When a claim form is locked, the claim is ticked on the Examiner Claim Remittance screen. However, sometimes the tick will be removed subsequently, so before submitting a batch it is important to check that only those claims that should be included in the batch are ticked. To add or remove a tick:

• QuickStep → Members → Examiner Claim Remittance
• Click on the relevant entry in the Remit column

Often, all the claims will be submitted in a single batch. However, occasionally, the batch may be split into smaller batches. Our copies of the claim forms in each batch should be sorted into ascending order by:

• Examiner’s surname
• Date of examination

Examples of when it may be appropriate to split the claims into smaller batches are:

• During busy periods, the batch may be split into smaller, more manageable batches based on the initial letter of the examiner’s surname, for example, A-M and N-Z.
• If payment is required urgently, claims for one, or more, examiner may be processed separately.
• Claims for those examiners who also have deductions for payment of invoices, membership renewals, etc. are submitted in a separate batch.
• Claims for overseas examinations carried out by examiners based in the UK are always submitted in a separate batch, but, otherwise, are submitted in the same way as claims for examinations in the UK.
• Claims for overseas examinations carried out by overseas examiners are always submitted in a separate batch as well. However, they are not submitted for payment in the same way as other claims (see below).

When the relevant claims have been ticked on the Examiner Claim Remittance screen, ensure that there is sufficient paper loaded in the printer. To process a remittance batch:

• QuickStep → Members → Examiner Claim Remittance → Print icon → OK

The following will be printed:

• Remittance Batch Report – a summary of all claims and deductions included in the batch.
• Remittance Advices – A letter to each relevant examiner detailing the appropriate claims that are being paid to them.
• Expense Claim/Deduction Forms – a copy of every claim and deduction included in the batch.

The Remittance Batch Report is printed first. Then, for each examiner in turn, a remittance advice is printed, followed by a copy of each of the relevant claims and deductions for the examiner.

After the batch has been printed, staple the Remittance Batch Report, if more than one page. Using the pile of Remittance Advices and Expense Claim/Deduction Forms just printed, together with the batch of our copies of the claim forms:

• Match our copy of the claim form against the Remittance Batch Report, Remittance Advice and Expense Claim/Deduction Forms.
• Shred unnecessary documents from the paperwork, such as the examination request form.
• Take photocopies for the examiner of any relevant documents, for example hotel bills and receipts for travel, parking and toll fees.
• Separate one copy of each session fees form for the examiner.
• Staple together our copy of the expenses claim form and the relevant paperwork. The completed form should be on top, followed by the copy of the form returned by the examiner and the examiner’s overseas travel details/costs form (if applicable). The session fees forms – in numerical order – should be at the bottom, with other documents in between.
• Place the finished claim form on the completed pile of our copies of the claim forms.
• Staple together the documents for the examiner’s copy of the claim form, i.e. Expense Claim/Deduction Form, photocopies of the relevant receipts, etc. and session fees forms, in the same order as above.
• When all claim forms for the examiner have been completed, place the remittance advice, followed by the examiner’s copy of each claim form – in the order shown on the remittance advice – on the completed pile of the claim forms for the examiners.

When all claim forms have been processed:

• Put an elastic band round the completed pile of our copies of the claim forms.
• Put the Remittance Batch Report, followed by the Potential Loss Makers summary and the relevant print-outs, on top of the completed pile of the claim forms for the examiners and put an elastic band round the whole pile.
• Pass to Martin for authorisation and payment.

Overseas Examiners’ Claims
Claims for overseas examinations carried out by examiners based abroad, are dealt with in a separate batch, but are not submitted to Martin for payment.

The letter to the examiner (remittance advice) should be shredded. The session fees, any invoices, etc., are paper-clipped to the back of the examiner’s copy of the claim form and passed to Brenda for payment.

Our copy of the claim form, together with the session fees and other paperwork, is stapled together as usual. The claim form is date-stamped with the date of the remittance batch in the bottom right-hand corner. The Remittance Batch Report and our copies of the relevant claim forms are put in the Overseas Examinations by Overseas Examiners file.