6.1The police station fixed fees (claim codes INVC, INVD, INVJ) cover profit costs, travel costs and waiting costs (which should be reported at hourly rates). For Police Station claims providers are asked to record actual profit costs in the profit costs field as well as actual waiting costs in the appropriate separate field (see section below on travel time). This identifies when a case has exceeded the Exceptional Case threshold. The relevant fixed fee will be substituted for the amount of profit costs, and also the amount of waiting claimed. The overall value of an outcome is therefore the fixed fee for the scheme the police station is in, plus any disbursements.

6.2For police station telephone advice claims (INVB) the telephone advice fixed fee should be reported in the profit costs field.

6.3For magistrates’ court work the fee that is claimed must be entered in the profit cost field exclusive of VAT. Actual waiting time (see section below on travel time) should be recorded in the appropriate separate field.

6.4When claiming pre-order cover, early cover and form completion fees (claim codes PROP, PROT, PROU), actual costs should be claimed.

6.5The Prison Law Advice and Assistance Fixed Fee and Advocacy Assistance Standard Fees cover providers’ profit costs, travel costs and waiting costs. For Prison Law claims providers are asked to record actual profit costs in this field as well as actual waiting and travel costs in the appropriate separate fields (see section below on travel time). This will allow us to monitor the operation of the fees and take account of any significant changes to delivery costs as well as identifying when a case has exceeded the Exceptional Case and Non-Standard Fee thresholds.

6.6The relevant Prison Law Fixed or Standard Fee will be substituted for the amount of profit, travel and waiting costs claimed and the overall value of an outcome is therefore the appropriate fixed or standard fee plus any disbursements.

6.7When claiming for Associated Civil work actual costs should be claimed.

6.8While the contract requires providers to record the actual cost of waiting time for both Police Station and magistrates’ court Fixed and Standard Fees, reporting travel costs is not mandatory - although providers may continue to report these costs if they wish.

6.9If you do not wish to report travel costs, you will be required to enter £0 in the relevant field to prevent the claim being rejected by CWA.

6.10We will continue to pay the costs of travel where included in claims for Standard Fees in undesignated area courts (provided your office is not in a designated area), Police Station Escape Fee Cases and Prison Law Exceptional and Non- standard fee cases.

6.11If a provider is located in one of the designated areas then they must claim designated area fees for all their work.

6.12If a provider is based outside a designated area then they must claim undesignated area fees for their work at courts which are also outside the designated areas, but they must claim designated area fees for any work at courts inside the designated areas.

6.13The designated areas are the CJS areas:

6.15Providers must report the actual profit costs incurred when making any claim through CWA. CWA will automatically calculate whether the case meets the Escape Fee Threshold criteria for Police station cases, or the Escape Fee Threshold or Nonstandard fee criteria for Prison Law cases.

6.16As detailed above, for Police Station work the requirement to record travel for fixed fee cases has been removed from the [2010 Standard Contract.] If you want these costs to contribute towards meeting the Escape Fee Threshold criteria you must record them as part of your claim.

6.17Travel time is not included when calculating whether Prison Law cases meet the Escape Fee Threshold or Non-standard fee criteria.

6.18To claim for additional costs when a claim is flagged as a Escape Fee case by CWA, providers should also complete an Escape Fee Claim Form (CRM18). This form should be submitted to the relevant Case Management team for costs assessment.