Check the examiners’ claim forms, before submitting for payment, for claims that could result in a financial loss to the association. Examples are claims meeting any of the following criteria:

• Excessive mileage (150 miles or more)
• Rail fare over the minimum session fee – Check Current Minimum Fee
• Low session fees (below the minimum fee – Check Current Minimum Fee – unless the claim is for examination fees only)
• Hotel accommodation
• Session fees that include substantial professional fees – ignore if the claim also contains amateur fees of at least the minimum session fee – Check Current Minimum Fee

Claims for examinations held in Great Britain, the Channel Islands and the Isle of Man should be checked for potential loss makers.

A claim is excluded if it meets any of the following criteria:

• Claim for examinations held overseas, including Northern Ireland
• Claim for examination fees only
• Claim for a sit-in (i.e. where a new examiner observes a session examined by an experienced examiner)

Details for each relevant claim form in the remittance batch should be recorded in Overseas Exams (in Tim’s Shared directory).

In Potential Loss Makers:

• Copy cells for the previous batch, including headings, and paste into the next available space below.
• Change date of remittance batch in heading (column A).
• Clear the entries in columns A:E and G:I.

Most of the information can be taken from each relevant claim form, or the accompanying paperwork. The Gross Fee and Net Payable figures are obtained from Quickstep.

In Examiner History Viewer enter examiner’s name in By Name. Double click on Fee for appropriate line. Print Preview. Note Gross and Nett Payable figures from the Totals line. If Nett Payable is greater than Gross, use Nett Payable for Gross as well.

If session number is not shown, for example if only professional fees are included: In Reprint Invoice Reports in Select – by Session, type in session number, but before pressing enter, check whether the session appears more than once. If so, repeat for each entry. Select Invoice?. Print Preview. The Gross figure will be the sum of Total Due figures for each entry for the session and the Nett Payable figure will be nil.

In Potential Loss Makers, record the following information:

• Examiner (column A): Name of examiner
• Claim Form (column B): Claim form number
• Below min. fee (column C): Session fees (if below minimum)
• Excess Mileage (column D): Mileage (if 150 miles or more)
• Session Number (column E): Session number(s)
• Claim Amount (column G): Claim Amount (rounded to a whole number)
• Gross Fee (column H): Gross (rounded to a whole number)
• Net Payable (column I): Nett Payable (rounded to a whole number)

Fellowship examinations (not modules) are handled by two examiners. As far as the Profit/Loss process is concerned, the claims for the two examiners should be treated as a single claim. If one examiner shows as a loss, do not include it if the other examiner showed a profit greater than the loss incurred on the other examiner’s claim.

If additional lines are required in the spreadsheet, copy and paste lines below and clear the entries in columns A:E and G:I as before. If there are surplus lines, delete the unwanted rows.

Once all the relevant entries for the remittance batch have been entered, the records should be sorted into order. If an overseas batch is being processed at the same time as another batch, the overseas entries should be shown last.

Highlight rows A:Q for the rows required. Data Sort Sort by: Column A – Ascending Then by: Column B – Ascending

If there are any overseas entries, repeat the process for the relevant rows.

Highlight rows A:Q for the rows relating to the whole batch, including the heading. Set print area Print Save

For each claim that makes a loss, information is recorded elsewhere in the spreadsheet. Claims making a loss show L in column F and a negative figure in column Q (both columns are headed Profit/(Loss) in the spreadsheet).

The following routine should be performed for each claim that made a loss, in the order that they appeared in Potential Loss Makers.

In Template enter the following information:

• Principal(s) (cell B3): Name of principal(s)
• Examiner (cell B4): Name of examiner
• Location (cell B5): Town, or country if overseas, where examination was held
• Exam Date (cell B6): Date of examination

The following can be transposed from the relevant columns in Potential Loss Makers, if necessary enter on more than one row:

• Session Number (cell A11): Session number(s) (column E)
• Gross Fee (cell B11): Gross Fee (column H)
• Discount (cell C11): Discount (column J)
• Examiners Fees/Expses (cell D11): Claim Amount (column G)

The following should match the relevant columns in Potential Loss Makers :

• Medals/Certs * (cell E11): Medals/Certs (column M)
• VAT (cell E13): VAT (column L)
• Admin. * (cell F11): Admin (column N)
• Postage (cell G11): Postage (column O)
• Total Expses (cell H11): Total Expenses (column P)
• Profit/(Loss) (cell I11): Profit/(Loss) (column Q)

Print Template.

Highlight cells A1:I62. Copy and paste into the next available space in Claims.

When finished save spreadsheet.

Attach individual print-outs from Template to summary page from Potential Loss Makers, and pass to Martin, together with the remittance batch(es).