From:Sent: 06 February 2012 10:To:

______

Subject: FW: Disbursement evidëie

FromSent: 03 February 2012 10:45To.Subject: FW: Disbursement evidence

From:

_____

Sent: 11 November 2011 11:37To: ZZST FinanceSubject: Disbursement evidence

Further to the Team meeting and my comments on evidence, this e-mail is intended to allow meto firm up on the process, I needed time to reflect on impact. It’s not me being schizo —honest

The requirements are that where disbursements are in excess of £20 they should submitevidence. At the first point of consideration of the claim if the evidence is omitted I would continueto reject, and this will become a hard reject.

Where upon requesting documents they continue to fail to evidence the amount, assess off thatitem. Where they submit an invoice which fails to breakdown the work claimed assess.

I know that I talked about benefit of payment, but its also a question of timing and also education.The Providers need to know our expectations, if they fail we are justified in deciding to reject theclaim. This will dove tail with our expectations under Delivery Transformation (CIS replacement)where Sols will be unable to progress their claim until they upload all required information on thedata base

LSC South TynesideNorth_Regional Office and Business Delivery Centre

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From:Sent: 06 February 2012 10:44To:Subject: FW: ccBG guidance - evidencing and rejection

From:Sent: 06 February 2012 08:18To:

_____

Subject: FW: ccBIG guidance - evidencing and rejection

From:- iLU

Sent: 10 August 2011 14:23To: ZZQCTT-Finance; ZZST Finance;Cc: rLIL_iSubject: ccBIG guidance

As you are all aware we have an expectation that when a bill is submitted all appropriatesupporting documentation will be required. This means that not only should we receive the Claimform, we require the court documents, Counsel Fee notes and evidence of disbursements (20plus), where appropriate

Should this be challenged by a Provider, there are a number of provisions that we can rely uponas an authority for our requirements. Can you note, and/or circulate to all relevant caseworkersour position.

Unified Contract Standard Terms 2007(http://www, leQalservicesov. uk/docs/civil_contracting/unified_contract standard terms.pdf)

Clause 8.1 1 states that we can specify forms to be completed, and the Claimi states thatdisbursement vouchers must be provided where appropriate.

Clause 8.1 requires that files must be kept in an orderly manner showing all disbursements(amongst other things) and 8.3 requires that true and accurate records (including case files) mustbe kept in connection with all activity under the Contract, sufficient (under clause 8.4) forAssessments to be performed.

Clause 9.1 provides that we can require providers to supply us with any Records under Clause8.3.

e Finally, Paragraph 6.56 of the Specification states that providers can only claim fordisbursements actually and reasonably incurred ... supported by appropriate evidence,

In practice we can refuse the disbursements on assessment and they will presumably supply theevidence if they have it on review/appeal.

Counself you are process!ng a Counse! c!aim. the Contract provs:ons do not apply. However f they wantpayment they can only claim for disbursements actually and reasonably incurred and part of thiswould be an expectation that they are supported by appropriate evidence, If they refuse to submit

1

evidence I would be minded to reject the claim, however this may impact upon the Solicitors claim.

Reject (soft/hard) at first instance and if resubmitted without evidence asssdisaIlowing t?e

disbursement.

LSC South TynesideNorth Regional Office and Business Delivery CentreDX: 742 350 Jarrow 2

2

Submission of Disbursement Vouchers

From 6th June all civil certificated claims will require the submission of a disbursement voucher for

any amount which has a value of £20 or over (inclusive of VAT). This requirement will apply to

payment on account requests (including those submitted via our e-forms system) as well as claims

submitted on forms CLAIM1/CLAIM1A/CLAIM2 (when disbursement is to be assessed by LSC) or

CLAIMS.

This change will bring the civil requirement for the provision of disbursement vouchers in line with

those for our criminal suppliers and is being introduced as part of our financial stewardship control

improvements.

What do I do if no disbursement voucher is available?

Where no disbursement voucher is available e.g. In respect of Mileage or Court fees your request

should be accompanied by a file note or ledger entry showing full details of the disbursement

claimed.

Ensuring that all claims are accompanied by relevant disbursement vouchers will help us to process

your claims more quickly and will prevent unnecessary rejects.

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