How to self-certify your payment claims when your client isn't on PayLab
OVERVIEW
After issuing a Payment Claim to your client, they will either certify the Payment Claim on PayLab or send an email with a Payment Certificate/Schedule attached. If the Client attaches a Payment Certificate/Schedule to an email, you will have to Self-Certify your claims.
WHEN TO USE IT
You will need to Self-Certify every time you receive a Payment Certificate/Schedule and the Client doesn't use PayLab to certify the Payment Claim.
HOW TO USE IT
There are two reasons to why you will need to Self-Certify your Payment Claims:
- The Client has emailed the Payment Certificate/Schedule
- The Client didn't respond to the Payment Claim but paid the Claim anyway.
Here are a few scenarios on different ways to certify your claims correctly.
- Scenario 1: Client sent through the Payment Certificate and agreed to everything on the Payment Claim.
- Scenario 2: Client sent through the Payment Certificate and disagrees with a few items on the Payment Claim.
- Scenario 3: Client doesn't send through a Payment Certificate but pays the claim by the due date to the correct value of the claim.
- Scenario 4: Client doesn't send through a Payment Certificate but pays the claim by the due date and the payment amount doesn't match the total amount of the claim.
Scenario 1: Client sent through the Payment Certificate and agreed to everything on the Payment Claim.
Add the Certificate Reference that should visible on the Clients Pay Certificate. The remaining details will be pulled through from the Payment Claim.
With the Base Contract you only need to fill in either the Fixed Value or Percentage in the Pay Cert side (see below). For this scenario you will just be filling in the same amounts that were claimed because there were no disputes from the client.
Once you have filled in the Pay Cert section you will go down to the summary and will need to either put $0 in the Less Previous section if this is the first claim or if an ongoing claim then it will be "Less Previous Cert to date" and put what ever the New Cert is. In this example it is an ongoing claim and the Pay Certificates are up to date so the Less Previous will be $12,450.00 (as you can see in the above image).
Hit "Next" and review the Pay Cert and if all is correct hit "Approve" and the Pay Cert process is complete.
Scenario 2: Client sent through the Payment Certificate and disagrees with a few items on the Payment Claim.
Add the Certificate Reference that should visible on the Clients Pay Certificate. The remaining details will be pulled through from the Payment Claim.
With the Base Contract you only need to fill in either the Fixed Value or Percentage in the Pay Cert side (see below). For this scenario you will have to change the percentage amount from 50% to 30% for both child items which will then be added together to get the top line (parent item). Once this is done you will see there is a variance next to the Cert Value of what the client doesn't think they should pay.
Once you have filled in the Pay Cert section you will go down to the summary and will need to either put $0 in the Less Previous section if this is the first claim or if an ongoing claim then it will be "Less Previous Cert to date" and put what ever the New Cert is. In this example it is an ongoing claim and the Pay Certificates are up to date so the Less Previous will be $12,450.00 (as you can see in the above image). You can see the difference in total in Scenario Two compared to this Scenario One.
Hit "Next" and review the Pay Cert and if all is correct hit "Approve" and the Pay Cert process is complete.
Scenario 3: Client doesn't send through a Payment Certificate but pays the claim by the due date to the correct value of the claim.
For Scenario three you will be certifying the claim after the claim has been paid to cross reference the claim against your company's bank statement.
You will fill out the Pay Cert details and percentages the same as the claim the same as Scenario 1 the only thing different is when you get down to the Summary section you will change from "Cert to date" to "Paid to date"
Hit "Next" and review the Pay Cert and if all is correct hit "Approve" and the Pay Cert process is complete.
Scenario 4: Client doesn't send through a Payment Certificate but pays the claim by the due date and the payment amount doesn't match the total amount of the claim.