Field | Use | Format/examples |
Stage reached/claim code | The stage the case has reached at the end. Claim codes are listed in Section 4 of this document. | eg INVA |
Client surname | Surname of the client receiving legal aid | eg Jones |
Client initial | First-name initial of the client receiving legal aid | eg T |
Equal opportunities monitoring: Gender Ethnicity Disability | Refers to the gender and ethnicity of your client and whether they are disabled. Equalities codes are listed in section 5 of this document. | eg M eg 01 eg NCD |
UFN | Unique File Number. Made up of the start date and 3 digit case ID. This will uniquely identify a legal aid case (when combined with LAA office account number). | ddmmyy/NNN eg 140710/004 |
Outcome code | The outcome for the client at the end of the stage or case. Guidance and codes are listed in Section 4 of this document. | eg CN01 |
Matter type | The entry for matter type is the offence code for the case. Guidance and codes are listed in Section 4 of this document. | Numericeg for offences against the person enter code ‘1’. |
Net Profit costs | Police Station and Prison Law: Total cost of hourly rate for profit costs (excluding VAT). Note: the relevant fixed or standard fee will be substituted for the amount of profit costs, travel and waiting claimed. Magistrates’ Court: Standard Fee Claimed (excluding VAT). If you do not enter a valid fee your claim will be invalid. A list of valid fees is in annex D of this document. | Numeric |
Net disbursement amount | Disbursement amount excluding VAT. | Numeric |
Net travel costs | There is no requirement under 2010 Standard Crime Contract to record travel costs. If you do record these costs (for example for Escape Fee Cases, Prison Law non-standard fees or undesignated Magistrates’ Court Fees) they should be the total cost of hourly rate for travel (excluding VAT) Note: Police Stations and Prison Law: the relevant fee will be substituted for the amount of profit costs, travel and waiting claimed. Magistrates’ Court: Travel will be paid for undesignated area court claims | Numeric |
Net waiting costs | Total cost of hourly rate for waiting (excluding VAT). Note: Police Stations and Prisons: the relevant fee will be substituted for the amount of profit costs, travel and waiting claimed. Magistrate’s Court: Waiting will be paid for undesignated area court claims. | Numeric |
VAT indicator (Profit Costs, Travel and Waiting) | When selected applies VAT to the outcome value (excluding disbursements (please see below)). Where deriving value it will apply VAT to the fee and any other additional payments. If a fixed or standard fee does not apply it should apply VAT to the NET profit costs, travel & waiting costs fields. | Eg. Y |
VAT disbursement | This numeric field allows the amount of VAT that should properly be added to the value in the Disbursement Amount Excluding VAT field to be claimed. This can only be greater than zero if a value has been entered in that field. The amount of VAT is limited to the rate applicable when the case closed. | Numeric |
Class concluded date | The date you concluded the case. | dd/mm/yyyyeg 03/08/2007 |
Number of suspects/defendants | How many suspects or defendants in the case. | Numericeg 2 |
Number of Police/Court attendances | How many times you have attended the police station or court for this case. | Numericaleg 4 |
Police Station/Court/Prison identifier | A unique code should be entered for the specific police station, court or prison. The code must be for the Police Station, Court or Prison where the first attendance took place. Police Station codes, Court codes and Prison codes are annexed to this document. | Alphanumeric eg NE001eg AKCM |
DSCC number | The Defence Solicitor Call Centre number assigned to the case. Mandatory for police station claim codes: INVB, INVC, INVD, INVH, INVI, INVJ. Required but not mandatory for magistrates’ court claim codes: PROE, PROF, PROJ, PROK, PROL, PROP, PROT. | Alphanumeric 10 characters yymmnnnnnl eg 110154321A |
MAAT ID | MAAT ID/Rep Order Number assigned to the case. Mandatory for magistrates’ court claim codes: PROE, PROF, PROJ, PROK, PROL. | Numeric 10 characters Up to 10 numbers |
Prison Law prior approval number | The number given when a firm has prior approval to claim for treatment cases in Prison Law. | Numeric 10 characters 10 numbers |
Duty solicitor | Indicated if the solicitor was duty solicitor – Police station attendance claims only. | Eg. Y |
Youth Court | Add ‘Y’ (Yes) or ‘N’ (No) depending on whether the case is being dealt with at the Youth Court or not. | Eg. N |
Police Station Scheme Identifier | A unique code should be entered for the specific police station scheme. Instructing scheme code to be used (i.e. the scheme on which the solicitor was on duty when instructed), not necessarily the scheme in which the police station is located. | Numericeg 1001 |
Magistrates’ court representation order date | The date that appears on the representation order issued that authorises you to undertake work for your client in this matter. Required when claiming magistrates’ court standard fees for representation cases only. | Numeric dd/mm/yyyy |
Standard fee category field for magistrates’ court standard fee matters | Select for Magistrates’ Court Standard fee cases (using claim codes PROE, PROF, PROK, PROL and PROJ) whether a case is Category 1 either way, Category 1 summary only, Category 2 [or Category 3]. | Alphanumeric 1EW (Category 1 - Either Way) 1SO (Category 1 - Summary Only) 2 (Category 2) [3 (Category 3)] |