PRaP Error Notification Form – Work Programme

PROVIDER GUIDANCE

1.	What is the purpose of the form?
2.	When should it be used?
3.	How should the form be completed?
4.	Where does the form need to be sent to?
5.	Who should complete the form?
6.	Further detail

1.	What is the purpose of the form?

This form is used to notify your appropriate Provider Payment Validation Team (PPVT) of any Job Outcomes that have either been claimed and are on hold, or have been claimed and paid, where additional information has come to light that invalidates the Job Outcome that needs to be notified to PPVT as an error. 

PPVT will arrange for the removal of the Job Outcome in PRaP where it is on hold, or for the removal from PRaP and the recovery of funding where the Job Outcome has previously been paid.

This form is also used to notify your appropriate Provider Payment Validation Team (PPVT) of any sustainment payments that have been claimed and paid, that need similar action as described above.

IMPORTANT: Where sustainment payments are claimed and fail the automated off benefit check, these will be placed on-hold, and PPVT will not take any action with these.
 
Providers have 26 shipment lines (purchase order lines) for claiming sustainment payments, and once these have all been used for a customer, Providers will be responsible for notifying the PRaP Operational Support Team (POST) that they require these shipment lines to be made available for making further claims for sustainment payments.

This process will need to be completed on Form PRAP17 and sent to the following mailbox PRAP.SUPPORT@DWP.GSI.GOV.UK  

If Providers send requests for the sustainment payments that have been placed on hold to PPVT mailboxes, these will not be actioned as it is a POST responsibility.

2.	When should it be used?

The PPVT 1 form should be used as soon as you become aware that information that has become available to you invalidates either a Job Outcome or a Sustainment Payment.

It is suggested that errors are sent frequently to the PPVT mailboxes, at least on a weekly basis. 

Please be aware that prompt action to remove erroneous outcomes will be to your advantage as these will not be included in the Post Payment sample, and therefore will be removed from any potential extrapolation.

3.	How should the form be completed?

The form should be completed electronically in MS Word, Arial 12 font size. The Provider will need to enter the name of their organisation and who is notifying these errors at the top of the form.

The following fields need to be populated:

•	Purchase Order (PO) Number
•	The shipment line number
•	The ERS Number 
•	The reason that you are requesting the claim be removed/recovered – Please give as much detail as is necessary, and not just that it is invalid

It is the intention that where providers have contracts in different CPA’s, they can put information on one form for all of their contracts, as this can be distinguished by the ERS Number.

Providers should not add lines to the form, but use another sheet where space does not allow.

Any forms not fully completed will be returned to Providers for correction.

4.	Where does the form need to be sent to?

Once fully completed, the PPVT1 form will need to be emailed to the Provider Payment Validation Team (PPVT Sheffield). The email will be taken as authority to process the request and the date will be taken from this email and logged.

From 13th October 2014, Providers will need to send all completed PPVT1s to:

PPVT1.REQUESTS@DWP.GSI.GOV.UK 

PPVT will action your requests in line with current guidance.

5.	Who should complete the form?

The form does not have to be completed by a PRaP user, but should be completed by an official within the Provider organisation that has access to information to support the error notification request.

6.	Further detail

For information, the shipment lines set up in PRaP relate to different payment types. The following sets out the different types:

Line 1 Start date – Attachment fee
Line 2 End date – Attachment
Line 3 Job Outcome Payment
Line 4 – 29 Sustainment Payments

When requesting the Job Outcome is reversed/recovered, then it is not possible for sustainment outcome payments to remain in PRaP, as to satisfy the outcome definition, there has to have been a job outcome in the first place. Providers will need to make sure that all sustainment outcome payments are requested to be removed if this is the case.

Sustainment outcome payments that are paid will need to be included on the PPVT1 form: Sustainment outcome payments that are on hold will need to be included on the PRaP17 form.