Chapter SAM120515
| Published date | 08 April 2016 |
| Record Number | SAM120515 |
| Court | HM Revenue & Customs |
Scanning procedure
Exceptions
Cherished items
Logging procedure
Exceptions to the Logging procedure
Log Failure List
Scanned images
From July 2015, a new process was introduced to scan incoming tax returns to convert them into digital images and to log them automatically. The digital image can then be accessed from the Digital Management System (DMS) in order to capture the relevant information into the SA system. The original paper return will be retained for 130 days and will then be disposed of.
All returns will be logged where possible, including Bankruptcy and returns for Deceased cases (unless in-year returns), and where the system identifies that a return has already been logged or a charge has been recorded for that year, an entry will appear on W024 – Duplicate return logged worklist but will not appear on the Log Failure List.
Scanning procedure {#}SA100 and SA800 returns by virtue of the return address will be delivered direct to the scanning facility but other returns redirected from within the department will be sent to Manchester and then batched and sent to the scanning facility where they are scanned This action creates a file which is then run against CESA to enter logging information such as the date received. Returns scanned on Day 1 populate a Data or Log File which is then sent over to HMRC by 6.00pm on the first working day after receipt and will be run into CESA overnight. However there may be cases where the return cannot be scanned automatically and requires an operators’ attention to complete that action so there may be a delay before the ‘Maintain Return Summary’ screen shows the date the return was logged in. However, where a return has been filed but filed late, the late filing penalty will be created when the return is captured. If the return has not been received when the first late filing penalty scan is run, the penalty will be charged immediately after the penalty scan.
After the log file has run, the ‘Maintain Return Summary’ screen will show
- The Office OUID as 249999
- The new field `Logged by 3rd party scan’ will show `Y’
Each envelope opened will be given a New Envelope Sticker (NES) with a unique reference number that is placed on the first page of the first return in each envelope. Any subsequent return within that envelope will receive a ‘Document sticker’ with a unique reference number which will be placed on the first page of that return.
The return and enclosures are sorted...
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