Use the PL2 form for profit cost claims in excess of £2000.
Download the most up to date version from GOV.UK:
www.gov.uk/government/publications/poca-forms-for-solicitors-and-advocates
Top tip
Download a fresh form for each claim. Using an out of date form or overtyping may cause an error and result in your claim being rejected.
Once downloaded, we recommend you name the file using the format:
Defendant’s name followed by the case number.
You should not remove lines of information.
If you have entered work in the wrong order, we can rectify this upon receipt.
If you enter a row in error highlight the relevant cells and use the ‘clear contents’
function.
If you are copying and pasting into the form, use the ‘paste values’ function.
This ensures that any values entered do not affect anything in the background of the forms.
You must submit your claim, together with any receipts, invoices, or prior authority
paperwork. You must also submit the Legal Aid Order if it was dated before 15 August 2015. Email these to poca@justice.gov.uk.
Completing the form
Claim details
Step 1
Use the drop-down list to tell us how you are submitting attendance notes.
You should email your claim and papers as separate attachments, as follows:
1. PL2 claim form in Excel format
2. Legal Aid Order
3. Invoices/receipts/prior authority (where appropriate)
4. Case file including attendance notes (if you choose the email option)
If the total attachments exceed 10MB then please send via separate emails, entering clear subject headings such as: PL2 claim John Smith 1 of 2.
Before sending supporting documents by post or Secure File Exchange please submit your claim (PL2) via email and await further instructions.
Please note that documents submitted electronically will not be returned. If a paper file is submitted it will be returned within 14 days of the determination.
Step 2
Enter your details as the instructed solicitor along with the case and defendant information. Select whether you are claiming London rates.
Step 3
Move on to the essential supporting documents section.
Use the drop-down to confirm whether each item has been provided. You must state the reason if not providing an item.
Step 4
Complete the declaration by selecting ‘Yes’ from the drop-down. We will reject unsigned claims.
Step 5
Complete the ‘Fee earners’ information including the full name, initials and grade of fee earner using the drop-down list.
Top tip
If you are claiming a grade of fee earner based on previous experience you should provide supporting information. You should include justification for any claim for use of a Grade A fee earner. Failure to do so may result in a lower payment.
Step 6
Complete the ‘Relevant supporting information’ box with details of the case and any relevant supporting information.
Top tip
Include any information that may not be apparent from the case papers and which you wish us to consider.
Step 7
If claiming more than the prescribed rate specify the percentage of enhancement. You should also provide supporting evidence or information. This may be in an accompanying note for taxation or in the box provided.
The prescribed rate may be exceeded in cases where one or more of the following apply:
• the work was done with exceptional competence, skill or expertise
• the work was done with exceptional dispatch
• the case involved exceptional circumstances or complexity
Top tip
If you are claiming enhanced rates and do not provide information in support your claim will be allowed at the prescribed rate only.
Litigator Claim
Enter the details of the work claimed and fee earner using the drop-downs. Provide any additional clarification of the preparation work in the supporting information box (see step 6 above).
Enter time in a decimal format, for example: 1 hour 18 minutes = 1.3. Using the wrong format may result in your claim being underpaid.
Disbursements
Claim disbursements for travel expenses that attract VAT as part of travel in “Work
claimed”.
You must provide an invoice or receipt for any disbursement in excess of £20 unless it applies to mileage only.
Claim travel items not attracting VAT under the disbursements tab.
Other disbursements
Claim all other disbursements on the disbursements tab. For any items whereby, you have received an interim payment already, you should choose Yes in column C and enter the full amount received in column F. Column G should state No (this will happen automatically). This will then ensure any pre-paid amounts are deducted from the total cost of your claim.
If you have received an interim payment already but need to claim any travel expenses not previously paid enter these on a separate row. You should state that they were not paid as an interim and claim as a normal travel expense.
Routine correspondence and telephone calls
Enter routine items on the claim details tab. This should include telephone calls made and received, and emails and letters sent. Routine emails and letters received are not remunerated separately.
Please note that the ‘summary of claim’ does not populate until you have entered all of the claim details.
Top tip
If your claim summary does not populate correctly check that you have:
– downloaded a fresh form
– entered all the mandatory information (marked *)
– completed the London rates field
– entered an Original Legal Aid order date
– stated whether VAT applies to disbursements
Email your claim to: poca@justice.gov.uk.
On receipt, we will allocate your claim a unique reference number. You should quote this whenever you contact us.
We aim to determine all claims within 20 days of receipt.
If we do not allow your claim in full, we will email a copy of your PL2 with our
determination. Details of the determination will be on the claim details page and/or under work claimed and disbursements.
Requesting a review
You must request a review within 21 days of determination.
Email poca@justice.gov.uk quoting the unique reference number. This will be a number starting with a prefix letter M.
You may use your original claim form (see instructions below) or set out your request in the email.
You must tell us which items you wish us to review. Include any additional information, attendance notes or correspondence for consideration.
Requesting a review using the PL2 form
Use the drop-down list in column ‘V’ to tell us which items you wish us to review and provide comments in support.
You should provide detailed submissions on each item you wish us to review in your accompanying letter or email or on the claim form.
Once we have reviewed your claim, we will return a copy detailing any additional amount to be paid. We will set out the reasons behind any decision by letter or email or if an additional payment is made via the payment notification.
We aim to deal with requests for review within 20 working days of receipt.
If you remain dissatisfied with the determination you may request formal written reasons within 21 days of receipt of the notification of the redetermination.
A request for written reasons must be sent via email to poca@justice.gov.uk.
Next steps if you remain dissatisfied following a review
If you remain dissatisfied following a review you can request written reasons. You must do this within 21 days of receipt of the notification of the redetermination.
Email requests for written reasons to poca@justice.gov.uk.