Claims Procedure

Please backup your database before performing the claims procedure.

Ensure data entry is complete

Before performing the claims procedure, please ensure that all learner amendments, new starters and late-notified leavers have been entered. Also ensure that all manual claim lines have been entered against learners for this period. These will have a status of planned line and should include:

Recruitment Payments / Initial Payments

To claim a start payment for a learner (if this has not already been set up):

  1. Open the learner and select the Claim details tab.
  2. Click the button.
  3. Enter the following details:
    • Activity date – Enter the learner’s start date.
    • Event code – Choose the event code from the dropdown box.
    • Contract line – Click to search for the appropriate claim. Expand the contract, select the claim line and click OK.
  4. Click OK to save and exit the claim detail window.

Qualifications and Key Skills

  1. Open the learner and select the Claim details tab.
  2. Click the button.
  3. Enter the following details:
    • Activity date – Enter the date of receipt of the certificate.
    • Event code – Choose the event code from the dropdown box.
    • Contract line – Click to search for the appropriate claim. Expand the contract, select the claim line and click OK.
    • VQ Ref – Enter or select the reference number from the dropdown box for the qualification or key skill to be claimed.
  4. Click OK to save and exit the claim detail window.

Jobs and Other Outcomes

  1. Open the learner and select the Claim details tab.
  2. Click the button.
  3. Enter the following details:
    • Activity date – Enter the date of receipt of the evidence.
    • Event code – Choose the event code from the dropdown box.
    • Contract line – Click to search for the appropriate claim. Expand the contract, select the claim line and click OK.
  4. Click OK to save and exit the claim detail window.

OPP Supplements

  1. Open the learner and select the Claim details tab.
  2. Click the button.
  3. Enter the following details:
    • Activity date – Enter the date of receipt of the evidence.
    • Event code – Choose the event code from the dropdown box.
    • Contract line – Click to search for the appropriate claim. Expand the contract, select the claim line and click OK.
    • Reference – Enter or select the appropriate funding band.
    • Outputs – Type OPS\ followed by the period number. E.g. OPS\01 or OPS\02. Please note that failure to do this will result in the claim line being rejected.
  4. Click OK to save and exit the claim detail window.

Run the claim

The claim process involves processing a claim for each contract you operate (or, in some instances, for each scheme).

  1. Expand the company, contract and claims for the first contract you wish to process.
  2. Select the period to be processed, right-click it and select Edit.
  3. Select the Actions tab.
  4. Click Run. Automated and planned claim lines will be generated for the selected claim period. This will include OPPs and week-based claims (if applicable).

Maintain the claim

  1. On the Actions tab of the claim window, click Maintain.
  2. Select the Planned Claim Lines tab.

  3. All planned claims lines will be displayed in this window. Select the lines to be claimed and click the Accept button (hold the CTRL key and click to select multiple items). The planned claim lines will then be transferred to the Approved Claim Lines tab.

    Be sure to only transfer the items for which you have evidence, as you will need to delete the item should it be transferred incorrectly. Leave any items which you do not require to be included in your finalised claim in the Planned Claim Lines window. These will automatically be added to the following period claim. If you remove any lines, these are effectively deleted from the learner’s claim and will need to be re-entered when ready to claim.

  4. Select the Approved Claim Lines tab. All approved claim lines will be displayed for the current period.
  5. If required, additional claim lines can be added directly. These can be claim lines linked to a learner, or invoice-only claim items. To add travel or other payment product lines to the claim:
    1. Click the button.
    2. Click the button to search for and select a learner. The learner’s contractor will automatically be selected.
    3. Enter the Activity date. This is the date on which the claim takes place.
    4. Optionally enter the Target date.
    5. Select an Event code.
    6. Use the button to optionally search for and select the contract line.
    7. Enter the value in the Unit value box. Please note that if you selected a contract line, this value will already be populated.
    8. Edit the number of units, if required.
    9. Optionally select references, VQ reference, outputs, reference values and achieved elements.
    10. Click OK when finished.
    11. If required, incorrect claim lines can still be deleted at this point by selecting the line and clicking the button. Click Yes to confirm the deletion.
    12. Click OK when finished.

Check reports

  1. Run the associated claim reports:
    1. Run the Finance Statement report and any other relevant claim reports.
    2. Check all reports against the Finance Statement and the supporting evidence.
    3. Check the Finance Statement report against all reports and the supporting evidence.
    4. If there are variances between reports, evidence or user expectations then areas to check include:
      • The learner Claim Details tab
      • Whether all forecast lines have been assigned to a contract line
      • Whether activity dates have been entered
      • Whether the correct funding bands have been assigned
      • Whether planned claim lines have been accepted
      • Whether contract items exist and match the claim details
  2. Ensure that the reports balance.
  3. Amend data as appropriate.
  4. Re-run the claims, re-run the reports and re-check the results.

Finalise claim

  1. Make absolutely sure that the claim is correct and that the declarations on the Finance Statement and on the reports have been agreed and signed.
  2. When the above conditions are fulfilled, open each of the contract claims for the period and finalise the claims individually by clicking the Finalise button on the Actions tab.

Each claim must be finalised before processing the next claim.

Process Claim Return

  1. Access the contract claim window as before and select the Actions tab.
  2. Click Process.
  3. Enter the date the claim was returned in the Return date box.

  4. Using the list received from your funding body, you should update your claim lines by selecting them and clicking one of the following buttons:

    • Pay – To pay specific items
    • Reject – To reject specific items
    • Recycle – To delay an item to claim next period
    • Pay All – To pay all items
    • You can also add new claim items by clicking the button.

    Tip - If the majority of the claim has been paid, click Pay All and select the individual claim lines that are to be rejected or recycled and click the appropriate option.

  5. Click OK when finished.

Maytas claim status

The following list shows the different types of claim status in Maytas you will see against different learner claim lines:

AC Awaiting Contra
NL New Line
AR Awaiting Response
CD Contra
PC Paid, then Contra'd
CL Contra Line
PD Paid
PL Planned Line
RC Rejected & Recycled
ML New Manual Line
RJ Rejected
RL New Recycled Line