The cared for person is the person who the applicant lists in their application as someone they care for.
When an application is received it should contain the details of at least one cared for person, but the applicant has the option to include the details of up to three.
A check must be completed on each cared for person to confirm that the details the applicant has provided (name, National Insurance number, date of birth and address) match.
When checking the personal details of the cared for person, you must check they require an alternative format for correspondence. If they do, it may have been recorded by Department for Work and Pensions. In this case, it would be visible on the system.
If there are no alternative formats recorded, then the letter should be issued as normal.
Once the details have been checked, then issue the ‘cared for person notification letter’. This letter will let them know that an application has been received and that their data has been accessed.
You should check to see if the cared for person, or people, has an appointee. If they do, then we should contact the registered appointee, if we need to. This would include sending them a notification to let them know we have accessed the cared for person's data or if there has been a dispute against the application.
A check on the system will show a registered parent or guardian of the cared for person, if they are under 16 years old. To ensure that the cared for person's letter is issued to them they must be recorded as Parent/Guardian/Other Payee (Personal Acting Body). They are not considered an appointee.
The cared for person notification will be sent to the parent, guardian, or relevant person.
There may be occasions when the cared for person cannot be found on the system. If this happens, then refer the case to the nominated person to complete a trace search. Once this has been returned, you can complete the relevant checks.
If there is still no trace, then refer the case to the Exceptions team.