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Adult Staff Execs
201

Evening all,

I thought it might be useful to provide some clarity re the minimum claim duration and scenario outlined by @pEp.

As per IBN 009 - 2024 activity duration has to be a minimum of 4hrs to submit a claim for VA.

Our interpretation of reference in ACP300 shared by @mike_gormley is that this specifically relates to activity across 2 days and therefore the system is currently configured to only allow a claim where the activity duration is a minimum of 4 hours.

It is clear that there is some conflict between the IBN and ACP300 if for no other reason than the language used being unclear.

We will reach out to Business.& Finance for clarification so that ACP300 can be made clearer and if needed we will amend the criteria for claiming in Volunteer Portal.

@pEp can I ask who you initially reported this query to as it seems not to have been picked up sooner.

Kind regards,
Ben

202

This isn’t aimed at you Ben, just a general comment, but this keeps winding me up. We’re talking about an IBN released over a year ago, and policy still hasn’t caught up. Or isn’t clear because the IBN still exists.

Given ACP 300 has been updated 5 times since the IBN was issued, surely the ACP takes priority over any old IBN? Again, not a Q for you, Ben. It just winds me up.

How a new staff member is meant to follow any of our policy is beyond me.

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203

No problem at all and I can certainly appreciate the frustration.

We’re going to seek clarity re this and I’ll be sure to raise the IBN vs Policy matter with colleagues at HQ.

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204

Thanks for the reply. I used the feedback system built in to VP initially - I don’t think I emailed it as well.

205

Just had my first workflow for VA completed. Less than 4 hours from submitting claim to approval & uploading to JPA. Adding to JPA took less than 10 minutes after workflow received at HQ RAFAC. Took a minute or two to understand the system but it was reasonably simple to understand & complete much more than the previous system. Hopefully we will get just as good as system for 1771 & 7101s soon.

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206

Is everyone’s digital VA claims going via RC’s (as I think it was during the trial when Acting claims were the exception rather than the norm), or is everyone’s going straight from Unit HQ to entry on JPA?

207

Me > ATS Pillar > HQ

208

Me > Head of Branch > HQ Finance Peeps

209

I’ve put in three as a wing SME in SW region and they’ve all gone ATS pillar, then RC then HQ.

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210

Does the event have to be marked as completed before being able to select the activity for a VA claim?? If so, how is that going to be managed properly, as my Wing still have SMS records from 5+ years still not marked as completed…

211

Yes. I think you’ll find it will manage itself now that people can’t claim without completing an event.

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212

Whilst the window of claims allows claims to be processed for activity prior to 1 October, the approval workflow still includes the step for the RC to approve “acting” rank at this stage. RCs have the ability to delegate that authority to other permanent staff should they wish to do so.

Once the 90 day window has passed, we’ll remove the additional step from the workflow.

1 Like