Legal Aid Civil - Immigration - Creating a New Time Entry & Bolt On Payments in LEAP Web

19/02/2025
Knowledge

How To

To create a New Time/Fee Entry for a legal aid Immigration matter, complete the following steps.

Click on the Time & Fees tab.
Select New Billable Items on the Actions menu.
Enter the correct Date.
Select the Billing Stage of the Time/Fee Entry from the drop-down list.
Select the appropriate Activity Rate.
Select the relevant Activity.
Enter a Billing Description and number of Units.

Click to edit heading

If the matter was set up for Tax free time & fees, the Tax on these line items will default to ‘No Vat’.
To record multiple items, click New Item and repeat steps 7 and 8.
Click Save & Close.

Recording Bolt On Payments

Click on the Time & Fees tab.
Click on the drop-down for New Billable Items on the Actions menu and select Bolt-On Payment.
Complete the relevant information including Billing Stage, Date and Staff.
As this matter is being costed under the graduated fee scheme, these bolt on payments will be in addition to the fixed fee that will be awarded, and your invoice total will reflect this.

Click to edit heading

Had this matter not been costed under the graduated fee scheme, you can still record these additional options, in order that the detail can be included on the claim detail when generating your monthly submission, however, these will not attract any additional payments. The line value on the Time & Fees grid will show as a zero value and is there for reference and monthly submission purposes only.
Click Save & Close.
Once the claim has concluded and invoice will need to be raised in readiness for this to be included within the monthly submission.
From the Office Accounting tab use the drop-down on the New Invoice button on the Actions menu and select Controlled Work.
When the invoice is displayed, select the Claim Type, Matter type 1, Matter type 2 and Outcome. If applicable, select a Stage.
Amend the Date Concluded to reflect the date when the claim concluded.
The Date Billed, is that which will be used to post the invoice to accounts.

Click to edit heading

If you select a Matter Type 1, with a valid combination of Matter Type 2 (a Graduated Fee claim), then the fixed fee will be automatically allocated to the invoice.
Use the tick box to indicate if a Postal Application Accepted.
The Total Breakdown will summaries how your invoice total has been calculated.