregarded income

5.550 HB and CTB regulations provide for the full disregard of certain types of income. When a claimant states they are in receipt of an income that is fully disregarded, do not seek verification of the amount of income. However, if receipt of that income gives rise to an increase in applicable amounts, you must verify that the claimant is in receipt of the income in question.

HB Sch 5, HB(SPC) Reg 29 & Sch 5; CTB Sch 4, CTB(SPC) Reg 19 & Sch 3

5.551 The regulations specifically state that claimants shall not be required to produce information or evidence relating to certain types of payment, including payments made under the Macfarlane Trust, the Eileen Trust, the Independent Living Funds, The Skipton Fund and the London Bombings Relief Charitable Fund.

HB Reg 56(1)&(4), HB(SPC) Reg 67(1)&(4); CTB Reg 72(1)&(4), CTB(SPC) 67(1)&(4)

5.552 If it is unclear whether an income is to be disregarded, because, for example, you are unsure of the exact nature of the income, ask for the necessary evidence to establish what the income is. As soon as it becomes apparent that it is income to be disregarded, stop asking for further evidence, it is not needed for a decision to be made.

5.553 Fully verify income subject to a partial disregard in line with paragraph 5.550

above. This is needed for the appropriate amounts to be taken into account.

5.554-5.559


5.560-5.579


June 2006

Crosschecking income

5.560 Whenever a claim is received, check it against any previous claim. This helps to highlight discrepancies between the claims, or substantiate the current claim. Significant differences in income, which have not been satisfactorily explained, must be followed up with relevant enquiries. If further enquiries are made, record details of on the case.

5.561-5.569


5.570 Record evidence and checks as in Collection and recording evidence earlier in this chapter. Make sure the following details are the minimum recorded

• the type of income being paid

• the type of evidence provided, eg

− payment slip

− award notice

− bank statement

− benefit order book

• appropriate reference or account numbers

• the amount and frequency of payments

• any foreseeable changes to the amount or frequency of payments

5.571-5.579


5.580-5.585


June 2006

Evidence of capital 5.580 HB and CTB legislation requires the LA to make a decision on the amount of capital

belonging to a claimant and their family. When the capital exceeds a prescribed amount, no HB or CTB is payable.

HB Reg 43, HB(SPC) Reg 43, CTB Reg 33, CTB(SPC) Reg 33

5.581 The legislation requires the LA to calculate tariff income for amounts

• less than the prescribed limit, currently £16,000, but

• greater than a second prescribed figure currently

− £6,000, or

− £10,000, if the claimant is permanently in residential accommodation

HB Reg 52, HB(SPC) Reg 29(f); CTB Reg 42, CTB(SPC) Reg 19(2)

5.582 In Pension Credit cases, the £16,000 capital limit continues to apply in HB/CTB except if the claimant is entitled to guarantee credit, when all the income and capital is disregarded. Capital of £6,000 and below is completely ignored along with any income from that capital.

5.583 For

• Working Age claimants, assume an income, of £1 per week for each block, or part thereof, of £250, based on the total value of the claimant’s capital assets over £6,000

• people aged 60 or over, assume an income, of £1 per week for each block, or part thereof, of £500.

For further information see Housing Benefit and Council Tax Benefit Guidance Manual.

5.584 In non-standard cases, notify Jobcentre Plus/DWP if the claimant/partner has declared capital of £5,500 or more.

5.585 There are separate rules regarding the treatment of

• different types of capital, and

• capital belonging to children or young persons

HB Regs 44 to 49 &51, HB(SPC) Regs 44 to 47 & 49; CTB Regs 34 to 41, CTB(SPC) Regs 34 to 39


5.586-5.588


June 2006

5.586 Capital can take a variety of different forms, eg

• bank accounts

• building society accounts

• deposit account with other financial organisations, such as insurance companies

• cash

• National Savings Certificates

• The Post Office® Card Account

• Premium Bonds

• shares

• unit trusts

• Personal Equity Plans (PEPs)

• Individual Savings Accounts (ISAs), Tax Exempt Special Savings Accounts (TESSAs)

• Tessa-only Individual Savings Accounts (TOISAs), and

• land and buildings, but see Land and buildings later in this chapter


5.587 Generally, capital falls into savings and investments, but also includes property, eg land and buildings. Only capital that belongs to the claimant and their family, and is available to them, is taken into account.

5.588 The guidance on verification indicates that you need to fully verify all the capital declared on the claim form for all claims. You must always see the originals of the documents appropriate for verifying each type of capital.


5.589-5.619


June 2006

5.589 Claimants can provide appropriate evidence to verify their capital. Listed below are some of the main types of evidence a claimant might provide are

• current bank or building society statements, see Internet Banking. A slip showing the outstanding balance is not acceptable. Statements, which show all credits and debits and the outstanding balance for a period of at least two months are required

• a letter from the organisation that holds the capital, eg bank, building society or insurance company. The letter should detail

− the type of account

− the balance outstanding

− any transactions occurring in the last two months

− the account number

• original documents showing proof of ownership, eg share certificates, Premium Bonds, statements showing dividends, building society passbooks, etc


5.590-5.599

Additional information from CMS

5.600 You may also accept, for the purpose of assessing HB/CTB entitlement, any information contained in the LA Input Document showing, for example, a calculation of the value of shares or average earnings. However, check details for any obvious errors and remember you will probably only need to use this information if the primary benefit fails.

5.601-5.609

Evidence specified not available

5.610 Ask claimants to provide the evidence as previously specified in the guidance. Exceptionally, the claimant may not possess a current statement and the financial institution concerned might levy a charge for copies. In these exceptional cases confirmation of the balance is acceptable, as the claimant may not be in a financial position to pay for a copy statement. Ask the claimant when the next statement is due and ask them to forward the evidence then. Follow up such cases to make sure the appropriate evidence is supplied.

5.611-5.619


5.620-5.649


June 2006

Premium Bonds

5.620 When the claimant has a large number of Premium Bonds there is no need to copy them or record all the individual identification numbers, etc. It is acceptable to record the total value of the bonds, together with details of the number and denomination of the certificates.

5.621-5.629

Land and buildings

5.630 The property occupied by the claimant and their family as their home does not count as capital. This includes owner-occupiers for CTB purposes. Obtain details of all other property or land owned by the claimant/partner or dependants, whether in this country or abroad. Request details of its value and current status, eg if it is let out, occupied by relatives, subject to repossession, etc.

5.631 If you are not satisfied by the valuation evidence provided by the claimant, you can seek a valuation of the property from the District Valuers Services, see Housing

Benefit and Council Tax Benefit Guidance Manual, Valuing the property.

5.632-5.639

Crosschecking capital

5.640 The LA’s ability to crosscheck information about capital is limited. Local knowledge and the experience of staff will play a major role in identifying fraud and error. Refer to the claim history, which gives details of previous circumstances, eg types of capital and account details, etc and may provide information to help substantiate the current claim. Follow up significant differences in capital, which have not been adequately explained. If further enquiries are necessary, record details on the case, together with details of the outcome.

5.641 If the claimant is receiving wages or other income paid directly into a bank account, check the bank account has been declared as capital. If it has not, check with the claimant and record details on the case.

5.642 Any large or frequent withdrawals from an account must be queried to see if there is a deliberate disposal of capital to claim benefit, or if money has been transferred to another account that has not been declared.

5.643-5.649


5.650-5.659


June 2006


5.650 Record evidence and checks as in Collecting and recording evidence earlier in this chapter. Make sure the following details are the minimum recorded

• the type of evidence provided and when documents were seen

• confirmation the originals were seen, eg

− bank statements

− building society book

− Premium Bonds, etc

• the type of capital held, eg

− current account

− savings account

− bonds

− shares, etc

• individual account references and certificate numbers, etc

• the value of each type of capital. If the LA has calculated the value of a capital asset, it should record on the case how the valuation was made

• the total value of all capital held

5.651-5.659


5.660-5.664


June 2006

Special rules for hostel dwellers

5.660 The legislation requiring claimants to provide details of their NINO, or sufficient details for one to be traced or allocated does not apply to people who live in hostels.

HB Reg 4(a), HB(SPC) Reg 4(a)

5.661 This change applies only to hostel dwellers. ‘Hostel’ is defined in legislation as

“…a building -

(a) in which there is provided for persons generally or for a class of persons, domestic accommodation, otherwise than in separate and self-contained premises, and either board or facilities for the preparation of food adequate to the needs of those persons, or both and –

(b) which is

(i) managed or owned by a registered housing association, or

(ii) operated other than on a commercial basis and in respect of which funds are provided wholly or in part by a Government Department or agency or an LA, or

(iii) managed by a voluntary organisation or charity and provides care, support or supervision with a view to assisting those persons to be rehabilitated or resettled within the community

other than a residential care home, a nursing home or residential accommodation within the meaning of regulation 21(3) of the Income Support (General) Regulations 1987.”

HB Reg 2, HB(SPC) Reg 2

5.662 As well as the NINO requirement not applying, you do not need to apply the guidance to these claims for the first 13 weeks of any claim. This only applies to residents of hostels within the definition shown in the previous paragraph.

5.663 You do not need to seek evidence to the standards specified by the guidance at the beginning of a claim or before paying HB for hostel dwellers. You must apply the requirements of HB legislation in deciding entitlement in such cases.

5.664 Calculate the thirteen weeks from the date the claimant moves into the hostel or from the date HB is claimed, if later. In the majority of cases, at the end of 13 weeks, claimants will be able to supply the appropriate evidence to support their claim. LAs must bear in mind that some vulnerable claimants will not be able to meet this requirement. However, the LA is obliged to consider all the requirements of the legislation before suspending payment of benefit or terminating benefit, see Suspending payment of benefit later in this part.


5.665-5.999


June 2006

5.665 The thirteen-week period is not cumulative. Give the claimant up to thirteen weeks to provide the evidence on each separate claim, eq if the claimant moves into a hostel for four nights then moves out only to reclaim from the hostel a week later, the thirteen weeks for the second claim starts on the day the second claim is made.

5.666 When a claimant moves from one hostel to another every few days, the LA can treat each change as a new claim. As such, the claimant will not be required to provide evidence whilst on the move.

5.667 DWP is satisfied that the special rules for hostel dwellers will not lead to any increase in HB fraud. However, if you become aware at any time the claimant may not be entitled to HB, make appropriate enquires.

5.668 For guidance in using a shortened claim form, in prescribed circumstances, for rough sleepers on initially entering a hostel, see Housing Benefit and Council Tax Benefit Guidance Manual, Chapter A9, Using a ‘shortened’ claim form for a

claimant entering a hostel.

5.669-5.999

Part A - The Guidance and the law

Contents


June 2006

Part A The Guidance and the law

Introduction ......................................................................................................6.0

Evidence...........................................................................................................6.10

Suspending payment of benefit ....................................................................6.20

Visiting ............................................................................................................6.30

Reasonableness ...............................................................................................6.40

Decisions and decision notices ......................................................................6.50

Case law...........................................................................................................6.70


6.0-6.9


June 2006

Part A – The Guidance and the law

Introduction 6.0 DWP provides guidance to LAs showing the minimum standards for the collection

of evidence and ongoing checks in both HB and CTB cases. The intention is that where LAs adhere to the guidance, the amount of fraud and error entering the system will be reduced, and any that does enter will be detected more readily.

6.1 The guidance is not legislation, however, it is firmly based on the existing HB/CTB legislation. As far as the Department is aware, the guidance does not require, and does not imply, that LAs do anything contrary to the benefit legislation or any other existing statutory or legal requirement. At all times LAs must decide HB/CTB entitlement in accordance with the law.

6.2 When appropriate, this guidance contains references within its chapters to the key parts of the legislation. Below is a brief outline of how the guidance sits within the legislation generally.

6.3 This chapter contains information about

• evidence

• suspending payment of benefit

• visiting

• reasonableness

• decisions and decision notices

• case law

6.4-6.9


6.10-6.19


June 2006

Evidence 6.10 LAs are required to make decisions on entitlement to HB/CTB based on the facts of

the particular case in question. So, before any decision can be made, the LA needs to establish the facts from the evidence available. Certain types of evidence are more valuable at supporting the declared facts than others.

6.11 The claimant’s statement is evidence. However, to simply accept as the truth all statements made by claimants would leave the benefit system vulnerable to abuse by less honest claimants.

6.12 In both HB and CTB legislation there are key regulations that allow the LA to require evidence before deciding the claim. For

• HB, these are regulations 83 and 86 of the HB Regs and regulations 64 and 67 of the HB(SPC) Regs

• CTB, these are regulations 69 and 72 of the CTB Regs and regulations 53 and 57 of the CTB (SPC) Regs.

All parts of the guidance dealing with the collection of evidence are based on these regulations.

6.13 It is important that the LA only requires evidence that is reasonable – this is a specific requirement of the legislation. See Reasonableness later in this chapter.

6.14-6.19


6.20-6.29


June 2006

Suspending payment of benefit 6.20 Where an award of benefit has been made, suspension of payment of benefit may

be an appropriate course of action in certain cases. If the LA suspends payment of benefit, it must do so within the provisions of the relevant legislation.

6.21 The relevant legislation is in the HB and CTB (Decisions and Appeals) Regulations 2001, SI 1002. Specifically

• regulation 11 allows a relevant LA to suspend payment of benefit where an issue arises in connection with the conditions of entitlement or whether a decision should be revised or superseded

• regulation 13 provides for suspension where there is a failure to furnish information, and

• regulation 14 provides for the termination of benefit where regulation 11 and or regulation 13 is not complied with

6.22 The LA must act reasonably both in suspending payment of benefit and in the information or evidence it seeks. See Reasonableness later in this chapter. Nothing contained in the guidance is intended to imply that LAs should, in any way, contravene the requirements of the relevant regulations.

6.23 A claim should not be suspended purely on the basis that it appears on a risk-scored review list from HBMS. An LA must adhere to the guidance in the paragraph above.

6.24-6.29


6.30-6.39


June 2006

Visiting 6.30 The legislation does not contain any direct references to visiting. Visiting is one

method of collecting the necessary evidence to make sure the correct amount of benefit is in payment.

6.31 LAs do not need legislation to carry out visits. Although LA benefit staff have the right to visit private dwellings, they do not have the right of entry.

6.32 If the VO is refused entry to a claimant’s dwelling they should consider whether there is any other way of obtaining the necessary evidence. See Case law later in this chapter.

6.33-6.39


6.40-6.49


June 2006

Reasonableness 6.40 It is a general principle of the legislation, and the law in general, that when seeking

evidence or interpreting information, the LA acts reasonably.

6.41 The LA cannot ask a claimant to provide evidence or information that they cannot reasonably obtain, or be expected to obtain. For example, the LA cannot insist that a claimant provide wage slips for a non-dependant.

6.42 Nothing in the guidance should be taken to imply that this general rule of reasonableness should be overlooked.

6.43 The Data Protection Act 1998 requires that all the information or evidence collected by the LA for a benefit claim must be adequate, relevant to that claim and not excessive. The collection and/or retention of extraneous information may put the LA at risk of breaching the Act.

6.44-6.49


6.50-6.55


June 2006

Decisions and decision notices 6.50 Whenever the LA receives a claim form, it is required to decide whether there is an

entitlement to benefit. This requirement is contained in

• regulation 89 of the HB Regs

• regulation 70 of the HB (SPC) Regulations

• regulation 75 of the CTB Regs, and

• regulation 60 of the CTB (SPC) Regulations

6.51 Having made a decision, the LA is required to notify the claimant in writing of its decision. This is in accordance with

• regulation 90 of the HB Regulations

• regulation 71 of the HB (SPC) regulations

• regulation 76 of the CTB Regulations

• regulation 61 of the CTB (SPC) Regulations, and

• regulation 10 of the HB and CTB (Decisions and Appeals) Regulations 2001.

These regulations prescribe certain information that must be included in the decision notice. The claimant will have the right to dispute and appeal such decisions in the normal manner.

6.52 From 21 December 2004 regulations were amended to confirm that an LA will no longer be able to refuse to make a decision on a claim. As such a decision must always be given on a claim, whether that claim is defective or effective.

6.53 If the LA decides that a claim is defective (as the claimant has failed to fully complete the claim form in accordance with the instructions on the claim form and/or supply the evidence and information requested on that form) the LA should make a decision that there is no entitlement to benefit as the claim has not been made within the prescribed time or in the prescribed manner.

6.54 Where a claim is effective, but further information and/or evidence requested under Regulation 86(1) of the HB Regulations, Regulation 67(1) of the HB(SPC) Regulations and/or regulation 72(1) of the CTB Regulations and regulation 57(1) of the CTB (SPC) Regulations has not been supplied to allow the correct entitlement to be calculated, the LA should consider making a decision based on an adverse inference drawn from that failure to supply information and/or evidence.

6.55 Depending on the nature of the missing evidence, this adverse inference may either nullify the benefit claim or allow for a reduction in the amount awarded as appropriate.


6.56-6.69


June 2006

6.56 In both circumstances an LA must give the claimant sufficient time to provide the necessary information and evidence before making a decision. The LA should also consider whether it is reasonable to expect the claimant provide the information and/or evidence requested, considering the circumstances of the case.

6.57 Whatever decision is made, the claimant will be able to appeal against the decision made.

6.58 A decision is not needed when a claim is withdrawn, as the claim no longer exists.

6.59 Nothing contained in the guidance should be interpreted to imply that the LA could refuse to decide a claim or revise such a decision, other than in accordance with the legislation.

6.60-6.69


6.70-6.999


June 2006

Case law 6.70 There is much case law relating to specific parts of the HB/CTB legislation and it is

not appropriate to detail it all here. However, LAs must have regard to appropriate case law when making benefit decisions. Decision Makers should also be aware of relevant ‘other benefit’ case law that might apply to HB/CTB.

6.71 In so far as it affects the collection of information and evidence, the most obvious piece of case law affecting the way the claim should be verified and administered is R v Liverpool CC, ex p Johnson (No 2)[1995] COD 200, QBD. This case was specifically about whether an LA could insist that a claimant attend an interview.

6.72 In its judgment, the Court held that the LA was not empowered to insist that a claimant attend for an interview. Neither could the LA decline to make a decision on the claim if the claimant did not attend. However, in the absence of such an interview, the LA may decide, having considered all the evidence, that it is not satisfied that the claimant has established their entitlement to HB, in which case the claim will be refused and the claimant left to their remedy of dispute and appeal.

6.73 Although this case was about interviews, the same principles must be applied to visiting. If a claimant refuses the LA entry to their property, or is not in when visited, the LA cannot simply refuse to pay benefit on this basis. Any decision as to entitlement must be made on the evidence available to the LA.

6.74 If there is insufficient evidence to demonstrate a claimant’s entitlement to benefit, the LA must make reasonable efforts to inform the claimant what evidence is required, and give the claimant reasonable time to provide it.

6.75-6.999

Part A – Security of administration and the Performance Standards

Contents


June 2006

Part A Security of administration and the Performance Standards

Introduction ......................................................................................................7.0

Management information requirements ......................................................7.10

Training, fraud awareness and checks...........................................................7.20


7.0-7.19


June 2006


Introduction 7.0 This chapter contains information about reporting performance against the

Performance Standards and details of internal management checks associated with security and administration as specified in the Performance Standards.

7.1-7.9

Management information requirements 7.10 To enable DWP to monitor LA performance throughout the year, LAs are required

to supply data and management information in the appropriate format. These are specified in the HB/CTB MIS Guide 2006/07

• Stats 121 Return



• Stats 124A Return


• WIB 1

7.11 In addition, DWP will continue to require forms WIB 4a and WIB4b, the HBSD/IAD scan and the monthly data extract to HBMS.

7.12 Appendix 16 contains details of these requirements; Appendix 17a contains the WIB4a and Appendix 17b the WIB4b.

7.13 LAs should also submit an annual self-assessment against the Performance Standards. Timing of the self assessment will be announced when it is required.

7.14-7.19

Part A – Security of Administration and the Performance Standards

7.20-7.999


June 2006

Training, fraud awareness and checks 7.20 LAs are responsible for making sure staff are adequately trained, and that they

meet the standards of verification.

7.21 It is important that staff are made aware of the types of fraud and error that can occur and understand the need to be vigilant when dealing with benefit claims. Good fraud awareness can reduce the amount of fraud that enters the system and produce a high number of good quality fraud referrals for investigation. Appendix 10 gives some guidance on fraud awareness.

7.22 The guidance contains a number of checklists to assist managers in making sure their LA is meeting the Performance Standards, see Appendix 3, Security:

Performance Measures and Appendix 13 Management checklists.

7.23 In addition to compliance checks, management must make sure staff are conducting their own checks accurately and effectively, and that payments are correct.

7.24 Records must be kept of all checks made. The record must show the nature, frequency and outcome of checks, including those where discrepancies were identified, and the follow-up action that was taken.

7.25 An example of a management control sheet is shown at Appendix 12. Whilst the LA is required to complete a record of the management checks made, they do not have to be in the exact format shown in the example but must contain the same information and may be kept either clerically or on the LA’s computer system.

7.26 Completion of the new claim checklist, see Appendix 7, is not mandatory. It is provided as an aide-memoire to be used to make sure all the appropriate checks have been made.

7.27-7.999


Contents


June 2006

Part B – Guidance on Section 1(1A) and 1(1B) of the Social Security (Administration) Act 1992 Evidence of identity ..........................................................................................1.0

Introduction...............................................................................................1.0

LA’s legal responsibility ..........................................................................1.10

Recording evidence of identity ..............................................................1.20

Establishing identity................................................................................1.30

Using documents to support identity .............................................1.40

Interviewing to establish identity ...................................................1.60

Claimants without a NINO......................................................................1.70

HB/CTB claims associated with certain DWP-administered benefits....................................................................1.80

Background.......................................................................................1.80

HB/CTB claims associated with Pension Credit ...............................1.90

HB/CTB claims made at Jobcentre Plus via CMS ...........................1.100

HB/CTB claims made at Jobcentre Plus not via CMS.....................1.110

JSA(Cont) and IB cases when no dependant’s benefit claimed...............................................................................1.120

Recording the checks and evidence .....................................................1.130


1.0-1.9


June 2006

Part B – Guidance on Section 1(1A) and 1(1B) of the Social Security (Administration) Act 1992

Evidence of identity

Introduction

1.0 Since 6 September 1999 there has been a legislative requirement for anybody making a claim for HB or CTB to either state their National Insurance Number (NINO) or to provide sufficient information or evidence for one to be traced, confirmed or allocated. Where a claimant states their NINO they are also required to provide evidence or information that the NINO was allocated to them. This requirement is sometimes referred to as Section 19, after Section 19 of the Social Security Administration (Fraud) Act 1997 which inserted the provision. The legislation is included at Appendix 14.

1.1 If the claimant has a partner, the legislation also requires the claimant to state their partner’s NINO or to provide sufficient information or evidence for their NINO to be traced, confirmed or allocated. Where a claimant states their partner’s NINO they are also required to provide evidence or information that the NINO was allocated to their partner. There is no requirement for the claimant to provide this information for any other member of their household.

1.2 Special rules apply to claimants who live in hostels (as defined in regulation 2 of the Housing Benefit (General) Regulations 1987). In brief, the requirements of Section 1(1A) of the Social Security Administration Act 1992 do not apply to claimants living in hostels. Hostel dwellers do not have to produce a NINO but do have to prove identity. For further guidance, see Procedures for administration, Special rules for hostel dwellers earlier in this guidance.

1.3 The LA does not need to establish the NINO of a second adult in a second adult rebate case as they are not a member of the claimant’s household.

1.4-1.9


1.10-1.20


June 2006

LA’s legal responsibility

1.10 The legislation concerning the establishment of a NINO when a claimant makes a claim for HB/CTB is the same whether or not the claimant has also claimed an associated DWP benefit. Only an LA can make a decision as to whether or not the evidence of a NINO and identity is sufficient for the purpose of meeting the relevant legislation for HB/CTB. The evidence an LA is prepared to accept is a matter for the LA.

1.11 LAs will need to consider each case on an individual basis and maintain an audit trail to document how they have arrived at their decision that the legislative requirements have been satisfactorily met for the HB/CTB claim. External auditors will want to satisfy themselves that the LA has met the requirements of establishing NINO and identity for the purpose of the HB/CTB claim.

1.12 DWP staff carry out checks to confirm whether or not the claimant has satisfied the legislative requirements for the purpose of DWP benefit claim(s)

• JSA(IB)

• JSA(Cont)

• IS

• Incapacity Benefit (IB), and

• Pension Credit

Subject to LA’s legal responsibility, as described in paragraphs 1.10 and 1.11 above, LAs can choose to accept the DWP’s checks as sufficient for HB/CTB purposes in all cases where the HB/CTB claim is associated with a claim for a DWP benefit.

1.13 It is for LAs to decide whether or not to take account of the verification of identity and NINO checks carried out by DWP, for the purposes of deciding entitlement to DWP benefits, when deciding HB/CTB claims. Paragraphs 1.80-1.120 later in this chapter give more information about the processes in place within Jobcentre Plus and The Pension Service in relation to notifying LAs and confirming whether or not the relevant legislative requirements have been satisfied for the purpose of DWP benefits.

1.14-1.19

Recording evidence of identity

1.20 When the initial identity check is completed the LA should record on the case how identity was established together with details of any evidence or information provided, eg French passport number 123456 together with the identity of the officer who carried out the check. It is not sufficient merely to show that identity has been established. The LA must record how it was established in each case for audit purposes.


1.21-1.39


June 2006

1.21 In addition to complying with the statutory requirements applying to new claims, it is the duty of the LA to seek sufficient evidence or information to establish or confirm the claimant’s identity at any time it has dealings with them. This helps to avoid error and ensures the claimant’s right to confidentiality is maintained.

1.22-1.29

Establishing identity

1.30 When establishing the identity of a claimant or their partner, efforts should be concentrated on the whole picture the individual has presented rather than just one piece of evidence, or one aspect of the process. The amount and range of information which is required to establish identity will depend on the claimant’s circumstances and whether they have a NINO already, or if one needs to be allocated.

1.31 There are many sources of information that can be used to help build up a picture of the claimant and, where appropriate their partner. These include

• the claim form

• documentation

• interview

• previous claims/records

• Council Tax records, housing records, etc

• using the CIS via e-SEF or ETD

• other organizations and third parties, eg DWP, Home Office, Social Services, Probation Service, GP, etc

• employers

• LA Input Document, for HB/CTB claims made via CMS

Note: This list is not exhaustive, but provides examples of the sources of information that may be available to help establish the identity of a claimant. Each case should be considered in the context of the individual’s personal circumstances. The LA must be reasonable in its requests for additional evidence.

1.32 The aim is that the LA should be satisfied about the claimant’s identity by collecting a sufficient amount of information and evidence about the claimant and their circumstances.

1.33-1.39


1.40-1.46


June 2006

Using documents to support identity

1.40 Many of the documents that a claimant may produce to validate other aspects of their claim can be used to help establish identity. For example, they may produce current bank statements, or benefit details as evidence of income and capital.

1.41 When using documents to help establish identity, the LA should only accept original documents. The LA should record that original documentation has been seen and that it has been checked for authenticity and alterations. If the claimant does not have access to the original documents because, for example, a government department has retained them, then the LA should establish the reason why the original document is not available and record that original documentation was not provided and state the reason for this.

1.42 Some documents are more secure than others because they are subject to checks and controls before they are issued. If staff have any doubts about the validity of a document they should contact the Department’s National Identity Fraud Unit (NIFU) for advice, see paragraphs below. NIFU can advise but cannot make decisions for LAs as to what is sufficient evidence to satisfy the LA.

1.43 The NIFU provides free telephone advice and guidance about the validity of documents. They also issue information bulletins bi-monthly. If you wish to be placed on their mailing list please fax full contact details to the number below. They also deliver training and awareness sessions relating to document abuse and identity fraud on request (and part cost) of the LA asking for these sessions.

1.44 LAs will wish to decide how to treat suspicious documents and make referrals to the NIFU. For example, LAs could choose to make referrals via their Fraud section or to nominate a single officer as a liaison point.

1.45 The contact details for the National Identity Fraud Unit can be found in the hard copy of this guidance manual.

1.46 To help authenticate documents, the Department has provided LAs with ultra-violet lamps and training for staff in their use. It is possible, for those who are determined to defraud the system, to produce false documentation that is difficult to spot. Some documents have built-in security features that can be checked with a lamp. The lamps will help LA staff to detect forged documents, but not alterations to genuine documents. Vigilant checks of the evidence presented and other crosschecks will help prevent many fraudulent claims from entering the system.


1.47-1.70


June 2006

1.47 Most claimants should be able to produce some documentation to help establish their identity. If the claimant is unable to provide any documents, the LA should establish why none is available and record the reason on the claimant’s case.

1.48 Not all claimants will be able to produce the same, or in some cases any, documentation, as their individual circumstances will affect their ability to supply such evidence. For example a victim of domestic violence who has fled the marital home without prior planning may not have taken any documents with them. It may not be reasonable to expect them to retrieve documentation in such circumstances.

1.49 In cases such as this, it may be that the LA chooses to rely on evidence from a third party, such as a social worker or other responsible person, who can provide a statement to help support the claimant’s identity.

1.50 For further guidance you could refer to the Fraud Procedures and Instructions Manual.

1.51-1.59

Interviewing to establish identity

1.60 There may be occasions when the LA decides that it needs to interview the claimant in order to establish their identity, for example if the claimant is unable to supply the documentary evidence required to establish their identity, or where the evidence they have provided contains inconsistencies. The aim of the interview should be to establish identity by building an overall picture of the person.

1.61 There may be occasions when the LA decides to obtain a signed statement of the information they provide during the interview. Permission should be sought for the LA to make appropriate inquiries of third parties for confirmation of these details.

1.62 The LA should ensure that appropriate account is always taken of a claimant’s circumstances when they are being interviewed. Some claimants may be vulnerable or suffering considerable stress. Such claimants should be treated sensitively and fairly. They should be given reasonable opportunity to provide relevant information about their background and circumstances in order to establish their identity and the validity of their claim.

1.63-1.69

Claimants without a NINO

1.70 If a claimant has not been issued with a NINO, does not know what their NINO is or if the LA is not satisfied that the NINO given belongs to the claimant, a form DCI 1(LA) should be completed and passed to the appropriate DWP Area Central Control Unit, who will carry out the necessary checks and advise the LA of the outcome.


1.71-1.100


June 2006

1.71 All NINO enquiries including the issue of NINO cards must be referred to the local Jobcentre Plus office, Jobcentre or Social Security office that has responsibility for the allocation of NINOs, including NINOs for pensioners.

1.72-1.79

HB/CTB claims associated with certain DWP-administered benefits

Background

1.80 The introduction of The Pension Service and roll-out of the Customer Management System (CMS) has prompted DWP to provide guidance to LAs on the discretion they have when discharging their responsibility to ensure that relevant legislative requirements are met for HB/CTB cases associated with Pension Credit and with IS, IB, JSA(IB) and JSA(Cont) made through CMS.

1.81 Subject to LAs’ legal responsibility, as described in paragraphs 1.10 and 1.11 earlier in this chapter, DWP’s view is that such discretion also applies to other HB/CTB cases made via Jobcentre Plus (as mentioned in paragraph 1.110 below), but not made via CMS.

1.82-1.89

HB/CTB claims associated with Pension Credit

1.90 Where a claim for HB/CTB is made in association with Pension Credit, The Pension Service will satisfy itself that the relevant legislation has been met. The award of Pension Credit and the AIF will be notified to the LA by The Pension Service. The LA must use the AIF to assess the HB/CTB claim. In these cases, LAs can choose to accept the evidence of identity and NINO requirement carried out by The Pension Service as having been satisfied for HB/CTB claims also. The Housing Benefit and Council Tax Benefit Guidance Manual, available on the DWP website, details the process of notification to LAs.

1.91-1.99

HB/CTB claims made at Jobcentre Plus via CMS

1.100 Where CMS has been implemented, Jobcentre Plus will gather HB/CTB claim details when a claimant makes a new or repeat claim for IS, JSA(IB), JSA(Cont) or IB. Jobcentre Plus staff will satisfy themselves that relevant legislative requirements have been met for the claimant, and the partner where appropriate, for the purpose of IS, JSA(IB), JSA(Cont) and IB.


1.101-1.131


June 2006

1.101 The LA Input Document from CMS sent to the LA will indicate whether legislative requirements have been met in respect of the claimant and if appropriate, any partner. LAs can choose to accept the Department’s verification of the claimant’s NINO and identity as sufficient for HB/CTB purposes. Full details of the CMS claim process are given in the LA Guide to CMS, available at http://www.dwp.gov.uk/housingbenefit/cms/

1.102-1.109

HB/CTB claims made at Jobcentre Plus not via CMS

1.110 Unlike CMS cases, there is no LA Input document sent to LAs. They may wish to keep any appropriate documentation, eg a screen print of a Remote Access Terminal (RAT) check, information supplied under ETD, or clerically using NHB forms, as proof that the primary benefit has been awarded and ensure that the legislative requirements have been fully met.

1.111-1.119

JSA(Cont) and IB cases when no dependant’s benefit claimed

1.120 In JSA(Cont) and IB cases where no dependant’s allowance has been claimed, Jobcentre Plus will not have verified the identity of any partner as this is not necessary for the award of the primary benefit. Therefore, in these cases, LAs will need to carry out their own checks to verify the partner’s NINO and identity, where a partner has been declared on the HB/CTB claim.

1.121-1.129

Recording the checks and evidence

1.130 It is essential for the member of staff responsible for deciding whether or not the claimant has complied with HB/CTB legislation to record their decision on the claimant’s case. This decision must be signed and dated.

1.131 It is generally preferable to make and authenticate copies of documents rather than document relevant information. However, where evidence is documented, as opposed to copied, the LA should ensure that the following details are the minimum that is recorded

• the claimant’s/partner’s full name, including previous or ‘known as’ names and date of birth

• the claimant’s/partner’s NINO

• the type of information and evidence provided, for example passport, driving licence, letter from social worker, etc

continued


(1.131)-1.999


June 2006

• serial or reference numbers on documents, and

• when evidence contained a photograph of the claimant/partner, whether the photograph was checked against the document’s owner whilst they were present

1.132 The documentation for audit trail purposes should include, as appropriate, at least one of the following notifications

• the LA Input Document from Jobcentre Plus

• a clerical LA Input Document from Jobcentre Plus

• notification of the AIF from The Pension Service

• Pension Credit award ETD notification

• a clerical notification relating to Pension Credit from The Pension Service

• Jobcentre Plus clerical notification to the claimant of primary benefit entitlement

• Jobcentre Plus notification of primary benefit entitlement via the CIS, e-SEF or ETD

• Jobcentre Plus clerical notification to the LA of primary benefit entitlement

1.133-1.999

(1.131)

Part C – Housing Benefit Matching Service

Contents


June 2006


Introduction ...................................................................................................... 1.0

Data Take-On and Processing Schedule ........................................................ 1.10

Data collections .................................................................................... 1.20

HBMS data-matches........................................................................................ 1.30

Referrals ............................................................................................... 1.40

Results ................................................................................................... 1.50

Risk-scored reviews ......................................................................................... 1.60

Data quality..................................................................................................... 1.70

HBMS Data Specification file............................................................... 1.80

Data incidents....................................................................................... 1.90

HBMS data scans ........................................................................................... 1.100

Accuracy.............................................................................................. 1.110

DCI500 LA Procedures................................................................................... 1.120


1.0-1.9


June 2006


Introduction 1.0 Housing Benefit Matching Service (HBMS) was established in 1996 to provide a DWP

data-matching service for LAs. HBMS referrals identify potential HB and CTB payment

• incorrectness

• fraud

• customer error

• official error

1.1 The legal gateway for HBMS data-matching lies in the Social Security Administration Act (1992) and Social Security (Fraud) Act (1997). Section 122C of the 1997 Fraud Act provides that the information held by DWP and other Government Departments can be supplied to LAs for the purpose of preventing, detecting, investigating and prosecuting offences relating to fraudulent claims for HB/CTB.

1.2 HBMS is based in Lytham St Annes and is part of the Matching Intelligence and Data Analysis Services (MIDAS) which, since 1 October 2005 has been within the DWP Information Directorate. For a full list of HBMS contacts, see Appendix 1.

1.3 Following the abolition of benefit periods for pensioners from October 2003 and working-age customers from April 2004, the role of HBMS has become more significant. Increased data-matching has been identified as a key tool to assist LAs achieve targets for reducing fraud and error within HB/CTB. In addition, the role has been widened to include running a risk analysis of LAs’ live loads, in order to provide LAs with lists of risk-scored cases to review.

1.4 This part contains information about

• Data Take-On and Processing Schedule (DTOPS)

• HBMS data-matches

• Risk-scored reviews

• Data quality

• HBMS data scans

• Accuracy

• DCI500 LA procedures

1.5-1.9


1.10-1.29


June 2006

Data Take-On and Processing Schedule 1.10 LAs are regionally grouped into the Data Take-On and Processing Schedule (DTOPS)

to manage the flow of data to HBMS and the output of referrals to LAs. The schedule for data-matching is a four weekly schedule, to enable ‘monthly’ matching to take place.

1.11-1.19

Data collections

1.20 Each LA is allocated a specific date for data collection, see Appendix 22. Collections that fall on bank holidays will normally be collected on the next working day.

1.21 The person responsible for producing the HBMS data extract will be contacted by telephone approximately four weeks prior to the data collection date. Data collection arrangements will also be confirmed in writing. LAs not able to submit data should inform HBMS as soon as possible.

Note: LAs not submitting data will not receive the risk-scored reviews list, see Risk-

scored reviews later in this part.

1.22 The HBMS data extract is a key element the performance measures. Full details of the performance measures and the associated enablers are provided in Appendix 3.

1.23 Blue data boxes will be supplied for the physical transfer of HBMS data. These will be collected by DHL courier on the collection date and returned, together with the original data following data load at HBMS.

1.24 HBMS extracts that fail to load will be returned to the LA and data-matching for that month will be missed.

1.25-1.29


1.30-1.32


June 2006

HBMS data-matches 1.30 HBMS ‘rules’ match HB/CTB data against other data sources to identify

inconsistencies that may indicate the existence of incorrectness on an HB/CTB award. Data sources currently available to HBMS include

• Attendance Allowance (AA)

• Carer’s Allowance (CA)

• Child Benefit (ChB)

• Departmental Central Index (DCI)

• Disability Living Allowance (DLA)

• Incapacity Benefit (IB)

• Income Support (IS)

• Industrial Injuries Disablement Benefit (IIDB)

• Her Majesty’s Revenues and Customs (HMRC) P46

• HMRC Construction Industry Scheme

• HMRC Interest from Savings

• HMRC forms P45/P46

• HMRC Tax Credits

• Jobseeker’s Allowance (JSA)

• Pension Credit

• Retirement Pension (RP)

• Royal Mail ‘Do Not Redirect’ (RMDNR)

1.31 HBMS rules are identified by the data sources involved in creating the match, followed by a numeric value. For example HBMS rule HBIS105 identifies failure to declare cessation of IS to HB. HBMS provides full details of all rules within the HBMS Rule Guides folders that have been distributed to all LAs. For additional copies, please contact HBMS Rule Development Team (RDT).

1.32 A full list of the rules available to HBMS which can be run from April 2006 is included in Appendix 23. HBMS RDT identifies and designs rules that address key risks to the accurate payment of HB/CTB.


1.33-1.49


June 2006

1.33 HBMS develop new rules to identify incorrectness in HB/CTB payments. A protocol for managing the release of new rules into the data matching schedule has been agreed with the Field Operations Group (FOG). Where significant numbers of matches result from a new rule, ie 5,000-plus nationally, the overall number of referrals issued by HBMS per month was ‘capped’ at 26,000 during 2005/06. The ‘cap’ on referrals will be reviewed and FOG consulted should this be necessary.

1.34 It is worth emphasising that any increase in data-matching will lead to an equivalent decrease in the number of risk-scored reviews LAs will have to undertake.

1.35 Following the automated rule running process, HBMS Referrals Team carry out a manual sift on all rules, using DWP ‘live’ systems. The sift identifies additional information not available at the rule-running stage, which may undermine the quality of the data-match. Such cases may be deselected and not issued to LAs for investigation.

1.36 The sifting process may also identify additional details of relevance to the LA investigation. Such details will be manually included on the data-match, together with information automatically brought forward from the data sources in use.

1.37-1.39

Referrals

1.40 HBMS referrals were originally issued in paper format. A significant increase in volumes over recent years has prompted the development of a more efficient procedure. During 2005, HBMS devised and tested a new process to allow data-matching referrals to be issued electronically. The successful conclusion of this pilot has resulted in the withdrawal of paper referrals from January 2006.

1.41 The new 'HB Lite' process, see Appendix 21, Word Solution/HBLite Desk Aid, involves LAs receiving either a floppy disc or CD containing their data-matches in a user-friendly ‘Word’ format that mirrors the previous paper layout. The disc also creates a 'PSV' file which allows referrals to be automatically uploaded into the LA's Fraud Management or Interventions system. A built in decompression tool allows the compressed file to be opened without the need for additional software. LAs therefore have the option to load their referrals electronically or print paper copies - or both.

1.42-1.49


1.50-1.59


June 2006

Results

1.50 A result is required for every HBMS data-match referral. An 'Electronic Results Spreadsheet' is included on the referrals disc. The spreadsheet can be returned via email to HBMS at Email: [email protected]

1.51 Results from the completed spreadsheet are automatically uploaded into HBMS' referral management system. LAs can therefore return the part-completed spreadsheet as soon as new results become available. A desk-aid to assist LAs return result sheets is included at Appendix 24a, Completion of HBMS Results and Appendix 24b, HBMS Results Sheet.

1.52 The performance measures require all data-matches to be resolved within two months. In cases where a HBMS referral leads to a potentially lengthy fraud investigation, LAs should initially return a result of ‘4z LA/DWP investigation ongoing’ and the date the investigation commenced. When the investigation has been completed, LAs should return a further results sheet informing HBMS of the outcome of the investigation.

1.53 The result sheet captures basic details on the outcome of the referral and is used to produce management information on specific rules, as well as LA and HBMS generic performance statistics.

1.54-1.59


1.60-1.65


June 2006

Risk-scored reviews 1.60 Following the receipt of an LA’s data extract, HBMS will generate and issue a list of

the most ‘risky’ cases. The risk methodology devised by the Information Analysis Division (IAD) identifies characteristics within both working-age and pensioner claims that are more likely to result in the existence of fraud or error, see Appendix 4.

1.61 A risk score is assigned to each case, together with the probability of further investigation identifying fraud or error. The highest scoring 32% of caseload are included on the list.

1.62 Risk-scored cases are issued on CD in MS Excel format. The CD will be included in the courier package with the HBMS data-matches.

1.63 The risk-scored review layout was amended and improved in April 2005. The format includes

• first name

• surname

• date of birth

• address

• post code

• National Insurance Number

• HB reference number

• rank and priority

• possible causes of error

• Risk Scoring Specification

• last case review date

• receipt for caseload review scan

1.64 A risk-scored review should be carried out, see Reviews module earlier in this manual.

1.65 Risk-scored review lists will only be produced from fresh data extracts. LAs that do not submit data to HBMS or where the data fails to load (see Data collections earlier in this chapter) will not receive data-matches or a risk-scored review list for that month.


1.66-1.69


June 2006

1.66 To prevent the reissue of duplicate cases already referred on a recent risk-scored review list, the ‘Last Recorded Review Date’ will be used to identify cases recently reviewed by LAs. This process will prevent the reissue of working-age cases within six months and three years for pensioner cases with a review date after October 2003.

1.67 Unlike data-matches, risk-scored review lists issued by HBMS do not require a result sheet to be returned for each case. Instead, Management Information (MI) on reviews should be provided direct to the Information Centre, see Appendix 16.

1.68-1.69


1.70-1.99


June 2006

Data quality 1.70 HBMS data-matching and the output of accurate risk-scored review lists are

dependent on the receipt of quality data. Poor quality data limits the potential for the issue of data-matches and may also corrupt the risk-scoring process.

1.71-1.79

HBMS Data Specification file

1.80 The HBMS Data Specification file standardises the format of HB/CTB data.

1.81 The HBMS Data Specification file outlines the expected format for all data extracts. The file consists of 146 fields, capturing information about HB/CTB customers, partners, dependants and non-dependants. Population of the majority of these fields is ‘mandatory’, with a small number being essential for a record to load.

1.82 Records that are rejected at data load will not be made available for data-matching or risk scoring.

1.83 Electronic copies of the latest HBMS Data Specification file are available from HBMS Data Integrity Team (DIT) on request.

1.84-1.89

Data incidents

1.90 HBMS DIT analyses each LA’s data extract following data load. Data incidents are raised when a key field used to produce data-matches or risk-scored review lists is inadequately populated.

1.91 Incidents are graded from 1 to 3 depending on the severity of impact, 1 being highest. Incidents are also graded according to the area of impact, ie data-matching referrals or risk-scored review lists.

1.92 Each LA will receive a letter identifying any outstanding data incidents following data load. LAs will also receive details of any records rejected at data load or cases when anomalies exist within field population. LAs can contact DIT for further advice to make sure their data is fully supporting the issue of HBMS data-matches and risk-scored review lists.

1.93 With effect from April 2005, incidents graded as Category 1 and 2 must be cleared within three months. This requirement must be achieved as it forms part of the performance measures.

1.94 Category 1, 2 and 3 incidents are defined in Appendix 15.

1.95-1.99


1.100-1.112


June 2006

HBMS data scans 1.100 HBMS provides a dedicated data scans service to LAs to

• further identify

− fraud

− error

• improve data quality

1.101 Risks not already addressed by HBMS rules may be identified through a specific data scan on request, eg

• HB claims with IS mortgage interest payments being paid

• dependants aged 19 and above on HB/CTB awards

• single HB/CTB claimants with a joint bank account (using TC data)

• undeclared AA/DLA (possibly identifying underpayments)

• Local Poverty Index scans (identifying areas of deprivation to inform local policies)

1.102 HBMS also provides scans to LAs using 'local' data sources obtained by the LA. For example, scans have been issued identifying undeclared earnings from local employer data bases, eg supermarket and agency payrolls.

1.103 Scan delivery depends on the availability of data sources, policy approval and technical possibility. LAs will be informed if a scan request is unsuccessful.

1.104 HBMS reserve the right to charge for the delivery of a data scan if there is technical complexity or in cases where the purpose of the scan is not to identify fraud or error. LAs will be fully advised if a charge is likely to be incurred.

1.105-1.109

Accuracy

1.110 HBMS rules are increasingly reliant upon accurate population of NINOs and dates of birth (DOB) details on HB/CTB extracts. Incorrect details will, in most cases, prevent the issue of referrals and allow the continuation of fraud and error. Customer NINO accuracy forms part of the performance measures.

1.111 HBMS run quarterly NINO/DOB Accuracy Scans, comparing HB/CTB details with DWP data held on Departmental Central Index (DCI). HB/CTB records are allocated a rating depending on how the details compare to those held on DCI.

1.112 HBMS issues each LA with a summary of their results following the scan and invites LAs to request a detailed (free) scan to identify the actual cases requiring further verification.


1.113-1.119


June 2006

1.113 LAs requesting the detailed NINO/DOB Accuracy Scan will also receive information from DCI of the personal details held by DWP.

1.114 HBMS statistics show that those LAs with the most accurate NINO/DOB details have usually requested and acted upon a recent data scan.

1.115 To request a data scan application form, or to discuss scan requirements LAs should contact the HBMS Data Scans Team, see Appendix 1.

1.116-1.119


1.120-1.999


June 2006

DCI500 LA Procedures 1.120 A new process was implemented in February 2005, allowing LAs to notify DWP

directly when errors were identified within the personal details held on DWP systems.

1.121 HBMS include a form DCI 500 LA with all individual NINO verification scans requested by LAs. The DCI 500 LA should be completed and returned when verification is obtained that shows personal details, eg NINO, date of birth, surname, held on DWP systems is incorrect. Forms should be returned directly to DCI Frontline Services at the address given on the form, see Appendix 20, DCI 500 LA DESK AID.

1.122-1.999

Part D – Royal Mail ‘Do Not Redirect’ service

Contents


June 2006

Part D – Royal Mail ‘Do Not Redirect’ service Introduction ..................................................................................................... 1.00

Data-matching....................................................................................... 1.10

Outline of the service ...................................................................................... 1.20

What LAs need to do....................................................................................... 1.30

Obtaining further information about redirected post ....................... 1.40

Legislative requirements ................................................................................. 1.50


1.0-1.19


June 2006


Introduction 1.0 This part explains the operation of the Royal Mail ‘Do Not Redirect’ service. This

service has been available to all LAs since 1 February 1999. This version of the guidance replaces all previous guidance issued. Make sure all previous guidance is destroyed as confidential waste.

1.1 The ‘Do Not Redirect’ service is intended to combat fraud if a person claims benefit from an address where they do not reside. Redirection facilities allow for postal items to be redirected to an address that the fraudster may more conveniently collect mail from.

1.2 There are two methods of postal redirection a claimant can misuse to commit benefit fraud

• official redirection of post using Royal Mail’s redirection service

• unofficial redirection of post by placing the postal item back into the mail system for redelivery. This is generally achieved in collusion with the occupier of the property, or a person with access to it

1.3-1.9

Data-matching

1.10 Effective data-matching is important for detecting benefit fraud.

1.11 HBMS compare the Royal Mail redirection database with LA and DWP benefit records.

1.12 HBMS will issue data-match referrals for investigation, see Part C – Housing Benefit Matching Service earlier in this guidance.

1.13 This part contains

• an outline of the service

• information about what LAs need to do

• legislative requirements

1.14-1.19


1.20-1.29


June 2006

Outline of the service 1.20 The ‘Do Not Redirect’ service will prevent both official and unofficial redirections of

mail occurring by

• identifying LA benefit post within the delivery office

• intercepting the postal item if it would otherwise be subject to either an official or unofficial redirect (including items that would otherwise have been redirected to the ‘Mail Collect’ service)

• showing the address the item would otherwise have been redirected to

• returning the item to the nominated point within the LA

1.21 The three key components to the ‘Do Not Redirect’ service are

• Royal Mail intercept and return to LAs any HB/CTB post which would otherwise have been redirected

• Royal Mail provides LAs with details of official redirections by affixing the official redirection label to the front of the postal item. Items that would otherwise have been unofficially redirected will already have had the redirect address written on the front of the postal packet

• Royal Mail Corporate Security Criminal Intelligence provide a service where LAs may obtain further details about the person who requested a redirect, such as the length of time a redirect has been in place

1.22-1.29


1.30-1.40


June 2006

What LAs need to do 1.30 LAs who want to adopt the scheme can get a Royal Mail’s Sales Pack from Royal

Mail Business Customer Services, see Appendix 1, Contact list.

1.31 We recommend that LAs who adopt the scheme send all HB/CTB related post in an envelope that complies with the specification in Royal Mail’s Sales Pack, ie an envelope with green hatchings clearly marked Do Not Redirect. It is vital that a ‘Do Not Redirect’ envelope is used for all post and not just, for example, post that contains a payment cheque.

1.32 LAs that send payments-only by ‘Do Not Redirect’ envelopes increase the risk that such payments may be identified and stolen within the postal system. LAs should therefore make sure all sections that issue benefit-related post have access to sufficient quantities of approved envelopes. LAs will need to meet the cost of printing compliant envelopes from their own budgets.

1.33 LAs need to have robust procedures in place to handle postal items intercepted and returned under the contract. In particular, staff involved in post opening duties should be aware of how to identify returned ‘Do Not Redirect’ items and to whom they should be referred for further action.

1.34 A returned item of post is likely to indicate

• that the customer has recently changed address

• a relevant change in circumstances may have occurred

• there are reasonable grounds to suspect fraud

1.35 The individual circumstances of the case will decide whether it should be dealt with administratively, eg

• by contacting the customer for clarification

• referring for a formal fraud investigation

1.36 It is vital that action is taken on each referral as soon as possible so that the benefit overpayments can be minimised.

1.37-1.39

Obtaining further information about redirected post

1.40 Royal Mail informs LAs about the redirect address by placing the redirection label on the front of postal items that would otherwise have been officially redirected.


1.41-1.49


June 2006

1.41 If further information is needed during the course of a fraud investigation, LAs may obtain this from Royal Mail Corporate Security Criminal Intelligence using an appropriate legal gateway.

1.42 Both the DWP and Royal Mail take the view that, in this respect, the Royal Mail is a ‘person from whom information may be obtained’ within the meaning of Section 109B (2A) of the Social Security Administration Act 1992 (as inserted by Section 1 of the Social Security Fraud Act 2001).

1.43 Requests for further information should be made by ‘Fraud Act’ Authorised Officers working in either

• an LA

• the National Anti-Fraud Network

• a DWP Operational Intelligence Unit

1.44 Requests will only be accepted from ‘Fraud Act’ Authorised Officers when the request is made in accordance with the Statutory Code of Practice.

1.45 Royal Mail Corporate Security Criminal Intelligence have access to a secure DWP website listing the contact details of Authorised Officers and their managers.

1.46 Make requests to the nominated central point of contact shown on the secure DWP website. All requests should include a copy of the officer’s certificate of authorisation. The Royal Mail will send the relevant information back to the Authorised Officer.

1.47-1.49


1.50-1.999


June 2006

Legislative requirements 1.50 Sections 182A of the Social Security Administration Act 1992 (SSAA 1992), as

inserted by section 20 of the Social Security Administration (Fraud) Act 1997, places a requirement on Royal Mail, and any other mail carrier, not to redirect social security post when the LA has endorsed the envelopes that it should not be redirected.

1.51 Redirected mail should be returned to the issuing office, along with details of where the mail was to be redirected, for further investigation, rather than being sent on to another address.

1.52 Under section 182B of the SSAA 1992, Royal Mail can be required to provide details of the address to which the post would have been redirected had it not been intercepted. However, as this section predates the Human Rights Act 1998, both DWP and Royal Mail take the view that it should no longer be used to request information relating to postal redirections.

1.53-1.999

Appendices

Contents


June 2006

Appendices Contact list.......................................................................................... Appendix 1

Intervention requirement 2006/07.................................................... Appendix 2

Security: Performance Measures and Enablers ................................ Appendix 3

Risk scoring methodology ................................................................. Appendix 4

Reviews Form .................................................................................... Appendix 5

Visiting Officer’s verification statement........................................... Appendix 6

New claim checklist ........................................................................... Appendix 7

Certificate of Earned Income ............................................................ Appendix 8

HB/CTB Self-employed earnings information................................... Appendix 9

Fraud and error awareness.............................................................. Appendix 10

Fair Processing Statement ............................................................... Appendix 11

Management control sheet............................................................. Appendix 12

Management checklists ................................................................... Appendix 13

Sections 1(1A) and 1(1B) of the SSAA 1992.................................... Appendix 14

Data Incidents .................................................................................. Appendix 15

Management information requirements 2006/07 ......................... Appendix 16

Form WIB4a/Prosecution ............................................................... Appendix 17a

Form WIB4b Caution/Admin Pen .................................................. Appendix 17b

Not used ........................................................................................... Appendix 18

Not used ........................................................................................... Appendix 19

DCI 500 LA DESK AID ....................................................................... Appendix 20

Word Solution/HB Lite Desk Aid ..................................................... Appendix 21

HBMS Data Take-On and Processing Schedule (DTOPS) 28........................................................................ Appendix 22

Housing Benefit Matching Service rules - April 2006 ......................................................................................... Appendix 23

Completion of HBMS Results......................................................... Appendix 24a

HBMS Results Sheet ....................................................................... Appendix 24b

Appendix 1

Contact list


June 2006

Contact list Note: Full contact details can be found in the hard copy of the HB/CTB security Guidance.

Appendix 2

Interventions requirement 2006/07


June 2006


Local Authority Annual Interventions

(data-matches & reviews) Annual Visits

Aberdeen 9460 3790 Aberdeenshire 7000 2800 Adur 2400 960 Allerdale 4410 1770 Alnwick 1240 500 Amber Valley 4670 1870 Angus 5000 2000 Argyll and Bute 4140 1650 Arun 5610 2250 Ashfield 5170 2070 Ashford 3640 1460 Aylesbury Vale 3880 1550 Babergh 2640 1060 Barking 11160 4460 Barnet 13140 5250 Barnsley 11910 4760 Barrow in Furness 4010 1600 Basildon 7950 3180 Basingstoke and Deane 4040 1620 Bassetlaw 4670 1870 Bath and N E Somerset 5750 2300 Bedford 5760 2300 Berwick upon Tweed 1320 530 Bexley 7900 3160 Birmingham 63130 25250 Blaby 1970 790 Blackburn with Darwen 8690 3470 Blackpool 10430 4170 Blaenau Gwent 4790 1910 Blyth Valley 4170 1670 Bolsover 3950 1580 Bolton 14430 5770 Boston 2690 1080 Bournemouth 8440 3380 Bracknell Forest 2790 1120 Bradford 23590 9440 Braintree 4390 1760 Breckland 4480 1790 Brent 16590 6640 Brentwood 1930 770

Appendix 2



June 2006



Bridgend 6760 2700 Bridgnorth 1690 680 Brighton and Hove 14310 5720 Bristol 20950 8380 Broadland 3290 1320 Bromley 9890 3950 Bromsgrove 2260 910 Broxbourne 3350 1340 Broxtowe 3570 1430 Burnley 5210 2090 Bury 7710 3080 Caerphilly 9690 3870 Calderdale 8760 3510 Cambridge 3920 1570 Camden 14880 5950 Cannock Chase 4000 1600 Canterbury 5360 2150 Caradon 3160 1260 Cardiff 16000 6400 Carlisle 4260 1700 Carmarthenshire 8540 3410 Carrick 3800 1520 Castle Morpeth 1550 620 Castle Point 3140 1250 Ceredigion 2900 1160 Charnwood 4350 1740 Chelmsford 4350 1740 Cheltenham 4010 1600 Cherwell 3500 1400 Chester 4410 1760 Chester le Street 2570 1030 Chesterfield 5520 2210 Chichester 3390 1360 Chiltern 1990 800 Chorley 3610 1450 Christchurch 1850 740 City of London 590 240 Clackmannanshire 2790 1120 Colchester 5690 2280 Congleton 2570 1030 Conwy 5250 2100 Copeland 3430 1370 Corby 2500 1000

Appendix 2



June 2006



Cotswold 2290 920 Coventry 16960 6780 Craven 1540 620 Crawley 3730 1490 Crewe and Nantwich 4010 1600 Croydon 15480 6190 Dacorum 4460 1780 Darlington 5270 2110 Dartford 2830 1130 Daventry 1890 750 Denbighshire 4650 1860 Derby 11120 4450 Derbyshire Dales 1930 770 Derwentside 5310 2120 Doncaster 14070 5630 Dover 4890 1960 Dudley 15000 6000 Dumfries and Galloway 7260 2900 Dundee 11030 4410 Durham 3540 1420 Ealing 14300 5720 Easington 6470 2590 East Ayrshire 7850 3140 East Cambridgeshire 2200 880 East Devon 4240 1690 East Dorset 2250 900 East Dunbartonshire 3170 1270 East Hampshire 2540 1020 East Hertfordshire 2890 1150 East Lindsey 6310 2520 East Lothian 4170 1670 East Northamptonshire 2470 990 East Renfrewshire 2580 1030 East Riding of Yorkshire 11240 4500 East Staffordshire 3680 1470 Eastbourne 4950 1980 Eastleigh 2980 1190 Eden 1320 530 Edinburgh 22710 9080 Ellesmere Port and Neston 3220 1290 Elmbridge 3140 1260 Enfield 15470 6190 Epping Forest 3950 1580

Appendix 2



June 2006



Epsom and Ewell 1390 560 Erewash 4170 1670 Exeter 4410 1760 Falkirk 7640 3060 Fareham 2320 930 Fenland 3930 1570 Fife 17470 6990 Flintshire 5630 2250 Forest Heath 1720 690 Forest of Dean 2890 1150 Fylde 2450 980 Gateshead 12840 5140 Gedling 3630 1450 Glasgow 55550 22220 Gloucester 4790 1920 Gosport 2900 1160 Gravesham 3840 1530 Great Yarmouth 5430 2170 Greenwich 14220 5690 Guildford 3150 1260 Gwynedd 5290 2110 Hackney 19190 7670 Halton 6830 2730 Hambleton 2220 890 Hammersmith and Fulham 10840 4340 Harborough 1640 650 Haringey 18290 7320 Harlow 4150 1660 Harrogate 4040 1610 Harrow 7900 3160 Hart 1260 500 Hartlepool 6870 2750 Hastings 5460 2180 Havant 4930 1970 Havering 8720 3490 Herefordshire 6410 2560 Hertsmere 2930 1170 High Peak 3180 1270 Highland 9570 3830 Hillingdon 9810 3920 Hinckley and Bosworth 2760 1110 Horsham 2880 1150 Hounslow 10510 4210

Appendix 2



June 2006



Huntingdonshire 3790 1510 Hyndburn 4600 1840 Inverclyde 6350 2540 Ipswich 6010 2410 Isle of Anglesey 3220 1290 Isle of Wight 6750 2700 Isles of Scilly 40 10 Islington 15810 6320 Kennet 2100 840 Kensington and Chelsea 8470 3390 Kerrier 4860 1940 Kettering 2940 1180 Kings Lynn and West Norfolk 6020 2410 Kingston upon Hull 18520 7410 Kingston upon Thames 4560 1820 Kirklees 18530 7410 Knowsley 12050 4820 Lambeth 19920 7970 Lancaster 6180 2470 Leeds 35130 14050 Leicester 17870 7150 Lewes 3420 1370 Lewisham 16140 6460 Lichfield 2870 1150 Lincoln 4540 1820 Liverpool 37450 14980 Luton 8550 3420 Macclesfield 4080 1630 Maidstone 4560 1820 Maldon 1830 730 Malvern Hills 2190 870 Manchester 34110 13640 Mansfield 5020 2010 Medway 10180 4070 Melton 1210 480 Mendip 3870 1550 Merthyr Tydfil 3780 1510 Merton 6800 2720 Mid Bedfordshire 3120 1250 Mid Devon 2490 1000 Mid Suffolk 2330 930 Mid Sussex 2830 1130 Middlesbrough 10310 4120

Appendix 2



June 2006



Midlothian 3670 1470 Milton Keynes 8150 3260 Mole Valley 1790 720 Monmouthshire 2820 1130 Moray 3170 1270 Neath and Port Talbot 8680 3470 New Forest 5100 2040 Newark and Sherwood 3910 1560 Newbury/W Berkshire 3520 1410 Newcastle under Lyme 4660 1860 Newcastle upon Tyne 17460 6980 Newham 19700 7880 Newport 7270 2910 North Ayrshire 9070 3630 North Cornwall 3450 1380 North Devon 3960 1590 North Dorset 1820 730 North East Derby 3970 1590 North East Lincoln 9260 3700 North Hertfordshire 3950 1580 North Kesteven 2890 1160 North Lanarkshire 21090 8440 North Lincolnshire 7120 2850 North Norfolk 3800 1520 North Shropshire 2050 820 North Somerset 7340 2940 North Tyneside 11290 4510 North Warwickshire 2220 890 North West Leicester 2830 1130 North Wiltshire 3210 1280 Northampton 7770 3110 Norwich 8270 3310 Nottingham 18490 7400 Nuneaton and Bedworth 5310 2120 Oadby and Wigston 1390 560 Oldham 12050 4820 Orkney 720 290 Oswestry 1440 570 Oxford 5370 2150 Pembrokeshire 5540 2220 Pendle 4690 1880 Penwith 3540 1420 Perth and Kinross 5090 2030

Appendix 2



June 2006



Peterborough 7470 2990 Plymouth 12130 4850 Poole 5250 2100 Portsmouth 10180 4070 Powys 4570 1830 Preston 6660 2660 Purbeck 1490 600 Reading 5980 2390 Redbridge 10140 4050 Redcar and Cleveland 8540 3420 Redditch 3160 1260 Reigate and Banstead 2940 1180 Renfrewshire 10960 4380 Restormel 4330 1730 Rhondda Cynon Taff 13830 5530 Ribble Valley 1330 530 Richmond upon Thames 5080 2030 Richmondshire 1160 470 Rochdale 11970 4790 Rochford 2320 930 Rossendale 3180 1270 Rother 3440 1370 Rotherham 13050 5220 Rugby 2870 1150 Runnymede 1990 800 Rushcliffe 2350 940 Rushmoor 2490 1000 Rutland 790 320 Ryedale 1680 670 Salford 15120 6050 Salisbury 3300 1320 Sandwell 20110 8040 Scarborough 5630 2250 Scottish Borders 4790 1910 Sedgefield 5740 2300 Sedgemoor 4110 1640 Sefton 15000 6000 Selby 2130 850 Sevenoaks 3070 1230 Sheffield 29180 11670 Shepway 4770 1910 Shetland 740 300 Shrewsbury and Atcham 3260 1300

Appendix 2



June 2006



Slough 5360 2150 Solihull 7250 2900 South Ayrshire 6080 2430 South Bedfordshire 3610 1440 South Bucks 1350 540 South Cambridgeshire 2800 1120 South Derbyshire 2660 1060 South Gloucestershire 6390 2560 South Hams 2990 1200 South Holland 2990 1190 South Kesteven 3830 1530 South Lakeland 2790 1120 South Lanarkshire 17890 7160 South Norfolk 3510 1400 South Northants 1610 650 South Oxfordshire 2870 1150 South Ribble 3290 1320 South Shropshire 1470 590 South Somerset 5190 2070 South Staffordshire 3210 1280 South Tyneside 11390 4550 Southampton 10960 4380 Southend on Sea 8630 3450 Southwark 19200 7680 Spelthorne 2470 990 St Albans 3170 1270 St Edmundsbury 3110 1250 St Helens 10450 4180 Stafford 3030 1210 Staffordshire Moorlands 2760 1100 Stevenage 3550 1420 Stirling 3490 1400 Stockport 11010 4400 Stockton on Tees 9250 3700 Stoke on Trent 14850 5940 Stratford on Avon 3260 1300 Stroud 3430 1370 Suffolk Coastal 3650 1460 Sunderland 18090 7240 Surrey Heath 1430 570 Sutton 6110 2440 Swale 5550 2220 Swansea 12470 4990

Appendix 2



June 2006



Swindon 6840 2740 Tameside 11510 4600 Tamworth 2970 1190 Tandridge 1580 630 Taunton Deane 3560 1420 Teesdale 970 390 Teignbridge 4490 1790 Telford and Wrekin 7410 2960 Tendring 7290 2920 Test Valley 2830 1130 Tewkesbury 2160 870 Thanet 7950 3180 Three Rivers 2370 950 Thurrock 5860 2340 Tonbridge and Malling 3140 1250 Torbay 7670 3070 Torfaen 5070 2030 Torridge 2510 1010 Tower Hamlets 18150 7260 Trafford 8240 3290 Tunbridge Wells 3320 1330 Tynedale 1890 760 Uttlesford 1640 650 Vale of Glamorgan 4720 1890 Vale of White Horse 2580 1030 Vale Royal 4000 1600 Wakefield 15190 6070 Walsall 15240 6090 Waltham Forest 13440 5380 Wandsworth 12630 5050 Wansbeck 3430 1370 Warrington 7140 2860 Warwick 3900 1560 Watford 3020 1210 Waveney 5600 2240 Waverley 2760 1110 Wealden 4060 1620 Wear Valley 4270 1710 Wellingborough 2790 1120 Welwyn Hatfield 3630 1450 West Devon 1620 650 West Dorset 3250 1300 West Dunbartonshire 7490 2990

Appendix 2



June 2006



West Lancashire 4980 1990 West Lindsey 3140 1260 West Lothian 8620 3450 West Oxfordshire 2240 900 West Somerset 1740 700 West Wiltshire 3910 1560 Western Isles 1630 650 Westminster 12560 5020 Weymouth and Portland 2940 1180 Wigan 14540 5810 Winchester 2650 1060 Windsor and Maidenhead 3380 1350 Wirral 18580 7430 Woking 2290 910 Wokingham 2280 910 Wolverhampton 15920 6370 Worcester 3690 1470 Worthing 3750 1500 Wrexham 5830 2330 Wychavon 3460 1380 Wycombe 4540 1810 Wyre 4420 1770 Wyre Forest 4260 1700 York 5950 2380

Appendix 3

Security: Performance Measures and Enablers


June 2006


Security of administration PM 10 Number of interventions where review actions completed since 1 April.

PM 11 Percentage of data matches resolved in 2 months.

PM 12 Number of claimants visited.

Compliance with guidance E 17 The LA ensures a person making a claim or notifying a change of circumstance

provides all the certificates, documents information and other evidence in its original form to support the claim as they may reasonably require.

E 18 All employees responsible for receiving and verifying documents are trained on the latest evidence requirements including identifying false documents and following up discrepancies and apply this in order to comply with the relevant legislation.

Compliance with data integrity E 19 The LA provides data (the HBMS extract) in “loadable” state for all 12 months on

specified dates, ensuring the accuracy of customer National Insurance Numbers recorded on their benefits systems, 98% to match with DWP records. All incidents rated 1 and 2 by HBMS to be resolved within a maximum of three months unless otherwise agreed with HBMS.

Counter-fraud activities PM 13 Number of fraud referrals per thousand caseload.

PM 14 Performance Indicator: Number of fraud investigators employed per 1,000 caseload.

PM 15 Performance Indicator: Number of fraud investigations per 1,000 caseload.

Appendix 3



June 2006

Fraud referrals E 20 The LA publicises guidance on making a referral to all employees working for the

LA. It provides fraud awareness sessions at induction and supports this with an ongoing programme of fraud awareness to employees who are involved in HB/CTB benefit administration, housing and council tax collection, external employees to whom such work is outsourced and any employees working for a third party who are involved in the verification of HB/CTB claims.

E 21 The LA provides a publicised dedicated telephone service (or National Benefit Fraud Hotline), which is staffed during office hours, for the public or employees to report suspicions. An answerphone service is available outside working hours.

Risk profiling referrals E 22 Referrals are risk assessed, with priority given to medium to high-risk cases, with the

results of investigations informing regular review of the risk assessment process.

E 23 In relevant cases the LA gathers intelligence through a discrete intelligence function within the LA or through National Anti-Fraud Network (NAFN), London Team Against Fraud (LTAF) or through the DWP Intelligence structure.

Action on referrals E 24 The LA sifts referrals within an average of 10 working days* of receipt and uses a

management information system to track all fraud referrals that are allocated to a named investigator and the progress made on them.

*This excludes bulk data referrals such as the National Fraud Initiative (NFI) and HBMS data matches. These types of bulk-referrals should be managed and sifted as a source of potential investigation cases.

E 25 The LA commences investigations within an average of 10 working days of referrals being sifted.

Fraud Investigators Code of conduct E 26 The LA complies with the appropriate legislation and ensures that its fraud

investigation officers understand that under section 67(9) of the Police And Criminal Evidence (PACE) Act 1984 they are persons charged with the investigation of crime and are, therefore, subject to the same restraints as the police, especially those contained in PACE Act 1984. In Scotland fraud investigation officers adhere to the test of fairness.

Appendix 3



June 2006

E 27 The LA maintains a separate fraud file with restricted access for all investigations, and such records as are needed for the purposes of disclosure, under Criminal Procedure and Investigations Act (CPIA) 1996, Regulation of Investigatory Powers Act (RIPA)2000, or Regulation of Investigatory Powers (Scotland) Act (RIP(S)A) 2000 are kept in accordance with PACE Act 1984.

E 28 Fraud investigators keep a proper record of what they do for their own personal use so that it can, if necessary, be used as an aide memoire when giving evidence.

E 29 Interviews are conducted under caution in accordance with PACE or the test of fairness (Scotland) when there are reasonable grounds based on known facts or information which are relevant to the offence.

LA fraud policy E 30 There is a Member approved anti-fraud policy supported by a fraud business plan

against which the progress, outcome and quality of investigations are monitored.

E 31 The LA makes all appointments of authorised officers in accordance with the law and monitors the use of these powers or uses a centralised intelligence resource such as NAFN or a DWP Operational Intelligence Unit (OIU) or in conjunction with neighbouring LAs.

E 32 The LA has chosen to use and operate the ‘Do Not Redirect’ (DNR) service in accordance with the legislation and procedural guidance, see HB/CTB Security

Guidance, ‘Do Not Redirect’ service”.

E 33 The LA has signed, and adheres to, the Fraud Partnership Agreement with Counter-fraud Investigation Service (CFIS) at Operational Board level and has underpinned this with locally agreed service standards with the CFIS Sector, which meet at least the minimum requirements set out in the Partnership Agreement.

E 34 The LA has in place systems to ensure that only lawful requests are sent to DWP for Inland Revenue information.

Sanctions PM 16 Performance Indicator: Number of successful sanctions per 1,000 caseload.

A balanced sanctions policy E 35 The LA provides clear guidelines to employees to consider and administer the

appropriate sanctions and ensures they are applied strictly in accordance with the law.

Appendix 3



June 2006

E 36 The LA always checks the DWP’s database and Police National Computer (PNC) or SOL P (as per HB/CTB Security Guidance) for previous benefit fraud sanctions and convictions before issuing a caution or penalty. If a caution or penalty is given the LA records the penalty details clearly, including sending notification for recording on the DWP database, to ensure further attempts to defraud by the same person are considered for prosecution as a first option.

E 37 If a caution or penalty is refused the LA ensures all cases are referred for prosecution.

Appendix 4

Risk scoring methodology


June 2006


Introduction 1.0 Each month, on a scheduled date, Housing Benefit Matching Service (HBMS) extract

data from a Local Authority (LA). HBMS run these data scans against a risk scoring methodology developed by Department for Work and Pensions (DWP) analysts to identify and prioritise Housing Benefit (HB)/Council Tax Benefit (CTB) claims that appear to be more risky.

1.1 This risk-scored list of cases is issued to LAs for use in carrying out the risk-scored reviews described in the Reviews procedures and Visiting. The risk-scored list for reviews is issued alongside data-matching referrals by HBMS to each LA.

1.2 The lists of risk-scored cases, in order of priority for review, will be issued to LAs on CD-ROM as the files will be too large to send in paper form. These files can be opened in Microsoft Excel.

1.3 At present the CD Rom will contain two, one with the new style presentation of the risk list, one with the old style. Both formats will contain the same risk scoring. The new style is described below. It is for LAs and their software providers to decide when to adopt the new format.

Risk-scored caseload lists 1.4 Cases are listed in decreasing order of risk. The following fields give extra

information about each case that we hope will be useful

• Priority and Rank

• Possible Causes of Error

Appendix 4



June 2006

Priority and Rank 1.5 This replaces the old risk score and is made up of two components. The first

indicates ‘priority’ and is a number in the range 1 to 6. The second is the remaining number once the leading digit has been excluded. The second component gives the individual rank of the case.

1.6 Cases with priority 1 should be reviewed first, then cases with priority 2, then 3 and then 4. Cases with priority 5 or 6 should not ordinarily be reviewed. The table below shows the likelihood of finding an overpayment across the six priority classifications.

Priority Detected overpayments

1 47%

2 33%

3 22%

4 16%

5 9%

6 7%

1.7 This table shows that cases with priority 1 have a 47% chance of having an overpayment on them, priority 2 cases have a 33% chance having an overpayment, and so on.

1.8 Because the risk score list is in descending error order of risk, the riskiest case is at the top and has rank 1, the second riskiest case is second and has rank 2, and so. Even within a priority group you should review the riskiest cases first, ie review the cases with lower numerical value of rank first.

Possible Causes of Error 1.9 This replaces the old probability rating and consists of a three digit number where

each digit is between 1-6. The three digits represent the three most likely errors, where:

1 = Amount of eligible rent/tenancy details/liability to pay rent

2 = Claimants/partners/non-dependants earned income

3 = Capital/other income

4 = LTAHW/number of dependants/number of non-dependants

5 = Non-residence

6 = Income from other benefits

1.10 The first digit represents the most likely reason for an error, the second digit is the next most likely reason for an error, and the third digit the third most likely reason for an overpayment.

Appendix 4



June 2006

1.11 Below is an example of what the old risk score looked like. It is populated with some test data. Note: For the purposes of this example, some address fields have been removed.

Forename Surname D.O.B ADDRESS NINO HB REF

NO SCORE

LAST RECORDED

REVIEW DATE

ESTIMATED PROBABILITY

SCORE

291687 -1.7532 15%

694061 -1.7532 15%

1313338 -1.7532 15%

2238716 -1.7532 15%

1.12 In the new format, the risk score for the same test data (above) will look like:

Forename Surname D.O.B ADDRESS NINO HB REF

NO Priority &

Rank

LAST RECORDED

REVIEW DATE

Possible causes of

error

291687 1000001 123

694061 1000002 432

1313338 1000003 523

2238716 1000004 526

Appendix 5

Reviews Form


June 2006

Reviews Form Please ensure that the LA’s Review Form complies with the guidance in Part A,

para 3.71.

Appendix 5

Reviews Form


June 2006

Appendix 6

Visiting Officer’s verification statement


June 2006


Appendix 6



June 2006

Appendix 7

New claim checklist


June 2006

New claim checklist

Appendix 8

Certificate of Earned Income


June 2006

Certificate of Earned Income

Appendix 9

HB/CTB Self-employed earnings information


June 2006


Appendix 9



June 2006

Appendix 10

Fraud and error awareness


June 2006


Introduction 1 LAs are committed to paying HB/CTB promptly and accurately to genuine claimants,

making sure they receive the full benefit they are entitled to.

2 It is important that staff are made aware of the types of fraud that can occur and understand the need to be vigilant when dealing with benefit claims.

3 Fraud awareness should be part of each new member of staff’s induction. New members of staff should spend time with the claim administration and fraud sections to get to know the staff and their work. It is also important that staff are aware of the importance of reducing errors and preventing overpayments occurring.

4 There should be regular liaison between fraud staff, benefit processing staff and others who have contact with them.

5 The following is a checklist of issues that fraud officers should consider covering in all talks to benefits staff. The list should be tailored to suit non-benefit staff. As the list is extensive, it may be more appropriate to split the areas covered between a number of sessions, for example

• structure chart of the fraud section, showing contact names and telephone numbers

• talk-through of the LA’s policy on benefit fraud, the work of the fraud unit and the processes involved in a ‘typical’ investigation

• examples of what needs to be referred to the fraud section and how the referral should be made

• the information that needs to be collected from a caller if an allegation is being made that a claimant is claiming benefit fraudulently

• what to do if a claimant starts to admit to claiming benefit fraudulently during the course of an interview or telephone call

• what to do if a claimant calls, either in person or by telephone, as a result of benefit being suspended because of a fraud investigation

• types of fraud and how they are perpetrated, for example, non-declaration of earnings, non-declaration of partner, false claim for dependants, undeclared capital, Instrument of Payment (IOP) fraud, non-residence, landlord fraud, contrived tenancy and identity fraud

continued

Appendix 10



June 2006

5 (continued)

• anonymous examples of actual investigations. How the fraud was identified and the result of the investigation, with details of the court hearing, if there was one

• what the staff need to specifically look for whilst doing their jobs

• examples of false and forged documentation and how forgeries can be spotted

• managing expectations. For example, all referrals may not get investigated but all information will be put to some use and may be beneficial if a subsequent referral is made

• how losses due to fraud and errors could have been prevented or identified

The LA’s policy 6 Staff at all levels need to be clear that the LA is committed to preventing and

detecting fraud and reducing losses due to error. All staff should be made aware of the LA’s policy and approach to tackling fraud and error. The policy must be

• written down and made available to all staff, preferably individual copies

• provided and explained to all new staff within four weeks of appointment

• included in refresher training, at least annually.

7 LAs are encouraged to develop a policy that demonstrates a clear commitment to preventing, detecting and punishing fraud.

Communicating the results of fraud investigations

8 Feedback from fraud sections on the progress of referrals and fraud drives gives benefit sections a greater understanding of the types of fraud being perpetrated. News of successful prosecutions or the withdrawal of benefit encourages staff to continue to be vigilant.

9 General progress reports must be issued at least on a quarterly basis to keep all benefit staff informed about the progress of fraud investigations. The reports must (subject to security considerations) include information on

• how frauds were detected

• which claim types are affected

• patterns and themes of fraud detected

• new types of fraud identified, and

• how some frauds could more easily be prevented

Appendix 10



June 2006

10 In addition, when a fraud referral is made, the following information should ideally be provided on the referred case to the member of staff making the referral. Information can be given in writing or in person and should cover the following

• on receipt of referral, inform the member of staff whether it is to be investigated or not, and

− if not, give the reason why

− if it is to be investigated, give details of who will be investigating and to whom any additional information should be given. Advise on the expected date when the investigation will be complete

• keep the member of staff informed of developments if the above date passes without conclusion to the investigation

11 Advise the member of staff what the result of the investigation is, this is in addition to informing benefit staff, as appropriate, of any changes to the benefit.

12-99

Appendix 11

Fair Processing Statement


June 2006

Fair Processing Statement 1 The Department for Work and Pensions (DWP) collects information for social

security benefit purposes. The information we collect depends on the nature of our customer’s business with us.

2 Under the Department’s legislation, customers making a claim to an income-related benefit, eg Income Support, Pension Credit, Jobseeker’s Allowance, Housing Benefit, are required to give us information on any children or other adults living with them, as this may affect the amount of benefit that is paid to them. This is because other adults (non-dependants) are expected to make a financial contribution towards housing costs, depending on their personal circumstances.

3 Local Authorities (LAs) administer Housing Benefit/Council Tax Benefit on behalf of DWP and the law permits DWP to share information about non-dependants with LAs for Housing Benefit/Council Tax Benefit purposes. Information will be passed to the relevant LA so that they can calculate the correct amount of Housing Benefit/Council Tax Benefit to pay to our customer.

4 The DWP customer making the claim for benefit has provided us with the information we hold about you. If you would like to check the information, and if you live in a house that is rented by our customer, please contact your local council. In all other cases, please contact your local DWP office.

5 We may check information that we have been given about you, which has been provided by the person making the claim for benefit, with other information, held by us.

6 We will not disclose information about you to anyone outside DWP unless the law permits us to. DWP is the Data Controller for the purposes of the Data Protection Act. If you want to know more about what information we have about you, or the way we use your information, you can contact any of the Department’s offices and ask for the leaflet GL33. Or you can find a copy of the leaflet on our website. The address is www.dwp.gov.uk

For further information, see LA RAT Bulletin 10/03.

Appendix 12

Management control sheet


June 2006

Management control sheet

Appendix 13

Management checklists


June 2006


Appendix 13



June 2006

Appendix 14

Sections 1(1A) and 1(1B) of the SSAA 1992


June 2006

Sections 1(1A) and 1(1B) of the Social Security (Administration) Act 1992

Extract from the Social Security (Administration) Act 1992

“(1A) No person whose entitlement to any benefit depends on his making a claim shall be entitled to the benefit unless subsection (1B) below is satisfied in relation both to the person making the claim and to any other person in respect of whom he is claiming benefit.

(1B) This subsection is satisfied in relation to a person if

(a) the claim is accompanied by

(i) a statement of the person’s national insurance number and information or evidence establishing that that number has been allocated to the person, or

(ii) information or evidence enabling the national insurance number that has been allocated to the person to be ascertained, or

(b) the person makes an application for a national insurance number to be allocated to him, which is accompanied by information or evidence enabling such a number to be so allocated

(1C) Regulations may make provision disapplying subsection (1A) above in the case of

(a) prescribed benefits

(b) prescribed descriptions of persons making claims, or

(c) prescribed descriptions of persons in respect of whom benefit is claimed, or in other prescribed circumstances.”

Appendix 15

Data incidents


June 2006

Data incidents Area of Impact

Status Incident Description Impact

R1 Nil population of a key field Rule deselected

No matches produced

R2 Low population of a key field Rule deselected

Very limited number of matches produced

Referrals Rules

R3 Limited population of a

key field

Mismatches requiring extra sifting Issue of incorrect referrals

Limited number of referrals issued

S1 Nil population of a key field Major impact on accuracy of

risk scores

S2 Low population of a key field Major impact on accuracy of

risk scores

High Risk Review Scans

S3 Limited population of a key field Limited impact on accuracy of

risk scores

D1 Nil population of a key field HBMS development rule will

fail to work Development

Rules D2 Low population of a key field HBMS development rule will

fail to work

Rejected Records

1 >10% rejected records Reduction in caseload for

data matching

Appendix 16

Management information requirement 2006/07


June 2006


1 LAs must return the management information required on the HBSD/IAD data extract scan, completing the fields covering ‘Case Review Records’ (fields 174-179).

Note: The HBSD/IAD data extract scan should not be confused with the HBMS extraction file (also known as first data extraction file). This is used purely for running the monthly data-matching rules and risk analysis. It has no role in the provision of MI.

2 The HBSD/IAD MI scan should be extracted according to the same schedule as the LA’s HBMS scan, ie in a four-week cycle. A courier from TNT will arrive on the designated date and collect the data for return to IAD Information Centre, Longbenton, Newcastle-upon-Tyne. Please ensure that the data is clearly labeled HBSD/IAD scan and that they are returned in the plastic envelopes which have been provided by TNT.

3 Requests for a copy of the specification of the HBSD/IAD MI scan, or for any other queries regarding return of the MI data, please contact the Information Centre, see below.

4 The basic information being collected in the six fields for MI under the HBSD/IAD scan includes the following details

• date case review/check started or fraud investigation commenced

• type of case review/check

• reason for case review/source of referral

• review indicator Y will indicate a full review, N a partial review

• date of outcome of case review or fraud investigation

• outcome of case review or fraud investigation

5 HBMS data-matches require the completion and return of a result sheet for each referral issued. LAs should make sure a process exists to co-ordinate the direct return to HBMS of correctly completed HBMS result sheets.

Appendix 16



June 2006

6 If you have any queries regarding the management information requirement, contact the DWP Information Centre

Information Centre Information Directorate Department for Work and Pensions Room BP5201 Benton Park view Benton Park Road Longbenton Newcastle-upon-Tyne NE98 1YX

7 Electronic Management Information (form WIB 1) should be sent quarterly on disk. The WIB1 records case level data on all cases of incorrect benefit. The disk should be clearly labelled WIB 1 and include your LA number and an email contact address. The disk should then be sent to

Information Centre Benton Park View Longbenton Newcastle-upon-Tyne NE98 1YX

8 Electronic returns should not be sent by e-mail although the following email address may be used for contacting the Information Centre querying data returns email: Note: see hard copy of the HB/CTB Security Guidance for contact details.

9 The WIB4a records case level information on prosecutions. Completed WIB4a and enquiries about completion of WIB4a should be addressed to

Technical Support 5th Floor West Trevelyan Square Leeds LS1 6EB

10 The WIB4b records case level information on cautions and administrative penalties. Completed WIB4b should be sent to

WIB4b HRAD2 Dept. for Work & Pensions 4th floor, The Adelphi 1-11 John Adam Street London WC2N 6HT

Appendix 16



June 2006

11 For enquires regarding submissions or amendments to final subsidy claim forms (MPF720A/B), please refer to the latest HB/CTB Subsidy Guidance Manual. To obtain a copy of this, contact Corporate Document Services Ltd Orderline

Tel: 0113 399 4040 Fax: 0113 399 4204 Email: [email protected]

12 Other MI returns are listed below

Stats 121

Stats 122

Stats 124

Stats 124A

Stats 128

13-99

Appendix 17a Form WIB4a/Prosecution


Form WIB4a/Prosecution DEPARTMENT FOR WORK & PENSIONS Form WIB4a/Prosecution PROSECUTION INCENTIVE/TWO STRIKES FORM 1. Customer name 2. LA reference number

8 digit reference number quoted on subsidy claim form 3. Date of birth 4. Claimant’s NINO 5. HB reference number 6. Address 7.

Which benefits were

in receipt before investigation?

Total value of overpayment identified (£)

Which benefits were considered in the

Prosecution? Rent rebate HB Rent allowance HB Council tax benefit Income support Jobseekers’ allowance

Other benefits 8. Type of fraud

Non-resident at address/property ineligible for HB Amount of other income Amount of earnings or number of hours worked Composition of household Amount of other Social Security benefits Amount of rent Amount of capital Internal fraud Other, please specify



9. Benefits convicted against Period of conviction

Amount From To

Rent rebate HB Rent allowance HB Council tax benefit Income support Jobseekers’ allowance

Other benefits 10. Who initiated the prosecution? LA / Jobcentre Plus / Joint Initiative 11. Date of referral for investigation: 12. Date of referral for prosecution: 13. Date of conviction: 14. Court of hearing: 15. Was a check of previous convictions carried out? Yes / No

If yes, by whom? Jobcentre Plus / Police 16. Prosecution authority used

Police (CPS) High Street Solicitors Own legal Department DWP solicitors Procurators Fiscal (Scotland)

17. Under which of the following legislative provisions was the case prosecuted?

Theft Act Social Security Admin Act – Section 112 Section 111A Section 112 (1A) Other (please specify)

18. Was the case successfully prosecuted? Yes / No 19. Penalty incurred by defendant:

Custodial Sentence _______mths Suspended Sentence ______mths Community Service ________hrs Conditional Sentence ______mths

Fine £______ Costs £______ Other (please specify) _________________________________

20. Current Benefit Awarded (please state):

Start date Benefit Paying Office



21. Partner’s details (if applicable) Name National Insurance No D.O.B. Partner’s address Local Authority contact: __________________________ Tel Number: __________________ Signed: ___________________________________ Date: _____________________ When complete, please send this form to: Technical Support, 5th Floor West, Trevelyan Square, Leeds LS1 6EB

Appendix 17b Form WIB4b Caution/Admin Pen


Wib4b Caution/Admin Pen DEPARTMENT FOR WORK & PENSIONS Form WIB 4b Caution/Admin Pen CAUTION / ADMINISTRATIVE PENALTY INCENTIVE FORM 1. LA name 2. LA reference number

8 digit reference number quoted on subsidy claim form 3. Claimant’s HB reference number 4. Claimant’s NINo 5. Benefit entitlement overpayment identified:

Which benefits were in receipt

before investigation?

Total value of overpayment identified (£)

Which benefits were considered in the

Sanction?

Rent rebate HB Rent allowance HB Council tax benefit Income support Jobseekers’ allowance Other benefits 6. Type of fraud:

Non-resident at address or property ineligible for HB Composition of household Amount of earnings or number of hours worked Amount of other Social Security benefits Amount of other income Amount of rent Amount of capital Internal fraud Other, please specify

7. Who initiated the sanction? LA / Jobcentre Plus / Joint Initiative 8. Was a check of previous convictions carried out? Yes / No

If yes, by whom? Jobcentre Plus / Police 9. Which sanction is administered? Caution / Administrative Penalty 10. With whom is the Caution/Admin Penalty registered? Jobcentre Plus / Police / LA only

Appendix 17b Form WIB4b Caution/Admin Pen

11. Finally, if the check for previous convictions had instead recommended prosecution, which prosecution authority would your LA use?

Police (CPS) High Street Solicitors Own legal Department DWP solicitors Procurators Fiscal (Scotland)

Local Authority contact: _____________________ Tel Number: ________________ Signed: ___________________________________ Date: ____________________ When complete, please send this form to: WIB 4b, HRAD2 at DWP, 5th Floor, The Adelphi, 1-11 John Adam Street, London WC2N 6HT

Appendix 18


Appendix 18 This appendix is not used.

Appendix 19


Appendix 19 This appendix is not used.

Appendix 20

DCI 500 LA DESK AID


June 2006

Appendix 21

Word Solution/HBLite Desk Aid


June 2006

Word Solution/HBLite Desk Aid

Load the floppy disc into the PCs A Drive and view the contents

Select the HBLITECL (icon displayed looks like a tap) and double click. (An egg timer may not be

displayed. This may take a few minutes).

The ‘Enter filename to save’ box will appear. In the ‘Save in’ field select an appropriate folder or your desktop to save the

information into (do not change the file name at this stage

as this may affect the opening process) and click the ‘Save’ button.

Once the above steps have been followed check the destination into which you selected to save the

information and there will be two files.

File 1: Word Document This file is displayed as a white box

with the blue ‘word’ icon at the top left hand corner. When the file

is opened a mirror image of the referrals you previously received on

paper will be displayed (3 pages per referral).

File 2: PSV File This file is displayed as a white box

with a coloured icon in the centre. This can now be uploaded through your fraud management

system.

Appendix 22

HBMS Data Take-On and Processing Schedule (DTOPS) 28


June 2006


Schedule Week Local Authority LA ID

Barrow in Furness 010902

Week 1 Blackburn 012301

Monday Blackpool 012302

Bolton 020101

Expected Dates Burnley 012303

Of Data Pick Up Bury 020102

03/04/2006 Carlisle 010903

08/05/2006 Chester 010601

05/06/2006 Chorley 012304

03/07/2006 Congleton 010602

31/07/2006 Crewe & Nantwich 010603

04/09/2006 Ellesmere Port & Neston 010604

02/10/2006 Fylde 012305

30/10/2006 Halton 010605

27/11/2006 Hyndburn 012306

08/01/2007 Knowsley 020201

05/02/2007 Lancaster 012307

05/03/2007 Liverpool 020202

Macclesfield 010606

19 LAs

Appendix 22

HBMS Data Take-On Processing Schedule (DTOPS) 28


June 2006


Manchester 020103

Week 1 Oldham 020104

Tuesday Pendle 012308

Preston 012309

Expected Dates Ribble Valley 012310

Of Data Pick Up Rochdale 020105

04/04/2006 Rossendale 012311

09/05/2006 Salford 020106

06/06/2006 Sefton 020204

04/07/2006 South Ribble 012312

01/08/2006 St Helens 020203

05/09/2006 Stockport 020107

03/10/2006 Tameside 020108

31/10/2006 Trafford 020109

28/11/2006 Vale Royal 010607

09/01/2007 Warrington 010608

06/02/2007 West Lancashire 012313

06/03/2007 Wigan 020110

Wirral 020205

Wyre 012314

20 LAs

Appendix 22



June 2006


Barking & Dagenham 050101

Week 1 Barnet 050102

Wednesday Bexley 050103

Brent 050104

Expected Dates Bromley 050105

Of Data Pick Up Broxbourne 011901

05/04/2006 Camden 040101

10/05/2006 Corporation of London 030101

07/06/2006 Croydon 050106

05/07/2006 Ealing 050107

02/08/2006 East Cambridgeshire 010502

06/09/2006 Enfield 050108

04/10/2006 Greenwich 040102

01/11/2006 Hackney 040103

29/11/2006 Hammersmith & Fulham 040104

10/01/2007 Havering 050111

07/02/2007 Islington 040105

07/03/2007 Lambeth 040107

Mid Sussex 013806

Sheffield 020304

Southwark 040109

Westminster 040112

22 LAs

Appendix 22



June 2006


Haringey 050109

Week 1 Harrow 050110

Thursday Hillingdon 050112

Hounslow 050113

Expected Dates Kensington & Chelsea 040106

Of Data Pick Up Kingston-Upon Thames 050114

06/04/2006 Lewisham 040108

11/05/2006 Merton 050115

08/06/2006 Newham 050116

06/07/2006 Redbridge 050117

03/08/2006 Richmond Upon Thames 050118

07/09/2006 Sutton 050119

05/10/2006 Tower Hamlets 040110

02/11/2006 Waltham Forest 050120

30/11/2006 Wandsworth 040111

11/01/2007

08/02/2007

08/03/2007

15 LAs

Appendix 22



June 2006


Allerdale 010901

Week 2 Alnwick 012801

Monday Barnsley 020301

Berwick on Tweed 012802

Expected Dates Blyth Valley 012803

Of Data Pick Up Bradford 020601

Tue 18/04/06 Calderdale 020602

15/05/2006 Castle Morpeth 012804

12/06/2006 Chester Le Street 011301

10/07/2006 Copeland 010904

07/08/2006 Craven 017901

11/09/2006 Derwentside 011303

09/10/2006 Doncaster 020302

06/11/2006 Durham 011304

04/12/2006 Easington 011305

15/01/2007 East Riding of Yorkshire 017001

12/02/2007 Eden 010905

12/03/2007 Gateshead 020401

Kingston Upon Hull 017002

Kirklees 020603

Rotherham 020303

South Lakeland 010906

South Tyneside 020404

Sunderland 020405

Teesdale 011307

26 LAs

Appendix 22



June 2006


Darlington 011302

Week 2 Hambleton 017902

Tuesday Harrogate 017903

Hartlepool 015701

Expected Dates Leeds 020604

Of Data Pick Up Middlesbrough 015702

18/04/2006 Newcastle-upon-Tyne 020402

16/05/2006 North East Lincolnshire 017003

13/06/2006 North Lincolnshire 017004

11/07/2006 North Tyneside 020403

08/08/2006 Redcar & Cleveland 015703

12/09/2006 Richmondshire 017904

10/10/2006 Ryedale 017905

07/11/2006 Scarborough 017906

05/12/2006 Sedgefield 011306

16/01/2007 Selby 017907

13/02/2007 Stockton-On-Tees 015704

13/03/2007 Tynedale 012805

Wakefield 020605

Wansbeck 012806

Wear Valley 011308

York 017908

22 LAs

Appendix 22



June 2006


Aylesbury Vale 010401

Week 2 Bedford 010203

Wednesday Cheltenham 011601

Cherwell 013101

Expected Dates Chiltern 010402

Of Data Pick Up Cotswold 011602

19/04/2006 Dacorum 011902

17/05/2006 Forest of Dean 011603

14/06/2006 Gloucester 011604

12/07/2006 Hertsmere 011904

09/08/2006 Luton 010201

13/09/2006 Mid Bedfordshire 010202

11/10/2006 Milton Keynes 010403

08/11/2006 North Wiltshire 013902

06/12/2006 Oxford 013102

17/01/2007 South Bedfordshire 010204

14/02/2007 South Buckinghamshire 010404

14/03/2007 South Oxfordshire 013103

St Albans 011906

Stevenage 011907

Stroud 011605

Swindon 013904

Tewkesbury 011606

Three Rivers 011908

Vale of White Horse 013104

Watford 011909

Welwyn Hatfield 011910

West Oxfordshire 013105

West Wiltshire 013905

Wycombe 010405

30 LAs

Appendix 22



June 2006


Basingstoke & Deane 011701

Week 2 Bracknell Forest 010301

Thursday East Hampshire 011702

Eastleigh 011703

Expected Dates Elmbridge 013601

Of Data Pick Up Epsom & Ewell 013602

20/04/2006 Fareham 011704

18/05/2006 Gosport 011705

15/06/2006 Guildford 013603

13/07/2006 Hart 011706

10/08/2006 Havant 011707

14/09/2006 Isle of Wight 012103

12/10/2006 Kennet 013901

09/11/2006 Mole Valley 013604

07/12/2006 New Forest 011708

18/01/2007 Newbury (West Berkshire) 010302

15/02/2007 North Dorset 011203

15/03/2007 Portsmouth 011709

Reading 010303

Reigate & Banstead 013605

Runnymede 013606

Rushmoor 011710

Salisbury 013903

Slough 010304

Southampton 011711

Spelthorne 013607

Surrey Heath 013608

Tandridge 013609

Test Valley 011712

Waverley 013610

Winchester 011713

Windsor 010305

Woking 013611

Wokingham 010306

34 LAs

Appendix 22



June 2006


Aberdeenshire 101502

Week 2 Argyll & Bute 101801

Friday Orkney Islands 090101

Shetland Islands 090102

Expected Dates Western Isles 090103

Of Data Pick Up

21/04/2006

19/05/2006

16/06/2006

14/07/2006

11/08/2006

15/09/2006

13/10/2006

10/11/2006

08/12/2006

19/01/2007

16/02/2007

16/03/2007

5 LAs

Appendix 22



June 2006


Bath & North East Somerset 015101

Week 3 Bournemouth 011201

Monday Bristol 015102

Caradon 010801

Expected Dates Carrick 010802

Of Data Pick Up Christchurch 011202

24/04/2006 East Devon 011101

22/05/2006 East Dorset 011208

19/06/2006 Exeter 011102

17/07/2006 Kerrier 010803

14/08/2006 Mendip 013301

18/09/2006 Mid Devon 011103

16/10/2006 North Cornwall 010804

13/11/2006 North Devon 011104

11/12/2006 North Somerset 015103

22/01/2007 Penwith 010805

19/02/2007 Plymouth 011105

19/03/2007 Poole 011204

Purbeck 011205

Restormel 010806

20 LAs

Appendix 22



June 2006


Bridgnorth 013201

Week 3 Bromsgrove 018101

Tuesday Coventry 020502

Dudley 020503

Expected Dates East Hertfordshire 011903

Of Data Pick Up Herefordshire (Hereford City) 018102

25/04/2006 Malvern Hills 018103

23/05/2006 Sedgemoor 013302

20/06/2006 South Gloucestershire 015104

18/07/2006 South Hams 011106

15/08/2006 South Somerset 013305

19/09/2006 Taunton Deane 013303

17/10/2006 Teignbridge 011107

14/11/2006 Torbay 011108

12/12/2006 Torridge 011109

23/01/2007 West Devon 011110

20/02/2007 West Dorset 011206

20/03/2007 West Somerset 013304

Weymouth & Portland 011207

19 LAs

Appendix 22



June 2006


Birmingham 020501

Week 3 North Hertfordshire 011905

Wednesday North Shropshire 013202

North Warwickshire 013701

Expected Dates Nuneaton & Bedworth 013702

Of Data Pick Up Oswestry 013203

26/04/2006 Redditch 018104

24/05/2006 Rugby 013703

21/06/2006 Sandwell 020504

19/07/2006 Shrewsbury & Atcham 013204

16/08/2006 Solihull 020505

20/09/2006 South Shropshire 013205

18/10/2006 South Staffordshire 013405

15/11/2006 Stratford upon Avon 013704

13/12/2006 Walsall 020506

24/01/2007 Warwick 013705

21/02/2007 Wolverhampton 020507

21/03/2007 Worcester 018105

Wrekin 013206

Wychavon 018106

Wyre Forest 018107

21 LAs

Appendix 22



June 2006


Aberdeen 101501

Week 3 Angus 101901

Thursday Clackmannanshire 101201

Dumfries & Galloway 101301

Expected Dates Dundee 101902

Of Data Pick Up East Ayrshire 101806

27/04/2006 East Dunbartonshire 101802

25/05/2006 East Lothian 101702

22/06/2006 East Renfrewshire 101808

20/07/2006 Edinburgh 101701

17/08/2006 Falkirk 101202

21/09/2006 Fife 101401

19/10/2006 Glasgow 101809

16/11/2006 Highland 101601

14/12/2006 Inverclyde 101810

25/01/2007 Midlothian 101703

22/02/2007 Moray 101503

22/03/2007 North Ayrshire 101807

North Lanarkshire 101805

Perth & Kinross 101903

Renfrewshire 101812

Scottish Borders 101101

South Ayrshire 101811

South Lanarkshire 101804

Stirling 101203

West Dunbartonshire 101803

West Lothian 101704

27 LAs

Appendix 22



June 2006


Adur 013801

Week 4 Arun 013802

Monday Ashford 016101

Blaenau Gwent 071401

Expected Dates Bridgend 071301

Of Data Pick Up Brighton & Hove 014101

Tue 02/05/06 Caerphilly 071402

Tue 30/05/06 Canterbury 016102

26/06/2006 Cardiff 071403

24/07/2006 Carmarthenshire 071202

21/08/2006 Ceredigion 071201

25/09/2006 Chichester 013803

23/10/2006 Conwy 071101

20/11/2006 Crawley 013804

18/12/2006 Dartford 016103

29/01/2007 Denbighshire 071103

26/02/2007 Dover 016104

26/03/2007 Eastbourne 014102

Flintshire 071104

Gwynedd 071102

Merthyr Tydfil 071404

Monmouthshire 071405

Neath Port Talbot 071302

Newport 071406

Pembrokeshire 071203

Powys 071204

Rhondda Cynon Taff 071303

Swansea 071304

Torfaen 071407

Vale of Glamorgan 071305

Ynys Mon (Isle of Anglesey) 071106

31 LAs

Appendix 22



June 2006


Amber Valley 011001

Week 4 Ashfield 013001

Tuesday Bassetlaw 013002

Blaby 012401

Expected Date Bolsover 011002

Of Data Pick Up Broxtowe 013003

02/05/2006 Cannock Chase 013401

30/05/2006 Charnwood 012402

27/06/2006 Chesterfield 011003

25/07/2006 Corby 012701

22/08/2006 Daventry 012702

26/09/2006 Derby 011004

24/10/2006 Derbyshire Dales 011009

21/11/2006 East Northamptonshire 012703

19/12/2006 East Staffordshire 013402

30/01/2007 Erewash 011005

27/02/2007 Gravesham 016105

27/03/2007 Hastings 014103

Horsham 013805

Lewes 014104

Maidstone 016106

Medway (Medway Town) 016107

Rother 014105

Sevenoaks 016108

Shepway 016109

Swale 016110

Thanet 016111

Tonbridge & Malling 016112

Tunbridge Wells 016113

Wealden 014106

Worthing 013807

31 LAs

Appendix 22



June 2006


Babergh 013501

Week 4 Basildon 011501

Wednesday Boston 012501

Braintree 011502

Expected Dates Breckland 012601

Of Data Pick Up Brentwood 011503

03/05/2006 Broadland 012602

31/05/2006 Forest Heath 013502

28/06/2006 Gedling 013004

26/07/2006 Harborough 012403

23/08/2006 High Peak 011006

27/09/2006 Hinckley & Bosworth 012404

25/10/2006 Kettering 012704

22/11/2006 Leicester 012405

20/12/2006 Lichfield 013403

31/01/2007 Mansfield 013005

28/02/2007 Melton 012406

28/03/2007 Newark & Sherwood 013006

Newcastle-under-Lyme 013404

North East Derbyshire 011007

North West Leicester 012407

Northampton 012705

Nottingham 013007

Oadby & Wigston 012408

Rushcliffe 013008

Rutland 012409

South Derbyshire 011008

South Northamptonshire 012706

Stafford 013406

Staffordshire Moorlands 013407

Stoke on Trent 013408

Tamworth 013409

Wellingborough 012707

Wrexham 071105

34 LAs

Appendix 22



June 2006


Cambridge 010501

Week 4 Castle Point 011504

Thursday Chelmsford 011505

Colchester 011506

East Lindsey 012502

Expected Dates Epping Forest 011507

Of Data Pick Up Fenland 010503

04/05/2006 Great Yarmouth 012603

01/06/2006 Harlow 011508

29/06/2006 Huntingdonshire 010504

27/07/2006 Ipswich 013503

24/08/2006 Lincoln 012503

28/09/2006 Maldon 011509

26/10/2006 Mid Suffolk 013504

23/11/2006 North Kesteven 012504

21/12/2006 North Norfolk 012605

01/02/2007 Northern Ireland (All 5 Executives) 999993

01/03/2007 Norwich 012606

29/03/2007 Peterborough 010505

Rochford 011510

South Cambridge 010506

South Holland 012505

South Kesteven 012506

South Norfolk 012607

Southend-on-Sea 011511

St Edmundsbury 013505

Suffolk Coastal 013506

Tendring 011512

Thurrock 011513

Uttlesford 011514

Waveney 013507

West Lindsey 012507

West Norfolk & Kings Lynn 012604

33 LAs

Appendix 23 Housing Benefit Matching Service rules – April 2006


Housing Benefit Matching Service rules – April 2006 Rule Description

CTBB001 Failure to declare payment of a Bereavement Benefit

CTBB002 Failure to declare Occupational Pension (using Bereavement Benefit data)

CTCI101 Failure to declare income from earnings (using HMRC Construction Industry data)

CTCT801 Concurrent CT claims by the same person within one LA

CTCT911 Concurrent CT claims by the same customer, cross-boundary matching

CTDB101 Failure to declare Industrial Injuries Disability Benefit

CTDC004 Failure to declare the death of a customer (using DCI data)

CTIB012 Incorrect rate of Incapacity Benefit declared

CTIB114 Failure to declare receipt of Incapacity Benefit by customer or partner

CTIC201 Failure of customer or partner to declare receipt of Carers Allowance.

CTIR101 Failure of customer or partner aged under 60 to declare capital of £3000 and above

CTIR102 Failure of customer or partner to declare capital of £6000 and above

CTIR215 Incorrect rate of capital declared

CTIS005 Failure to notify change of address (using IS data)

CTIS105 False declaration by customer or partner of receipt of Income Support

CTJS055 Failure to notify change of address (using JSA data)

CTJS105 False declaration by customer or partner of receipt of JSA (IB)

CTJS212 Fraudulent HB claim on the basis that JSA (C) is in payment

CTPD001 Failure to declare customer in an English or Welsh prison for +13 weeks

CTRM101 Failure to declare a change of address (using Royal Mail Re-direct data)

CTRP004 Identifies a foreign address recorded on PSCS

CTRP103 Failure to declare receipt of State Retirement Pension by customer or partner



Rule Description

CTRP107 Failure to declare Occupational Pension (using Retirement Pension data)

CTTC001 Failure to declare receipt of Tax Credits (using HMRC Tax Credits data)

CTTC003 Failure to declare partner in household (using HMRC Tax Credits data)

HBBB001 Failure to declare payment of a Bereavement Benefit

HBBB002 Failure to declare Occupational Pension (using Bereavement Benefit data)

HBCI101 Failure to declare income from earnings (using HMRC Construction Industry data)

HBDB101 Failure to declare Industrial Injuries Disability Benefit

HBDC004 Failure to declare the death of a customer (using DCI data)

HBHB001 Concurrent HB claims by the same person

HBHB911 Concurrent claims by the same customer, cross-boundary matching

HBIB012 Incorrect rate of Incapacity Benefit declared

HBIB114 Failure to declare receipt of Incapacity Benefit by customer or partner

HBIC201 Failure of customer or partner to declare receipt of Carers Allowance

HBIR101 Failure of customer or partner aged under 60 to declare capital of £3000 and above

HBIR102 Failure of customer or partner to declare capital of £6000 and above

HBIR215 Incorrect rate of capital declared

HBIS005 Failure to notify change of address (using IS data)

HBIS105 False declaration by customer or partner of receipt of Income Support

HBJS055 Failure to notify change of address (using JSA data)

HBJS105 False declaration by customer or partner of receipt of JSA (IB)

HBJS212 Fraudulent HB claim on the basis that JSA (C) is in payment

HBPD001 Failure to declare customer in an English or Welsh prison for +13 weeks

HBRM101 Failure to declare a change of address (using Royal Mail Re-direct data)

HBRP004 Identifies a foreign address recorded on PSCS

HBRP103 Failure to declare receipt of State Retirement Pension by customer or partner



Rule Description

HBRP107 Failure to declare Occupational Pension (using Retirement Pension data)

HBTC001 Failure to declare receipt of Tax Credits (Using HMRC Tax Credits data)

HBTC003 Failure to declare partner in household (using HMRC Tax Credits data)

Abbreviations used

DCI Departmental Central Index

HMRC Her Majesty’s Revenues and Customs (formerly IR Inland Revenue)

JSA(C) Jobseeker’s Allowance (Contributions Based)

JSA(IB) Jobseeker’s Allowance (Income Based)

PSCS Pension Service Computer System

TC Tax Credits

Appendix 24a

Completion of HBMS Results


June 2006

COMPLETION OF HBMS RESULTS

The HBMS referrals disc contains an electronic result sheet that should be returned to HBMS via e-mail to [email protected] at the end of each working day or week. The new HBMS system in place to manage the electronic result sheets is designed to ignore duplicates, therefore the same result sheet can be returned as often as necessary until all the results have been returned.

PLEASE FOLLOW THESE RULES WHEN ENTERING RESULTS ON SPREADSHEETS All dates must be entered in the format dd/mm/yyyy

No zeros, nil, n/a, 0 or £ signs to be entered. Columns should be formatted to 2 decimal places

ERROR TYPE should be chosen from the “drop down” box as follows:-

• Fraud • Claimant Error • Local Authority • Government Department • Other

NEGATIVE CODES should be entered from the “drop down” box as follows:-

• Code (then the number) • Code 4z (with the date)

SANCTION column should be entered from the “drop down” box as follows:-

• Prosecution • Admin Penalty • Caution

An overpayment and underpayment cannot be used for the same referral. In this case provide the overpayment details.

Where there is a positive result, an error type must be entered.

No additional information is required. Your name and contact number may be added to your e-mail if you so wish.

Please do not send more than one e-mail per day, however you may send more than one spreadsheet attached to that e-mail, if necessary.

Failure to return a spreadsheet in the correct format may result in it being returned to you for correction.

PLEASE CIRCULATE THESE INSTRUCTIONS TO ALL USERS

Appendix 24b

HBMS Results Sheet


June 2006

HBMS Results Sheet