CONSULTANT MANAGEMENT SYSTEM

CONSULTANT MANAGEMENT SYSTEM

Timesheets, Deliverables & Claims Guide for Individual Staff Consultants

UPDATED: 26 April 2013

CONSULTANT MANAGEMENT SYSTEM (CMS) 3

CMS: Timesheets, Deliverables & Claims Guide for Individual Staff Consultants 26 April 2013

TABLE OF CONTENTS

INTRODUCTION: 3 Easy Steps to Filing a Claim in CMS ........................................................................................... 5

CHAPTER 1: PREPARING TIMESHEETS AND DELIVERABLES ..................................................................................... 6

A. Preparing the timesheet ..................................................................................................................................... 6 B. Uploading Deliverables ....................................................................................................................................... 9

CHAPTER 2: CREATING AND SUBMITTING A CLAIM ............................................................................................. 13

A. Creating a Claim ................................................................................................................................................ 13 B. Remuneration and Per Diem ............................................................................................................................ 16 C. Progress Payments ............................................................................................................................................ 18 D. Reimbursable Expenses .................................................................................................................................... 19 E. Consultant’s Certification and Claim Submission ............................................................................................. 22





INTRODUCTION: 3 Easy Steps to Filing a Claim in CMS Filing claims in CMS is easy as 1, 2, 3:

Chapter 1 of this guide shows the steps for preparing timesheets and uploading deliverables. Chapter 2 shows the steps for creating and submitting a claim for processing.

Validation of payment information for consultants with active contracts is recommended for first time filing of claims through CMS. You can check your payment information under the Profile tab. Refer to the separate guide titled CMS: Adding and Modifying Payment Information for more details.



CHAPTER 1: PREPARING TIMESHEETS AND DELIVERABLES Before creating a claim, a timesheet is prepared by:

Individual time based consultants

Individual time based consultants engaged through a Firm

Time based resource persons For individual consultants and resource persons with lump sum or partial lump sum contract types, deliverables are required to be “Accepted” if it is linked to a payment milestone being claimed. A. Preparing the timesheet

To prepare the timesheet:

(1) Under the Contracts tab (1a), click the Contract Number link (1b) of the active contract you would like to

prepare the timesheet for.

You can only create claims for contracts that have the “Active” status. Only Contract Number links for staff consulting assignments will appear in the list.

(2) The Contract Profile screen will be displayed. Click the Timesheets link.

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1b

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(3) Under the Timesheets screen, select a month and click Go.

(4) Start filling out the timesheet. Under Remuneration (WD) – Work Type, choose from the following options:

Work Type Description Remune-

ration Per

Diem Remarks Required

Home Office Use this if you performed your work within reasonable commuting distance from your permanent / current place of residence. Remuneration is charged for this work type but not per diem. Example: A consultant residing in Bangkok considers BKK as his Home Office.

ADB HQ Note: This work type will appear if: 1. Country defined in CMS Registration contact details is

“'Philippines”, or 2. At least one of the places of assignment defined in the TOR

is “Manila, Philippines”. Applicable only for consultants where permanent / current place of residence is within reasonable commuting distance to Metro Manila – as defined by ADB. Remuneration is charged for this work type but not per diem. This is required to be selected if Project Officer instructed you to work in ADB HQ. If work is performed on weekend or on holidays, you must justify why you needed to work on weekend / holidays.

Field Work Use this if you performed your work in a place other than your place of residence. Consultants are allowed to charge remuneration and per diem for this work type. If work is performed on weekend or on holidays, you must justify why you needed to work on weekend / holidays.

Travel Use this if you are on travel going into / off the project site. Consultants are allowed to charge remuneration. However, per diem entitlement starts on the date of arrival in the field work location.

Sick Leave Use this if you did not perform your task due to health reasons. Consultants are not allowed to charge remuneration for this work type but allowed to charge per diem if deployed in field. Medical certification may be attached during submission of claims. Note: Per Diem is enabled/disabled based on the consultant’s Primary Residence and Place of Assignment. If the consultant's Primary Residence is the Primary Place of Assignment, no Per Diem should be awarded. If deployed in Field Work (not primary residence), Sick Leave work type

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Work Type Description Remune-

ration Per

Diem Remarks Required

should be able to claim Per Diem.

Vacation Leave Use this if you did not perform your task in field or in home office due to other personal reasons. Consultants are not allowed to charge remuneration and per diem for this work type.

Weekend Use this if work day is a Weekend. Consultants are allowed to charge per diem for this work type if deployed in field.

Public Holiday Use this if work day is a Holiday. Consultants are allowed to charge per diem for this work type if deployed in field.

“WD” stands for Work Day.

(5) Under Remuneration (WD) – Claim (WD) drop-down list, select 1.0 or the fraction of the day you will be

claiming for.

The Claim (WD) option is only available for the following work types: ADB HQ, Field Work, Home Office, and Travel.

(6) To claim per diem, select the applicable Contract Line Description from the drop-down list.

The Per Diem options are only available for the following work types: Field Work, Travel, Sick Leave, Weekend and Public Holiday. Refer to the Work Type table on page 7 for details as to when Per Diem can be claimed.

Consultants are entitled to per diem on the date of arrival up to the last overnight stay. An exemption will be when the consultant requests for reimbursement of actual hotel expenses incurred on the date of departure.

(7) If required, enter your Activities, Remarks, and Justifications in the text box provided. Refer to the Work

Type table on page 7 for details as to when these are required.

The Activities, Remarks, and Justifications area can accommodate up to 300 characters.

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(8) Enter the information for the other days of the month. You can leave days blank if you are not claiming for those days. Click Recalculate (8a) to compute your total number of WD(s) and the total number of Day(s) Per Diem Claimed. The total work days and per diem days (8b) for the month are shown at the bottom of the form.

(9) Click Save to save your changes.

Save your changes every 5 to 10 minutes to keep from losing your entries. Since the timesheet is a long form, it is suggested that you prepare the data to be entered offline and then just copy and paste later in the CMS timesheet. Note, however, that every time you save, the system will validate your entries and adjustments to data may need to be done.

B. Uploading Deliverables

To upload required deliverables, supporting documents, or memos from the project team for acceptance:

(1) Under the Contracts tab (1a), click the Contract Number link (1b) of the active contract you would like to upload deliverables for.

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8b

8a

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1b



(2) The Contract Profile screen will be displayed. Click the Deliverables link.

(3) A list of deliverables is displayed.

The list of Deliverables was entered in the system by the Selection Team during the recruitment stage.

(4) Click the View icon of the deliverable you would like to upload.

(5) Under the Deliverable section, click the Add Attachment button.

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(6) In the Add Attachment screen, enter a Title and a Description, choose a Category (options are Deliverable or Others) (6a), and Browse for the file (6b).

The system can accept files up to 5 MB in size.

Instead of uploading the actual report or document in CMS (e.g.: if the file size is beyond 5 MB), another option is to upload a memo, scanned email or any supporting document that states that the project team has accepted the deliverable.

You can also select URL to enter a link to the deliverable, or enter remarks in the Text field.

(7) Click Apply to save.

(8) A confirmation message is displayed at the top of the screen saying that the document has been added but not committed (submitted nor saved).

(9) Click Submit to save and send the document to the Project Team for acceptance.

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6b

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Clicking Save will save the upload without submitting.

(10) A confirmation message is displayed at the top of the screen saying that the document has been

submitted and the Status is changed to Submitted.

(11) Clicking the Back button opens the Deliverables screen showing the updated Status of the deliverable.

The Project Team will receive an email notification and an Action item will be added to their CMS dashboard regarding the submission. They can either accept or reject the deliverable. If rejected, the Consultant receives a notification / action item, uploads the new version of the deliverable, and re-submits. Once the Project Team accepts the deliverable, the Status is changed to Accepted.

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[22-Apr-2013 15:27] John Doe submitted the deliverable



CHAPTER 2: CREATING AND SUBMITTING A CLAIM After preparing the timesheet and/or uploading the required deliverables, a claim is created by:

Individual time based consultants and resource persons

Individual consultants and resource persons with lump sum or partial lump sum contract types

For Individual consultants and resource persons engaged through a Firm, the claim creation is done by the Firm Representative.

For individual time-based consultants and resource persons, the following are required before a claim can be made:

Active contract

Bank account information (for all claim currencies)

Timesheet (for remuneration and per diem)

Supporting documents/attachments For individual consultants and resource persons with lump sum or partial lump sum contract types, the following are required before a claim can be made:

Active contract

Bank account information (for all claim currencies)

Deliverable with status “Submitted” or “Accepted” (for contract lines linked to a deliverable)

Supporting documents/attachments A. Creating a Claim

To create a claim: (1) Under the Contracts tab (1a), click the Contract Number link (1b) of the active contract you would like to

claim from.

You can only create claims for contracts that have the “Active” status. Only Contract Number links for staff consulting assignments will appear in the list.

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1b



(2) The Contract Profile screen will be displayed. Click the Claims link.

(3) Under the Claims screen, click Create Claim.

(4) Click Yes on the Warning screen that appears.

(5) The Claims screen with the following sub screens is displayed:

Sub screens available for time based individual consultants and resource persons

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Sub screens available for lump sum individual consultants and resource persons

Sub screens available for partial lump sum individual consultants and resource persons



B. Remuneration and Per Diem (For time based individual consultants and resource persons) (1) Under the Remuneration and Per Diem screen, specify the period you are creating the claim for (1a) and

click the Save button (1b).

The claim period should be within the contract’s commencement and completion dates, and should exclude the dates when the contract is suspended.

Make sure that the range of dates specified for the Period From and Period To claim is accurate. Once you submit a claim for a certain period, the timesheet for that period will be locked.

(2) A confirmation message appears stating that the changes have been saved successfully.

(3) The Remuneration section shows the Rate Effectivity Start and End Dates (3a), the number of days Open or remaining in the contract (3b), the Currency and Rate Per WD (3c). The Inputs in WD column (3d) is updated with data from the timesheet, depending on the duration specified. The Amount (3e) is computed by multiplying the Inputs In WD by the Rate Per WD.

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3a 3b

3d

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3e

3c

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(4) The Per Diem section shows the Contract Line Description (4a), the number of days Open or remaining in the contract for that line item (4b), and the Unit Price (4c). The Claim column (4d) is updated with data from the timesheet, depending on the duration specified. The Amount (4e) is computed by multiplying the Claim by the Unit Price.

Take note of these additional Business Rules:

Consultants cannot claim more than the contract’s Remuneration and Per Diem open balances. To view the contract’s total, disbursed, and open balances per item, click the Claims link and then click the Balances link under the Contracts tab.

Consultants are not allowed to claim more than 1.0 Work Day for remuneration on the same date. If the consultant is claiming per diem and housing at the same time, the system shall create a warning and claim can be approved relevant subsequently by project officers. This is applied to all per diem claims across all contracts.

Consultants are entitled to per diem on the date of arrival up to the last overnight stay. An exemption will be when the consultant requests reimbursement of actual hotel expenses incurred on the date of departure.

4e

4a 4c

4d

4b



C. Progress Payments (For individual consultants and resource persons with lump sum or partial lump sum contract types)

(1) Under the Progress Payments screen, mark the box of the Payment Milestone to be claimed.

If the payment milestone being claimed is linked to a TOR deliverable, the deliverable associated should have an “Accepted” Deliverable Status.

(2) To check whether a payment milestone is linked to a TOR deliverable, under the Details column, click the

corresponding Show link (2a) of the milestone. The associated deliverable and its deliverable status is displayed (2b).

For the detailed steps on how to upload a deliverable and to send it to the Project Team for acceptance, refer to Chapter 1, Section B of this guide.

(3) Click the Save button.

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(4) A confirmation message appears stating that the changes have been saved successfully.

D. Reimbursable Expenses

(For individual consultants and resource persons with time based or partial lump sum contract types) (1) Under the Claims tab, click the Reimbursable Expenses link. A list of reimbursable expenses, as indicated

in the consultant’s contract, is displayed.

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(2) Click the Show link (2a) under the Details column to read more information (2b) about an item.

(3) The open or remaining balance for each item is specified under the Quantity – Open (3a) and Amount –

Open (3b) columns. Enter the Quantity being claimed for each item (3c), as applicable.

Take note of these additional Business Rules:

Consultants cannot claim more than the contract’s Reimbursable Expenses open balance. To view the contract’s total, disbursed, and open balances per item, click the Balances link under the Contracts tab. See the note on page 17 for a sample of the Balances screen.

For Fixed Cost expense items (unit price is fixed), entering a fraction of quantity under the Claim column is allowed. Example: When a consultant who has not arrived at his home base claims a Miscellaneous Travel Expense, he can enter 0.5 Round Trip as claim quantity.

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3c

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5a

3b 3a



(4) For At Cost items, select the Actual Currency used to pay for the cost of the item and enter the Actual Expense Amount.

If the Actual Currency used (N1) is different from the contract currency, the Transaction Date (N2) needs to be provided. This field is available when the details are shown. Enter the date using the dd-mmm-yyyy format, or click the Date Picker icon to select a date from a calendar.

Clicking the Recalculate button (N3) displays the ADB Daily Exchange Rate (N4) as of the Transaction Date. This rate is automatically entered in the FX Rate field (N5). If you want to use a different FX Rate, overwrite the ADB rate. However, you will need to attach a supporting document for this.

(5) Click the Recalculate button (5a) to update the Amount – Claim column (5b).

(6) Click Save.

N1

N2

N3

N4

N5



E. Consultant’s Certification and Claim Submission (For all individual consultants and resource persons contract types)

(1) Under the Claims tab, click the Consultant’s Certification link.

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(2) The Claim Summary section gets information from the Remuneration and Per Diem, Progress Payments and Reimbursable Expenses screens.

(3) To attach supporting documents: (a) Click the Attachment icon of the item the document will support.

(b) In the Add Attachment screen, enter a Title and a Description (3b).

(c) To select the file, click Browse (3c). (d) Click Apply (3d) to save. (e) A confirmation message is displayed at the top of the screen saying that the document has been

added but not committed (submitted nor saved).

(f) Click Save.

3a

3b

3c

3d

3e

3f



To view the attachment, click the File icon beside the Attachment icon.

(4) The Unliquidated Advances section shows advances that have not been settled. Refer to the separate

guide for Advances for more details on creating and liquidating advances through CMS.

(5) Clicking the Verify button under the Verification section shows Error or Warning items for correction or justification.

Here are some of the Error and Warning items that may appear: Type Description Additional Notes

Error Claim period is outside contract commencement date and current date.

Claim can be saved as draft but cannot be submitted.

Error Claim period is within a suspension period. Claim can be saved as draft but cannot be submitted.

Error Claim is more than the open balance of the contract.

Claim can be saved as draft but cannot be submitted.

Warning Consultant claims per diem on travel day. Consultant shall be required to enter comments to justify the claim (e.g. travel day claimed is the day of arrival).

Error Remuneration claims made for the same day exceeds 1 day (across all contracts).

Claim cannot be submitted.

Error Previous claim exists on the per diem day being claimed.

Claim cannot be submitted.

Error Claim quantity for contract line item exceeds contract open quantity.

Claim can be saved as draft but cannot be submitted. The consultant shall be advised that claim cannot be submitted.

Error Claim amount for “Fixed Cost” items exceeds contract open amount.

Claim can be saved as draft but cannot be submitted. Consultant shall enter fixed cost amount to get paid. If consultant would like to inform ADB on actual cost, they can use the comment field.

No error or warning. Claim is submitted.

Claim amount for “At Cost” line item exceeds contract open amount but within the 10% tolerance and contract has sufficient contingency to cover the excess.

System allows claim to be submitted. Claim shall be charged to contingency during processing of claim.

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(6) Enter any additional comments or remarks under the Remarks section.

(7) Select either Yes or No for each item under the Consultant’s Certification section. A Comment is required if you select No for items 2 and 3.

(8) Click Save to save the page without submitting.

(9) Click Submit to save and send the claim for processing.

(10) A confirmation message is displayed at the top of the screen saying that the claim has been submitted and that any unliquidated advances shall be deducted from the claim.

(11) To go back to the Dashboard, click Claims link.

(12) The Dashboard and the other tabs are now visible. Click Dashboard.

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