ALB Criminal Public Funding (2.1.2)

Transcription

1 ALB Criminal Public Funding (2.1.2) Advanced Legal 2014 By Jonathan Smith (CRI )

2 Disclaimer Advanced Legal is satisfied that the information contained in this document is correct at the time of production. Advanced Legal does not accept responsibility for any loss of profit, loss of data or any indirect, special or consequential damages resulting from its use. As the software changes continuously, it is important that you always check the current position with Advanced Legal. All information, text, images and layout are the exclusive property of Advanced Legal and you are only permitted to print, copy, download or temporarily store extracts from this document with prior permission. Any attempt to damage this document or act in contravention of these Terms and Conditions may lead to legal redress. Advanced Legal is a trading name of Advanced Legal Solutions Limited which is part of Advanced Computer Software Group plc. Registered in England under number at Munro House, Portsmouth Road, Cobham, Surrey, KT11 1TF. Advanced Legal Solutions Limited, Mar All rights reserved.

3 Contents Criminal Billing... 1 Criminal Public Funding... 1 Utilities... 2 Utilities... 2 System Parameters... 2 Modules... 3 Core PMS... 7 Core PMS: Branch... 7 Core PMS: Categoriesof Work... 7 Core PMS: Charge Rate Headings... 7 Core PMS: Fee Earners... 9 Core PMS: Work Types Accounts Time Recording PMS Services Special Matters Criminal Defence Service UFNs Codes Adding Matters Adding Matters into Criminal Billing Adding an Investigations Matter Adding a Proceedings Matter Adding a Crown Court Matter into Criminal Billing Time Recording Criminal Billing Time Recording Travel: Time Recording Attendances: Time Recording Advocacy: Time Recording Police Station Telephone Calls: Time Recording Court Duty Work: Time Recording File Reviews: Time Recording Investigation Stage Producing a CDS Additional CDS11 Claims at the Investigations Stage Proceedings Stage Proceedings Stage iii

4 Criminal Public Funding (2.1.2) Producing a CDS11 or CDS Submitting a CDS Producing your CDS6 and File Reviews Report Submitting your CDS 6 Claim Claim Details Report File Reviews Report Submitting your File Reviews Claim Crown Court Claims Prison Law Appeals Posting and Paying a claim CDS 11 and Court Duty Claims CDS 7 Claims File Review Claims Quarterly VAT Routine Index iv

5 Criminal Billing Criminal Public Funding Edited by Nicola Harlow ( ) The PMS Criminal Block Contracting (CDS) Module is an all-encompassing Module designed to facilitate all aspects of your CDS Franchise requirements. Before using the module for the first time, there are a few areas of setting up that need to be performed. Once the initial set up is complete, the module will allow you to allocate a UFN to a matter,giving you the option to either accept the next number in sequence, or, if you have allocated blocks of numbers to your Bill Earners, the next sequential number for that Bill earner. If you manually enter a number already in use you will get a warning message to that effect and will have to enter another number. You will then be able to Time Record on your Matters, and change the Legal Aid Rates that apply as the Case progresses through the Investigations Stage and onto the Proceedings Stage. Once the Investigations Stage has completed, the system will produce for you a CDS11 Claim Form, picking up all relevant Investigations related Time, any Mileage that has accrued and any other Disb (whether Paid or Anticipated) that are relevant to that stage of work. Once the Proceedings Stage has completed, the system will then produce for you either a CDS11 or a CDS7 depending on whether the Core Costs exceed the Higher Limit, or other factors apply. If a CDS11 is produced, where applicable, the system will apply the appropriate Standard Fee for that total of Core Costs. At the end of October, the system will allow you to produce a FR1 Report for submission to the Legal Services showing the total number of file reviews performed over the previous months and an internal summary breakdown report of all the file reviews. To finish off the month s work, the system will then produce for you your CDS6. Every CDS11 that was produced during the month will be automatically brought through to this report, the total of any File Reviews and a breakdown of your Court Duty Session work. 1

6 Criminal Public Funding (2.1.2) Before your Accounts Department finalise their Month End Procedure, they will then be able to Post and Pay each claim with one simple posting, and then do a Debit Posting to their Legal Services Account for the total claims amount to contra the Bank Account posting entry from processing the claims. Utilities Utilities Much of the Initial Setting up requires being logged into Utilities. To be able to log into Utilities you will need to have a User Role of either Power User or Administrator To log into Utilities: from within PMS or Accounts click on the Utilities icon or go to Applications menu along the top and select Utilities from the drop down list. System Parameters System Parameters is used to specify which Disb Type is to be used for the different types of mileage and fares. You can use either Internal or External Disb for each one, and you can even use the same type for each one if necessary. To edit the mileage and fares, double click on System Parameters, and you will then be able to right click and edit each fares and mileage option. See Accounts for details on setting up internal and external. Type CDS Counsel Fares: CDS Counsel Mileage: Description Select relevant disbursement type. Select relevant disbursement 2

7 Criminal Billing type. CDS Crown Mileage: CDS Magistrates Mileage: CDS Partners Fares: CDS Partners Mileage: CDS Solicitors Fares: CDS solicitors Mileage: Enter mileage rate paid by Legal Services. Enter mileage rate paid by Legal Services. Select relevant disbursement type. Select relevant disbursement type. Select relevant disbursement type. Select relevant disbursement type. As Public Funded combinations can be set up to suit your practice we need to assign the combinations relative to the following type of work. No Court- Rep Order Proceedings: Use the magnifying glass to search for. Mags Court Rep Order Proceedings: the relative combination for each type. If you have Appeals or Prison Law you will also need to assign the combinations to the following types of work: Divisional Court Rep Order Appeals & Reviews No Court Advocacy Assistance Prison Law If you have recorded some time without a Representation Order and some time with a Representation Order, then the pre-representation Order time will be re-calculated at the Representation Order rates prior to the calculation of Core Costs by the system. Modules From the Utilities menu double click on Modules, select and expand Criminal Public Funding Billing to see the information stored here. 3

8 Criminal Public Funding (2.1.2) Once you have checked this information is correct you should not need to edit it unless requested to do so by Advanced Legal. Claim Codes Each claim code stored has a billing type associated with it, for example, investigations, proceedings, appeals, prison law or crown court, and is used when producing Public Funding claims Offence Categories The CDS offence category codes are stored here. See CDS Offence Codes. Offences Each offence category can have any number of offences assigned to it as long as they are relative to the Offence Category. An offence has to be assigned to a matter before you can produce any type of claim. 1. To add a new Offence, right click on Offence on the left hand menu and select Add Offence Record. Ref: Up to a 6 digit reference that can be alpha / numeric or a mixture. Description: Offence description. Offence Category: Select the relative offence category from the drop down list. Archived: Check this box if you wish to archive that particular offence. 2. Click OK to save the offence and close the screen. Cancel will cancel the entry. Click Apply to save the offence and remain on the screen. Outcome Codes Each billing type (e.g. Investigations, Proceeding) has various outcome codes attached to it as defined by the CDS. You should only amend these if advised to by Advanced Legal, as it will affect the claims you produce See Outcome Codes for a list of the codes. 4

9 Criminal Billing Pleas The list of pleas stored here are those given by the CDS. Proceedings pleas are assigned to a category which is used to determine the level of bill applicable when producing the claim. See Case Disposal Plea Numbers and Categories Proceedings for a full list of the codes. Bill Categories All Standard billing and Revised Standard bill amounts with the upper and lower limits,are stored here. Where appropriate, there is a National (Non London) option and a London option. Where Yes is selected under Is National, this is the bill or limit in use on your system. This section should not be edited unless you are instructed to do so by Advanced Legal. 1. To view existing Bill Categories, from Utilities, Modules, double click on Public Funding Billing. 2. Then click on BillingCategories. 3. To view the actual financial detail of a particular bill category,double click on the Bill Category Description required. Description: This is the Bill Category description. Applies To: This sets the bill category amount to a London rate or non London rate. 4. You can then select the tabs labelled Category 1, 2 and 3 and check the rates are correct. Attendance Types Attendance types stored here relate to the questions asked when Time Recording certain attendances, such as who was attended. Standard attendance types: C Code Type Client 5

10 Criminal Public Funding (2.1.2) D E PR P W S O Other defence solicitor Expert witness Probation Prosecution/Police Witness Surety Other Advocacy Types This is the standard list of Advocacy Types. When time recording for Public Funding Billing matters with a time type that is set to Time Type Category of Advocacy, these Advocacy Types are available for selection. To view existing Advocacy Types: 1. From Utilities, Modules, double click on Public Funding Billing. 2. Then click on Advocacy Types. You should only amend these if advised to do so by Advanced Legal. Police Station Schemes All criminal public funding work done at the Police Station is paid for on a Fixed Bill basis. Each Police Station therefore has its own Fixed Bill and Police Station reference. There is also an Exceptional Bill being 3 times the Fixed Bill amount which is used to calculate whether any additional costs can be claimed. The Police Station Scheme identifying number is entered onto the relevant police station set up in services. You should only amend the figures here if asked to by Advanced Legal. 6

11 Criminal Billing Core PMS Core PMS: Branch From the Utilities menu select Core PMS and highlight branch on the left hand side so that all branches will be displayed on the right hand side. Select each branch that does Criminal Public Funding work by double clicking on the branch to select the following options: Use London Rates: Place a tick here if London rates are to be used when time recording and producing claims. LAA Region: Enter your LAA region here using the magnifying glass to search for your LAA Region number. CDS Supplier Number: Enter your CDS supplier number here. CDS Contract Version: Enter your Contract Version Number here. VAT Registration Number: Ensure this is completed with your VAT registration number. Core PMS: Categoriesof Work From the Utilities menu select Core PMS and highlight branch on the left hand side so that all branches will be displayed on the right hand side. Select Categories of work. Highlight categories of work and make sure that the Criminal Work Category states Yes for Do work in and SQM. Core PMS: Charge Rate Headings The different combinations used when adding a new matter and time recording are stored here. 1. From the Utilities menu select Core PMS and highlight branch on the left hand side so that all branches will be displayed on the right hand side. 2. Select Change rate headings. 7

12 Criminal Public Funding (2.1.2) 3. To see the different combinations already stored, highlight Public Funding. The Legal Aid Combinations used to store the different Public Funding charge rates that are applicable to Criminal Public Funding work are as follows: Advice & Assistance Investigations No Court Advice & Assistance Investigations Police Station Advocacy Assistance Investigations Police Station Representation Order Proceedings Magistrates Representation Order Proceedings No Court Advocacy Assistance Proceedings Duty Court Legal Aid Certificate Criminal Crown Court Advice & Assistance Prison Law No Court Advocacy & Assistance Prison Law No Court Advice & Assistance Appeals No Court Representation Order Appeals Divisional Court There are various stages of Public Funding work, Investigations which covers Free Standing Advice and Police Station Advice prior to Charge, and Proceedings which covers all work done between Charge and the end of the Magistrates work. Note: Claims for Crown Court work are not currently available although you can use the system for time recording purposes at the relevant rates. Claims can also be produced for matters in Prison Lawor Appeals types of work. One matter is used throughout the claim as each different stage of work has to have the same UFN. When you start a matter at the Investigations stage, you must ensure that the matter has the correct Public Funding Combination for the level of work to ensure the correct Public Funding charge rate is used. The combination can be changed as many times as is necessary depending on the course of the matter. The Investigations Combinations are as follows: Advice & Assistance Investigations No Court Advice & Assistance 8

13 Criminal Billing Investigations Police Station Advocacy Assistance Investigations Police Station If the matter then progresses to the Proceedings stage, or you are starting the matter at the Proceedings stage, you should use the Proceedings combinations. Again, these combinations can be changed as many times as is necessary. The Proceedings Combinations are as follows: Representation Order Proceedings No Court Advocacy Assistance Proceedings Duty Court Representation Order Proceedings Magistrates Court If the case then goes on to the Crown Court, you will need to change the combination again to a Crown Court combination. The combination that should be used for this work is: Legal Aid Certificate Criminal Crown Court New combinations can be added if required see the Utilities Manual for further information. The Public Funding rates for each combination are stored in Time Recording see PF Charge Rate Headings. Core PMS: Fee Earners 1. From the Utilities menu select Core PMS and highlight branch on the left hand side so that all branches will be displayed on the right hand side. 9

14 Criminal Public Funding (2.1.2) 2. Select Bill Earners on the left hand side and then select each Bill Earner who does Crime Work, on the right. 3. Double click on the Bill Earner to open the Bill Earner screen. 4. Go to the Public Funding tab and select the relevant Designated Category from the drop down list. 5. Select the date the Bill earner was designated to do criminal work. 6. Place a tick in the relevant CDS work categories applicable to the BillEarner Enter a CDS UFN range of numbers if required. Note: Earners Uplift is not applicable for criminal types of work. Core PMS: Work Types 1. From the Utilities menu select Core PMS and highlight branch on the left hand side so that all branches will be displayed on the right hand side. 2. Select Work types. Work Types are created as either Private or Public Funding. For Public Funding work types, the relevant charge rate combination is attached to the work type. To use a work type in the Criminal Public Funding module you need to ensure that the Public Funding column shows a Yes. When adding a work type you need to make sure that: Department: Select your Criminal department. Code: You can use the default code that is generated by the system or add your own. Description: Enter the work type description. Work Category: Select Criminal from the drop down. Span Type I & 2 :Not applicable for criminal work. Public Funded?: Place a tick in here. 10

15 Criminal Billing Charge Description: Select the relevant criminal combination for this particular work type. For further information on work types see the Utilities Manual Accounts Accounts Each Bill Earner is able to claim for the Mileage they are due through the Time Recording Screen. When a Time Type with a Category of Travel is recorded, the system will ask the Bill Earner how many Miles they travelled. When you produce a claim (either at the end of Investigations or Proceedings), the system will total the miles per Bill Earner, Partner and Counsel, and when the Claim is posted to the Accounts as a Bill, the system will create either an Unpaid Billed External or an Internal Paid See System Parameters for how to assign a type for each fares and mileage option. You need to specify for each type if it is to appear under Solicitor or Other disbursements should they be picked up on a Crown Court Claim Form. Internal Outlays not Disbs From the Utilities menu click on Accounts and then expand Disb. : ' ' ' Yes for Solicitor Outlays not Disbs. No for Other Outlays not Disbs. To edit an Internal Outlay not Disb, highlight the relevant outlay not disbursement and double click to be able to edit the outlay not disbursement. 11

16 Criminal Public Funding (2.1.2) External Outlays not Disbs From the Utilities menu click on Accounts and then expand Disb. Highlight External Disbs on the left to be able to see all External Disbs set up on the system. If you have any external travel disbursement set up, again you will need to check that the Solicitorc olumn displays correctly for Crown Court Claims To add a new Internal or External Disb, please refer to the Utilities Manual Time Recording Time Recording: Core PMS Time recording stores all the time types available for time recording and the category of time assigned to that time type. Time types can be used for Private work, Public Funding Work or Both types of work. The Public Funding charge rates are stored under PF Charge Rate Headings against each combination of Public Funding work. Time Types From the Utilities menu double click on Time Recording and highlight Time Types on the left hand side to display the following screen : ' ' ' : ' ' ' You will need to make sure that each Time type: : ' ' ' Is correctly set as either an Own or Duty Solicitor time type. 12

17 Criminal Billing Is set up for Public Finding time recording Use For needs to be either Both or Public Funding. Note: If Own / Duty is not set correctly then the CDS6 will not display a Y in the duty box correctly See Standard Time Types to help you decided the types of the codes you should need. To add further time types please refer to the Utilities Manual. Top Standard Time Types List Description Category No. Category Preparation 8 Preparation O Own/Duty Attending Client 5 Attend on Client Attending Other 7 Attendances O Attendance at Court w/counsel 6 Attend w/client O Advocacy 9 Advocacy O Telephone Out 15 Telephone O Telephone In 15 Telephone O Letter Out 13 Letters O Letter In 13 Letters O Travelling 1 Travel O Waiting 2 Waiting O Letter Long 8 Preparation O Telephone Long 8 Preparation O Attendance with Counsel 4 Hearing Time O P/S Duty Sol 7 Attendances D P/S Duty Sol. Unsoc 7 Attendances D P/S Own 7 Attendances O P/S Duty Waiting 2 Waiting D O P/S Duty Waiting Unsoc 2 Waiting D 13

18 Criminal Public Funding (2.1.2) P/S Own Waiting 2 Waiting O P/S Duty Travel 1 Travel D P/S Duty Travel Unsoc 1 Travel D P/S Own Travel 1 Travel O P/S Routine Telephone P/S Advice Telephone 15 Telephone O 15 Telephone O Listening to tapes 3 Listen/View Tapes File Reviews 10 File Reviews O Standby Availability Court Duty Session (Standard) Court Duty Session (Enhanced) 7 Attendances D 7 Attendances D 7 Attendances D Court Duty Travel 1 Travel D Preparation Enhanced 8 Preparation O Letters Enhanced 13 Letters O Telephone Enhanced Advocacy Enhanced Attendance at Court w/counsel Travelling Enhanced 15 Telephone O 9 Advocacy O 7 Attendances O 1 Travel O Waiting Enhanced 2 Waiting O O 14

19 Criminal Billing PF Charge Rate Headings From the Time Recording menu double-click PF Charge Rate Headings on the left hand side to display all the Public Funding combinations on the left. Highlight the combination on the left that you wish to check, and the rates will be displayed on the right hand side. These can be amended as required by highlighting the time type on the right hand side and double clicking. Click OK to save once you have made your changes. Field Charge Description: Time Type: Bill Grade: SQM: N SQM: L-SQM: L-N SQM: Claim Code: Description This displays the combination of Public Funded Work and cannot be amended. This displays the Time Type code and cannot be amended. Only applicable for Crown Court time types. Enter rate as applicable. Enter rate as applicable. Enter rate as applicable London enhancement. Enter rate as applicable. Accept the default as amending this will impact on the system when producing a claim. 15

20 Criminal Public Funding (2.1.2) PMS Services PMS Services You will now need to add all of the Courts and Police Stations that your firm use into the Central Services Database. Once they have been added to this database,they will be available for use with the CDS Public Funding Billing Module and the Time Recording System. Adding a Police Station or Court Editing a Police Station or Court Adding a Police Station or Court 1. Click on Add New Service. 2. Enter the Service Name, for example, the Police Station Name or Court Name. 3. Click Next to allocate the service to an Industry. 4. Highlight the relevant industry and select Next. Courts can be found under Legal /Government and Police Stations can be found under Services / Government. 5. Enter the address details. Select Next. 6. Enter any telephone numbers or addresses. Select Next. 7. Enter the contact details. Select Next. 8. Enter contact address details. Select Next. 9. Enter contact telephone and addresses. 10. Select Finish. 11. Go to the Service Details tab and complete the following information: Field London Court: Description For use when the service is a Court to designate whether this is a London court. The LAA have introduced additional validation to 16

21 Criminal Billing ensure correct fees are claimed at Magistrates Court so that work undertaken at a London Court entitles the provider to claim a London Rate. The LAA have designated certain courts as London Courts. LAA ID: LAA Police Station ID: Police Station Scheme: This is the Court ID when adding a court and appears on your CDS6 accordingly. Enter the Police Station ID here, this will be used on your CDS6 claim. Use the magnifying glass to search and find the Police Station Scheme ID. It is this ID that will denote the fixed fee paid on a Police Station combination matter and will appear on your cds6 claim. 12. Click OK to save. Tip: Police Station and Court Codes can be found on the Legal Serviceswebsite Editing a Police Station or Court 1. From the menu bar in PMS, go to Services and Search for a Service. You can now search by industry or service name using the % wild card search if required. 2. Once you have found the Police Station or Court and it is displayed on the right hand side, double click to open the service screen. 3. Edit as appropriate and click OK to save the amendments. Special Matters Criminal Defence Service You should have a Client Z09999, LAA Special Matters Criminal Defence Service added to your Client Database. Note: If you have not used our criminal module previously your LAA special matters client will be Z

22 Criminal Public Funding (2.1.2) You will need to display this Client in your Clients Database and edit the Partner field to be the Partner that will oversee the CDS Block Contracting work. This client can have up to 4 matters for each of your branches, as follows: Court Duty Session File Reviews Standby Payments (for historic purposes only) Criminal Standard Monthly Payments Each of these matters will need to be edited in your Matters Database to show the Opened Date, Work Type, Fee Earner and Supervisor. These matters should already be set up with the correct Legal Aid Combination, so these should not require editing. Caution: These matters do not need a UFN. If the system asks you if you would like to add a UFN, say NO. If you add a new branch you will have to add a new Court Duty Session, File Review and Standard Monthly Payment matter to the LAA special matter client through PMS Add a new Matter. When adding a matter to the LAA client you need to ensure that the correct Matter Type is selected. For the CDS6 matter this is Court Duty Session (SPOCC) and for the file review matter it is File Reviews. Branch: Click Search to select the branch. Department: Click Search to select department 101 the Internal Special Matters Department. Work type: Click Search to select the LAA special matters work type. Fee Earner: Click Search to select the Fee earner responsible for the CDS work at this branch. 18

23 Criminal Billing UFNs Each matter that is created and added to your Criminal Billing Module will need to have a UFN allocated to it. The UFN format is as follows:- AABBCC/ZZZ AA = The Day of the Month BB = The Month of the Year CC = The last 2 digits of the Year ZZZ = A Unique number When adding a new Public Funded matter you will need to enter the UFN date, and this will then become the matter open date on the matter screen. Matter Description: Enter as appropriate. Branch: Select using the magnifying as applicable. Department:Select using the magnifying glass. Work Type: Select using the magnifying glass. As soon as a Public Funded work type is selected the UFN box will be able to be seen. Each work type will have a Public Funding combination assigned to it. Fee Earner: Select using the magnifying glass. The bill earner will need to be a designated Public Funding bill earner, see Bill Earners. UFN: Enter the UFN date, this will then default to the matter open date on the matter screen. If you have set up a block of unique numbers for this particular bill earner, as soon as you tab off the date field then the system will generate the next sequential number for that bill earner. If you have not set up a series of UFN numbers for the bill earner you will need to type in the appropriate number. If you try to enter a number already in use you will not be able to continue until you have entered a unique 3 digit number for that particular UFN date. 19

24 Criminal Public Funding (2.1.2) Codes CDS Offence Codes No CDS Offence Code Offence Descriptions 1 Offences against the person Assault, Battery, ABH (s.47 Assault), GBH (s.20 Wounding) 2 Homicide and related grave offences 3 Sexual offences and offences against children Murder, Manslaughter, Causing Death by Dangerous Driving, Torture Rape, Indecent Assault, Soliciting 4 Robbery Robbery, Armed Robbery 5 Burglary Burglary, Aggravated Burglary 6 Criminal Damage Criminal Damage, Arson 7 Theft (including taking vehicle without consent) 8 Fraud, forgery and other offences of dishonesty not otherwise categorised Theft, Handling Stolen Goods, Obtaining Property by Deception Fraud, Deception, False Accounting, 9 Public order offences Perjury, P u b l i c N u i s a n c e, B l a c k m a i l, W i t n e s s I n t i m i d a t i o n 10 Drug offences Possession, Possession with Intent to Supply, Incitement, 11 Driving and motor vehicle offences (other than those covered by codes 1,6 and 7) Dangerous Driving, Drink Driving, Driving whilst Disqualified 12 Other offences Failure to keep dogs under control, Hijacking of Aircraft, Piracy 13 Terrorism 14 Anti-social behaviour orders 15 Sexual offender orders 20

25 Criminal Billing 16 Other prescribed proceedings 17 Licence conditions and arrangements 18 Sentence planning and/or calculations 19 Categorisations 20 Segregation 21 CSC and DSPD units referrals and assessments 22 Resettlement issues and planning 23 Minimum term review applications 24 Other sentence issues 25 Prison conditions 26 Treatment by staff 27 Discrimination 28 Communications and visits 29 Mother and baby issues 30 Compassionate release 31 Behaviour Courses 32 Other treatment 33 Written representations Parole Board 34 Written representations Disciplinary 35 Oral representations Case Disposal Plea Numbers and Categories Proceedings 21

26 Criminal Public Funding (2.1.2) Case Disposal Plea Numbers and Categories Proceedings Category Plea Number Description 1 Guilty Plea 3 Discontinuance / Withdrawal 5 Deferred Sentence Hearing 7 Warrant of Arrest 2 9 Cracked Trial 11 Discontinuance / Withdrawal / Bind Over / No Evidence Offered after case fully prepared 13 Transfer: s.4 CJA s.6 (2) Committal (including discontinuance / withdrawal) 17 s.6 Committal Criminal Procedure and Investigation Act 1996 (including discontinuance / withdrawal) Outcome Codes Criminal Investigations CN01 No further instructions CN02 Change of Solicitor CN03 Client not a suspect 22

27 Criminal Billing CN04 CN05 CN06 CN07 CN08 No further action Simple caution, reprimand, warning Charge, summons or reported for summons Conditional caution Fixed penalty notice Criminal Proceedings CP01 CP02 CP03 CP04 CP05 CP06 CP07 CP08 CP09 CP10 CP11 CP12 CP13 CP14 CP15 CP16 CP17 CP18 CP19 CP20 CP21 CP22 CP23 CP24 CP25 CP26 Arrest warrant issued/adjourned indefinitely Change of solicitor Representation order withdrawn Trial acquitted Trial: mixed verdicts Trial convicted Discontinued (before any pleas entered) Discontinued (after pleas entered) Guilty Plea to all charges put not listed for trial Guilty Plea to all charges put after case listed for trial Guilty Plea to substitute charge put after case listed for trial Mix of guilty plea(s) and discontinuance not listed for trial Mix of guilty plea(s) and discontinuance - listed for trial Committal: election Committal/transfers: direction Committal: discharged Extradition Case remitted from Crown to Magistrates court for sentencing Deferred Sentence Granted anti social behaviour order/sexual offences order /other order Part-granted anti-social behaviour order/sexual offences order/other order Refused anti-social behaviour order/sexual offences order/other order Varied anti-social behaviour order/sexual offences order/other order Discharge anti-social behaviour order/sexual offences order/other order Committal: election (Representation order dated before 6 April 2010) Committal/transfer: direction (Representation order dated before 6 April 2010) 23

28 Criminal Public Funding (2.1.2) Prison Law PL01 Discontinued PL02 Change of Solicitor PL03 Written Representations Successful PL04 Written Representations Refused PL05 Adjudication Guilty Plea PL06 Adjudication Guilty After Hearing PL07 Adjudication Not Guilty After Hearing PL08 Adjudication Cracked Hearing PL09 Parole Paper Hearing PL10 Parole Oral Hearing Successful PL11 Parole Oral Hearing Not Successful PL12 Proceeded to Judicial Review PL13 No further action Stage Reached Claim Codes INVA INVB INVC INVD Criminal Investigations Advice & Assistance (not at the police station) Police Station - Telephone Advice only Police Station - Attendance Police Station - Attendance Armed Forces INVE Warrant of further detention (including Terrorism Act 2000, advice and assistance and other Police Station advice where given) INVF INVG INVH INVI INVJ Warrant of further detention (including a & a and any other Police Station advice where given) Duty Solicitor Standby Police Station: Post charge attendance - Breach of bail/arrest on warrant Police Station: Post charge attendance Post charge identification Procedure/recharge/referral back for caution, reprimand, warning. Immigration matter Criminal Proceedings 24

29 Criminal Billing PROC PROD PROE PROF PROG PROH PROI PROJ PROP PROK PROL PROM PROT PROU APPA APPB APPC PRIA PRIB PRIC ASSA FRVA Magistrates Court Advocacy Assistance Court Duty Solicitor Session Representation Order Lower standard fee Representation Order Higher standard fee Representation Order Non-standard fee Crown Court Advocacy Assistance High Court Representation Second claim for deferred sentence Pre order cover Carter Fee Representation order lower standard fee Carter Fee Representation order higher standard fee Carter Fee Representation order Non-standard fee Early Cover Refused means test form completion fee Appeals & Reviews Advice & Assistance in relation to an appeal (except CCRC) Advice & Assistance in relation to a CCRC application Representation on an appeal by way of case stated Prison Law Free Standing Advice & Assistance Advocacy Assistance at prison discipline hearings Advocacy Assistance at parole board hearings Associated CLS work Legal Help and CLS associated work File Reviews File Review Legal Aid Combinations Type Category Court Grade Legal Help 1 No Category No Court Legal Help 2 No Category No Court Legal Help 3 No Category No Court Help with Mediation No Category No Court 25

30 Criminal Public Funding (2.1.2) CLR No Category No Court Legal Aid Certificates Legal Aid Certificates Legal Aid Certificates Legal Aid Certificates Legal Aid Certificates Legal Aid Certificates Legal Aid Certificates Legal Aid Certificates Legal Aid Certificates Legal Aid Certificates Legal Aid Certificates Legal Aid Certificates Child Care Child Care Child Care Civil Civil Family Family Family Family County High/Health Tribunal Magistrates County High/Health Tribunal County High/Health Tribunal Magistrates Magistrates/ County Crt Criminal Crown A Criminal Crown B Criminal Crown C Emergency Legal Aid Emergency Legal Aid Emergency Legal Aid Emergency Legal Aid Emergency Legal Aid Emergency Legal Aid Child Care Child Care Child Care Civil Civil Family County High/Health Tribunal Magistrates County High/Health Tribunal County Emergency Legal Family High/Health 26

31 Criminal Billing Aid Emergency Legal Aid Emergency Legal Aid Emergency Legal Aid Emergency Legal Aid Emergency Legal Aid Family Family Tribunal Magistrates Magistrates/ County Crt Criminal Crown A Criminal Crown B Criminal Crown C Advice & Assistance Advice & Assistance Advocacy Assistance Representation Order Advocacy Assistance Advocacy Assistance Advice & Assistance Advocacy Assistance Advice & Assistance Representation Order Investigations Investigations Investigations Proceedings Proceedings Proceedings Prison Law Prison Law Appeals Appeals No Court Police Station Police Station Magistrates Magistrates Duty Court No Court No Court No Court Divisional Court 27

32 Criminal Public Funding (2.1.2) Adding Matters Adding Matters into Criminal Billing As you add a matter into the database it can also be added into the Criminal Billing Module. An existing matter in the PMS database can also be added into the Criminal Billing module in order to produce the relevant claims as long as it has: Public Funding work type UFN Public Funding Charge Rate Public Funding and SQM boxes ticked Note: If you only have one work type set up for each of your investigations and proceedings work you will need use the magnifying glass on the Charge Rate field to select the correct Public Funding combination to enable a correct claim to be produced. The following fields must be completed on the client Individual Tab screen for your CDS6 to report correctly: Ethnicity use magnifying glass to select correct ethnicity the system defaults to 99 Unknown. Disability use magnifying glass to select the correct disability the system defaults to UKN Unknown. Date of Birth Once a matter is saved it can then be added into the Criminal Billing module: 1. Select Actions from the menu on the matter screen, Modules from the list and select Add Criminal Public Funding Matter. You will only have the option to be able to add the matter to the Criminal Billing Module if the matter is set up correctly. 2. Once you have selected Add Criminal Public Funding Matter you will be shown the Matter Details screen. 3. Click on Finish and the matter will then be added into the Criminal Public Funding module. 28

33 Criminal Billing Adding an Investigations Matter When you save an Investigation matter into the Criminal Public Funding module, you will see a slightly different screen. On the top right of the screen you can see the type of matter, so whether it is an investigation or proceedings matter, as well as the Public Funding combination attached to the matter, and the UFN. You now need to add the offence: Open the Offence Details tab and right click in the white space. You can then add, edit or delete. Field Description Use the magnifying glass to search for the offence see Offences to add an offence to the database. Once an offence has been selected the Offence Category will be displayed on the left. The following information is required if you are using Criminal Case Management Start Date: ' ' : ' : ' Enter the offence end date. ' ' Police Officer: End Date: You can search for the Police Officer relative to the case or add as new contact onto the relative Police Station. Police Station: You can search using the for the Police Station attended or use to add a Police Station into the Services Database. This Police Station will show on your CDS6 and is used to calculate the Fixed Fee applicable to the claim. Ref / Custody Ref: Enter the references if applicable. 29

34 Criminal Public Funding (2.1.2) Offence Status: Enter as appropriate. LA Order Date: If a representation order has been applied for, enter the date it was granted here. Select Apply or OK to save the offence details. Adding a Proceedings Matter Once an Investigation matter is completed, the matter may move on and become a Proceedings matter, or it may be that the matter has started at the Proceedings stage. For a matter that was originally an investigations matter and has had an investigations claim submitted with an outcome code CN06, when the claim is saved the system asks if you wish to change the combination to a proceedings type. See Proceedings Stage. For a matter starting at the Proceedings stage it is added in the same way as an investigations matter except that the work type and combination is that of a Proceedings type. Check the offence is correct, or, for a new matter, add the proceedings offence. Open the Offence Details tab and right click in the white space. You can then add, edit or delete. Field Description Use the magnifying glass to search for the offence see Offences to add an offence to the database. Once an offence has been selected the Offence Category will be displayed on the left. The following information is required if you are using Criminal Case Management Start Date: ' ' : ' : ' Enter the offence end date. 30

35 Criminal Billing ' ' End Date: Police Officer: You can search for the Police Officer relative to the case or add as new contact onto the relative Police Station. Police Station: You can search using the for the Police Station attended or use to add a Police Station into the Services Database. This Police Station will show on your CDS6 and is used to calculate the Fixed Fee applicable to the claim. Ref / Custody Ref: Enter the references if applicable. Offence Status: Enter as appropriate. LA Order Date: If a representation order has been applied for, enter the date it was granted here. ApplyOK to save the offence details. Adding a Crown Court Matter into Criminal Billing This functionality is not currently available although you can create a crown court matter and time record on it in the normal way. Time Recording Criminal Billing Time Recording Time recording on a criminal matter is the same as for private matters except that when time recording certain activities you will have further information to complete. Open time recording by clicking the Time Recording button at the top right of PMS. 31

36 Criminal Public Funding (2.1.2) To start time recording go to Actions top right and select New Time Entry. You will then get the following time recording screen: Ref: Field Desc: Client: Earner Ref: Date: Time Type: Charge rate: Earner Grade: Units: Charge / Cost: Notes: Description Enter the client and matter number. This will be brought through from the matter database. This will be brought through from the client database. This can be amended using the magnifying glass as appropriate. This will default to today s date, amend accordingly. Enter the time type or select using the magnifying glass. If the matter is a Police Station matter then the time type must be a Police Station time type. In Time Recording: Core PMS we described allocating time categories to time types. The time category determines whether further information is required on the Additional Time tab when time recording a Criminal PF Billing matter. Travel Attendances Advocacy Police Station Telephone Calls Court Duty Work File Reviews This is the combination attached to the matter. This is the earner grade of the bill earner. Enter the number of time recording units. Charge and cost rates in respect of the number of units will be displayed here. The charge rate will reflect the Public Funding rates applicable to the combination of the matter. Enter any relevant notes. If you then click Save the cursor will go back to the top of the Time Recording screen keeping the date the same and allow you to record the next time entry. 32

37 Criminal Billing Selecting Save and Exit will close the time recording screen. For certain time types, additional information will be required on the Additional Time Details tab. If you try to save time without going to this tab where applicable you will get a warning. You should then select Cancel and go to the additional time tab and enter any relevant information. If you continue to save without doing so you will not be able to post the time to accounts, to be picked up in a claim, until you have edited the time entry with the additional information. Before the time can be included in a claim you will need to post it to accounts. From the time recording screen select Actions and one of the following: Post Selected Time Sheet to Accounts. Post All Time Sheets to Accounts: to post all time entries to accounts. Post Selected Time Entry to post specific time entries to accounts. If at any time whilst time recording you have not clicked on the Additional Time Details tab you will have to edit the time entry before the system will let you post the time to accounts. The time entry will show in purple to enable you to edit the entry. Special Matters Criminal Defence Service shows that you have an LAA Special matters client with different matters for time recording court duty and file review work. Tip: You can also time record from within PF Billing by going to Actions, Record Time. If you record time this way you will still need to open Time Recording to be able to post the time to accounts. Travel: Time Recording Whenever you time record a Travel category, you enter the time units as normal and then have further options available on the Additional Time Details tab The number of miles travelled can be entered here if appropriate 33

38 Criminal Public Funding (2.1.2) Any fares / car parking can also be entered here in the Fares box with a description of the fare in the Fare Description box. Before the time can be included in a claim you will need to post it to accounts. From the time recording screen select Actions and one of the following: Post Selected Time Sheet to Accounts. Post All Time Sheets to Accounts: to post all time entries to accounts. Post Selected Time Entry to post specific time entries to accounts. If at any time whilst time recording you have not clicked on the Additional Time Details tab you will have to edit the time entry before the system will let you post the time to accounts. The time entry will show in purple to enable you to edit the entry. Special Matters Criminal Defence Service shows that you have an LAA Special matters client with different matters for time recording court duty and file review work. Note: If you enter any fares or mileage through time recording you should not then post them as Disbs on the ledger. Attendances: Time Recording When you time record Attendances: Attendance Location: From the drop down menu select location you attended (either Police Station or Court) or leave as Not Applicable as appropriate. If you select either Police Station or Court then you will be able to select the actual court or police station using. If the court or police station is not already set up in services,you can create them at this time using. If you pick court as an Attendance Location, this will count as a court attendance on your CDS6. Therefore if you also time record Advocacy for the same client on the same day and again select the court from the drop- 34

39 Criminal Billing down it will show as 2 court attendances on you CDS6. Therefore you should only select the court for one of your attendance postings. Note: The same applies if you select police station. Each time you pick a police station it will appear as a police station attendance on your CDS6. Attendance Individuals: Place a tick against the type of individual you attended. If you have time recorded on time type Attending Client the Client box will already be ticked. If the attendance is as Duty Solicitor, you will need to ensure you have selected the time type set to Duty and not Own. Before the time can be included in a claim you will need to post it to accounts. From the time recording screen select Actions and one of the following: Post Selected Time Sheet to Accounts. Post All Time Sheets to Accounts: to post all time entries to accounts. Post Selected Time Entry to post specific time entries to accounts. If at any time whilst time recording you have not clicked on the Additional Time Details tab you will have to edit the time entry before the system will let you post the time to accounts. The time entry will show in purple to enable you to edit the entry. Special Matters Criminal Defence Service shows that you have an LAA Special matters client with different matters for time recording court duty and file review work. Advocacy: Time Recording Whenever you time record an Advocacy category, you enter the time units as normal and then have further options available on the Additional Time Details tab. Advocacy Location: From the drop down select Court if applicable, as this will appear on your CDS6 as a court attendance. 35

40 Criminal Public Funding (2.1.2) If you have already time recorded an attendance for the same matter and selected the court then you will need to leave Advocacy Location as Not Applicable in this instance otherwise you will get two court attendances on your CDS6. If you have selected Court you will need to select the actual court attended using or create the court in the services database using and enter the relevant court information including the court ID. Hearing Type: Select the appropriate hearing type from the list and Save or Save & Exit to close the time recording screen. Before the time can be included in a claim you will need to post it to accounts. From the time recording screen select Actions and one of the following: Post Selected Time Sheet to Accounts. Post All Time Sheets to Accounts: to post all time entries to accounts. Post Selected Time Entry to post specific time entries to accounts. If at any time whilst time recording you have not clicked on the Additional Time Details tab you will have to edit the time entry before the system will let you post the time to accounts. The time entry will show in purple to enable you to edit the entry. Special Matters Criminal Defence Service shows that you have an LAA Special matters client with different matters for time recording court duty and file review work. Police Station Telephone Calls: Time Recording For a matter on a Police Station/ Investigation combination, whenever you time record a Telephone Call there will be a further options available on the Additional Time Details tab Police Station Contacted: From the drop down select Police Station or leave as Not Applicable whichever is relevant. 36

41 Criminal Billing If you have selected Police Station then you will need to use for the Police Station that you telephoned. to search If the Police Station is not set up in PMS Services then you will need to add the Police Station into services using making sure you enter the Police Station ID and the Scheme ID that the police station belongs to Each time you select Police Station from the drop down it will create a Police Station Attendance on your CDS6 and the system uses the Police Station selected to determine the relevant Fixed Fee due. If you are telephoning as Duty Solicitor you will need to ensure that the time type is set to Duty for it to record correctly on the CDS6. Before the time can be included in a claim you will need to post it to accounts. From the time recording screen select Actions and one of the following: Post Selected Time Sheet to Accounts. Post All Time Sheets to Accounts: to post all time entries to accounts. Post Selected Time Entry to post specific time entries to accounts. If at any time whilst time recording you have not clicked on the Additional Time Details tab you will have to edit the time entry before the system will let you post the time to accounts. The time entry will show in purple to enable you to edit the entry. Special Matters Criminal Defence Service shows that you have an LAA Special matters client with different matters for time recording court duty and file review work. Court Duty Work: Time Recording Court duty work is time recorded on the standard time recording screen, select - Actions, New Time Entry. Ref Field Description Enter the client / matter number for your court duty 37