The Task Code Phase Limit (TCPL) Fee Arrangement is now available. The TCPL application is an Alternative Fee Arrangement (AFA) that provides an easy way for clients/vendors to set fee limits on specific tasks or project phases to ensure that the work is being completed as expected.
Settings
Task Code Phase Limits can be entered by the vendor and then reviewed, edited, and approved or rejected by the client.
The client can also opt to enter limits directly without vendor input. This is controlled via a setting, Client Entered TCPL Values, within the ELM Configuration application. When this setting is enabled, vendor notifications and the vendor's ability to enter values on the Billing Authorization will be disabled.
Template Creation
Clients will create Task Code Phase Limit templates for repeatable use, allowing for consistent data collection for similar types of work. Templates will be managed via the Task Code Phase Limit application.
Each template will have defined phases and tasks grouped under each phase; tasks associated with a selected phase are automatically populated within that phase (but can be removed), streamlining the process of defining the template's structure. Customization of the templates at the vendor/matter level is also supported.
Both standard UTBMS and custom phase and task codes are supported.
Assigning a Vendor + Template Selection
When assigning a vendor to a matter, the option for Task Code Phase Limits will appear as a fee arrangement. Once the Task Code Phase Limits fee arrangement is selected, the client will be able to select one of the previously created templates.
Once the Vendor Assignment form is submitted, the Billing Authorization will appear within the VATM record. The client can then adjust the selected template as needed by adding/removing phases/tasks.
NOTE: The client can also choose to not enforce the limits until after a certain spend amount or date is hit. The vendor starts billing and is then blocked from further submissions once they have billed a certain amount OR after a certain amount of time until the TCPL is submitted or approved.
Limit Entry
For vendor-entered limits, the vendor will receive an email notification and will enter the limit amounts for each of the task codes present on the template selected via the Billing Authorization.
After the vendor has entered the values and submitted, the client will have the ability to review, adjust, and approve or reject the limit values to make sure they align with expectations for the matter.
The vendor will receive a notification when limits are approved or rejected.
Vendors can also download multiple matter templates into a spreadsheet, which they can complete and re-upload to submit their limits in bulk.
If the limit needs to be adjusted, the vendor can Request a Change on the Billing Authorization and request revised limits be reviewed/approved by the client. For initial limit submissions or requested changes, the client will receive a notification alerting them to the limits pending their review and approval.
For client-entered limits, once the vendor is assigned the client will enter limit amounts for each of the task codes present on the template via the Billing Authorization on the VATM record and then approve the Billing Authorization to make it available for the vendor to invoice.
Invoicing / Limit Tracking
Once limits are approved, invoices which come in will be compared to the limits set; clients can choose to have line items automatically adjusted, invoices rejected, or to apply a warning for the reviewer of the need to review and modify the values. As each invoice comes in, clients reviewers will be able to see the limits set for the matter and how they are progressing against them directly within the invoice.
The vendor can see where they are against the limits set, including showing the remaining amounts to hit the limit via the Billing Authorization.
