Create Portal Claim
Overview:
To create a new claim as a subcontractor, you must first navigate to the Portal Claims tab in the Subcontract Portal. You also must have valid Work Orders to claim against, as these form your claim schedule.
Workbench uses the industry standard Claim to Date method for all claims, meaning that you as the subcontractor must enter how much of the total you have completed/are claiming up to this claim. This is different from entering how much you are claiming for only this claim. Workbench will calculate the difference between the Certified to Date amount and how much you enter in the Claim to Date field to arrive at the This Claim amount.
Screen Guide:
When creating a new claim, the system prompts you with the following question:
This is intended to keep any text you wrote in the Comment fields so that you do not need to retype them. If you want to clear all previous comments, click Cancel.
In the above example, we are submitting a claim for 50% of Stage 1 under the Original Contract, as well as 100% of the Approved Variation.
The Claim Date is the date you create the claim and is not editable, while the Claim To field allows you to choose the date that the claim period ended. The Claim Reference defaults to your subcontract number with a dash and then the claim number. This field should not be edited unless your client has instructed you to. You can choose a Securities Act that you are claiming under (if the Act you want does not exist, please contact the contract administrator). You can Filter the grid if there is too much data or if you want to focus on claimable WOs.
The Type and WO (Work Order) columns show the type categories of Original Contract and Approved Variations, and the order numbers. Both of these fields are expandable by simply clicking on the blue field, or you can expand and collapse all fields by clicking on the corresponding button. In the example, there is only one WO per Type, but you can potentially have several in each as the project progresses.
Once you've expanded the WO field, you will see the Details, Status, and Unit fields for each line. Due to space requirements of this table, you can see the text in these fields by hovering your mouse over them. The Status field shows whether the WO is Claimable or Not (if not and you believe it should be, please contact the contract administrator for clarification). Note that the Unit field describes the Unit of Measurement.
The Commitment section has Qty (Quantity) and Value columns. These show how much has been committed to be paid via Work Orders, and is not editable.
The Certified to Date shows how much has been previously certified by your client, considering all previous claims, and is not editable.
Claim to Date is the section that you can edit, either as a % Done, Quantity, or a total Value to date. After entering amounts, the system will calculate the This Claim field as a difference between the Certified and Claim to Date sections.
Once you have finished (or partially finished) entering amounts for each field you are claiming, click Save to keep all changes. At this point, you can close and return to finish the claim at a later point, and your client has not been notified. Once you are ready to submit the completed claim to your client, click the Submit button, and agree to the following message:
Once it is submitted, the claim will be locked for editing while your client reviews your claim. At this point if a mistake is noticed, you will need to contact the client to make adjustments.
You will be notified once the claim has been processed by the contract administrator, and you can return to this screen to review the claim. If there are any amounts that are Not Certified, there should be a corresponding Not Certified Reason in the adjacent field.
Next Steps:
Once your client approves the claim, the Portal Summary will be updated with current totals, and once payment occurs, you can find details on the Portal Payments tab.