Following an examination session, the examiner will submit a claim for payment of their fees and expenses. Payment is usually made approximately every two weeks. Examiners usually receive one payment for those claims that they have submitted since the last payment.

To process a claim form in QuickStep

In some cases, examiners prefer to deduct money for their membership renewal or outstanding invoices from their expenses claims. Similarly, other examiners, due to non-payment of invoices, are placed ‘on stop’, and so, these unpaid invoices may also be offset against expenses claims. These deductions are included in a remittance batch along with any other claims for the relevant examiners.

Before submitting a batch of claims for payment, refer to the Examiners’ Expense Claims Checklist and check on Encore and Pegasus to see whether any invoices are outstanding for the examiners listed. If appropriate, raise a deduction for payment of the invoice(s).

To create an invoice deduction in QuickStep

When the claim form or invoice deduction has been checked, it is locked by clicking the Lock button, but this cannot be performed by the same person who prepared it. Locking the claim or deduction adds it to the Examiner Claim Remittance screen.

Before the claim forms are submitted for payment, each one is checked for the following:

• Subsistence allowance is correct for the mode of transport and the distance travelled.
• If an examiner has travelled to the same venue on separate claim forms, ensure that the mileage is the same on each relevant claim form.
• Investigate whether the association could potentially make a financial loss on the claim. To check for potentially loss-making claims.

Claims are submitted for payment in batches.

To submit a batch for payment

Once payment is made, confirmation is sent to the examiners.

Sending confirmation of payment to examiners

At the end of the year or end of the tax year, certain reports are printed.

To view Examiner Claim Summary Reports