Each relevant examiner is sent a letter, called a remittance advice, detailing the appropriate claims that have been paid to them.

However, in the case of claims for overseas examinations carried out by examiners based abroad, no remittance advice is sent. In such cases, each claim form should be date-stamped in the bottom right-hand corner with the date the remittance batch was run and placed, together with the remittance batch report, in the Overseas Examinations by Overseas Examiners file.

For all other claim forms, after payment has been made, check the date that payment was made:

• Encore → Ledger → Nominal → Account Enquiry
• Nominal a/c code: EXAF 001 → Search → Postings
• Find the relevant entry and note the date

For each relevant examiner:

• Date-stamp with the date that the payment was made, in the bottom right-hand corner, both the remittance advice and our copy of each claim form.

• Refer to the Examiners’ Expense Claims Checklist for examiners who receive their remittance advices by email. If applicable:
  • Scan examiner’s copies of the documents to a PC File
  • Save the remittance advice with the file name of the remittance batch number and the examiner’s membership number (both are shown in the heading of the remittance advice), separated by a space.
  • Starting with the claim form itself, save each of the remaining documents with the file name of the claim number followed by a space and then 1, 2, 3, etc.
  • Send the scanned documents to the examiner by email.
  • Shred the examiner’s copies of the documents.
• Put the remittance advice, together with the examiner’s copy of each relevant claim form, in an envelope.

When all remittance advices have been completed:

• Separate any envelopes for overseas addresses and affix an air mail sticker.
• Stamp all envelopes for British addresses from the ink pad to indicate second class postage.
• Sort envelopes for British addresses into batches of five and put an elastic band round each batch.
• Put all envelopes in the post tray.

Secure the batch of our copies of the examiner’s claim forms, and file with the previous batches. Claims for overseas examinations carried out by examiners based in the UK are filed in the Overseas Examinations file.