Recommend and release payment

The P2i Contract Manager generates a contract's report and payment schedules. Refer to Generate a contract's work items.

When a report triggers for the reporting period, it displays as pending work items for Funded Organisation.

Report/s are submitted to the department and are assessed and approved (refer to Assess and Approve Acquittals) and are then available for the Recommend and Release Payment process.

Recommend and Release Payment - Process Overview

The following sequence flow will assist in understanding the end-to-end process.

Initiate Payment (recommend/by exception) Workflow

Note Prior to recommending a payment, the P2i Contract Officer may split a payment to be paid to the Funded Organisation into a maximum of 6 payments. Split Payments enable the Service Outlet to be performance managed and payments to be controlled over a period of time (i.e. a split payment is recommended and released when the Funded Organisation provides the agreed service).

There is no system automation or reminders for the P2i Contract Officer to recommend a split payment.

Refer to Split a payment.

Warning  

  • Payments once split cannot be merged (i.e. a split can not be undone).

  • Split payments cannot be further split.

  • Payments cannot be split if they are Recommended or Escalated. (i.e. the P2i Contract Officer is not current actioning officer of the payment).

  • A non-split payment which is recommended and rejected can be split when it is assigned back to the P2i Contract Officer.

Payment workflow statuses requiring P2i Contract Officer action are: Scheduled, Rejected, Escalation : Rejected.

The P2i Contract Officer:

  • is responsible for reviewing payments and their associated reports and make a recommendation on the amount to be paid to the organisation

  • can recommend a payment by exception:

    • for advanced payments where no report may be required

    • in circumstances where the organisation is unable to submit their reporting for the period

  • the recommended amount to be paid is Full, Partial, or No Payment.

    Warning Partial payments cannot be "made up" at a later date. When a partial payment has been recommended, the Funded Organisation will only ever receive the reduced amount once it has been adjusted by the P2i Payment Allocation Officer and released by the P2i Contract Manager.

    Once the partial payment has been released it can only be handled through Reconcile payments (i.e. by reversing or reissuing a payment). The full amount cannot be reissued.

Assess reports and recommend payment

Payment workflow statuses requiring P2i Contract Manager action are: Recommended, Escalation : Approved, Determined : Payment Adjusted.

The P2i Contract Manager (or P2i Regional Manager):

  • is responsible for reviewing the payment recommendation made by the P2i Contract Officer

  • will decide on next step (in order of decision making):

    • reject a recommendation

    • escalate recommendation to a P2i Director for further consideration

    • if full payment recommendation - release payment

    • if partial (or no) payment recommendation

      • PAT is not adjusted P2i Payment Allocation Officer to adjust

      • PAT is adjusted - release payment.

      Warning Partial payments cannot be "made up" at a later date. When a partial payment has been recommended, the Funded Organisation will only ever receive the reduced amount once it has been adjusted by the P2i Payment Allocation Officer and released by the P2i Contract Manager.

      Once the partial payment has been released it can only be handled through Reconcile payments (i.e. by reversing or reissuing a payment). The full amount cannot be reissued.

Review and release a payment

Payment workflow status requiring P2i Payment Allocation Officer action is Determined : Agreed.

When a Partial or No Payment recommendation is made by a P2i Contract Officer, the P2i Contract Manager must send the payment to the P2i Payment Allocation Officer who adjusts the Payment Allocation Tool (PAT) according to the recommendation.

Adjust PAT for a partial payment

Payment workflow status requiring P2i Director action is Escalated:

The P2i Director:

  • is responsible for reviewing the payment recommendation made by the P2i Contract Officer

  • will decide on next step (in order of decision making):

    • reject an escalated recommendation

    • escalate an escalated recommendation to a P2i Senior Director for further consideration

    • approve an escalated recommendation.

Action an escalated payment recommendation

Payment workflow status requiring P2i Senior Director action is Escalated:

The P2i Senior Director:

  • is responsible for reviewing the payment recommendation made by the P2i Contract Officer

  • will decide on next step (in order of decision making):

    • reject an escalated recommendation

    • approve an escalated recommendation.

Action an escalated payment recommendation