The Task Code Phase Limit (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.
Here, we will take you through the steps of creating and using a TCPL arrangement.
Setup / Configuration Notes
NOTE: An Onit implementation specialist will need to enable these options in BillingPoint and Onit before use.
There are two ways to use a TCPL arrangement. First, the Task Code Phase Limits can be entered by the vendor and then reviewed, edited, and approved or rejected by the client.
Second, the client can also enter limits directly without vendor input. This is controlled via the Client Entered TCPL Values setting within the ELM Configuration application. Well go over both of these options within the Guide. Click here to view the Client Entered TCPL Values section.
1. Log into Onit ELM and navigate into the Task Code Phase Limit application.
2. The Task Code Phase Limit screen will show the existing TCPL project. Click into it to set up the templates and phases.
NOTE: You can use the menu at the top right of the screen to filter the view and select fields to customize your TCPL application display.
3. The TCPL screen will open to the Task Code Phase Templates tab. There, youll get a snapshot of the existing TCPL templates, displaying Name, Matter Count, and other details. Click on Add New Template to start a new template.
4. The New Phase Template screen will appear. Give the Template a name (this is required) and select a Phase from the drop-down menu. Standard task codes associated with the selected phase will be automatically added under the phase. Custom phase and task codes are also supported.
5. Note that you can remove the standard task codes from phases by clicking the X next to them. To add codes to the phase, drag them over from the left-hand screen.
6. You can use the Add Phase button to add additional phases to the template.
7. When you're done, click on Save Template to save the new template.
8. To make changes to an existing template, click on Edit next to the template.
9. To Archive a template, click on the left-hand box next to the desired template and then on the "Archive" button on the top left. If a template is archived it will no longer be available to be used on new matters (but archiving will have no impact on open matters utilizing the template).
10. Click on the Task Code Phases tab to create or edit custom phase codes.
11. Fill in the Code and Description and click on Create Phase Code to add in the new phase code.
12. The new Custom Code will appear in the Custom Codes section below. Click Edit to modify the description for any custom codes.
NOTE: Both standard UTBMS and custom phase and task codes are supported.
13. You can select TCPL during the VATM (Vendor Assignment to Matter) process. Select Task Code Phase Limits from the Fee Arrangement drop-down menu on the VATM screen.
14. Select the TCPL template you want to use from the drop-down menu (this is required).
15. If you'd like to start the TCPL agreement immediately, check the Enforce Immediately button.
If not, uncheck the button and select when you'd like to begin enforcement in the two option boxes below. You can choose to Enforce After Date and Enforce After Amount.
NOTE: You can fill in both fields; the system will then enforce TCPL based on which occurs first.
16. Fill out the rest of the options and click on Save and Create Budget to create the fee arrangement and move on to the Budget details or click Save to create the VATM if no VATM level budget is needed.
17. Once the matter is created, you can go into the Billing Authorizations tab to modify or add phases and tasks. Click Save to save the changes.
NOTE: Its recommended to make changes as early as possible since the vendor will have immediate access to submit their limits.
18. Once the Billing Authorization goes through to the vendor, they will see it in their BillingPoint Billing Authorizations screen. The vendor can then submit their limits via BillingPoint.
NOTE: You can also choose not to enforce TCPL immediately, the vendor can begin to bill and will then blocked from further submissions once the threshold requirement is met; once the TCPL is approved billing can resume.
19. You'll see the submitted form in your Billing Authorization tab. You can review, adjust, and Approve or Reject the limit values to ensure they align with expectations for the matter.
20. After vendors send in their invoices, the Billing Authorization page will provide you with a quick snapshot of the invoice amount compared to the limits set by clicking on Task Code Phase Limit.
You 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.
You can see more details by clicking into the different Invoices underneath the Billing Authorization.
Click into the Invoice tab to see details and the different line items.
This invoice, for example, automatically adjusts the invoices fees down to the limits.
Users will also be able to see more information on the Adjustments tab.
Users can also click into the Task Code Phase Limits tab on the Matter part of the invoice to get a further breakdown by phase and task.
Note: This view of the limits on the invoice is a point-in-time look, based on the values when the invoice was submitted.
NOTE: Disputed invoices are excluded from calculations.
You 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.
NOTE: Again, an Onit implementation specialist will need to enable these options in BillingPoint and Onit before use.
When this setting is enabled, vendor notifications and the vendor's ability to enter values on the Billing Authorization will be disabled. After setting up the matter and VATM in the same manner described above, you will be able to enter limits directly into the system from the Billing Authorization tab. Click Save when you're done.
Click on Approve BAR (TCPL) on the right-hand side menu to allow the vendor to begin billing.
