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 Using an out of date form or overtyping may cause an error and result in your claim being rejected.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.
Your claim and papers must be submitted via email as separate attachments as follows:
1. PL1 claim form (as an Excel file)
2. Legal Aid Order if your order pre-dates 15/08/2015
3. Prior Authority paperwork for any disbursements over £100
4. Invoices/receipts for any disbursements over £20
Top tip
Please ensure that you provide both pages of the Legal Aid Order including details of any offences to which it relates.
If the total attachments exceed 10MB then please send via separate emails, entering clear subject headings such as: POCAFT claim John Smith 1 of 2.
Documents submitted electronically will not be returned.
Completing the form
Claim details
Step 1
Enter your details as the instructed solicitor along with the case and defendant information.
Step 2
You must ‘sign’ the declaration by selecting yes. Unsigned claims will be rejected and returned.
Step 3
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 must include justification for any claim for use of a Grade A fee earner.
Litigator work claimed
Enter the details of the work claimed using the drop-down box.
Top tip
Time must be entered as a digital, for example: 1hour 18m = 1.3. Entering time in the wrong format may result in your claim being underpaid.
NOTE: A decimal time converter can be found at the final tab on the claim form.
If the form does not contain enough lines for your claim, please contact the Complex Cases Unit (CCU) and we will send you an appropriate form. For us to add additional lines please enclose your partially completed claim form with any request.
Routine correspondence
Enter the number of routine items of correspondence claimed. This should include
telephone calls made and received, emails and letters sent. Routine emails and letters received are not remunerated separately.
Disbursements
Disbursements for travel expenses must provide the destination of the journey and mileage total unless undertaken by public transport.
Any disbursement in excess of £20 must be accompanied by an invoice or receipt.
Any interim payments that you have already received must be recorded as paid as interim to avoid your claim being returned. Provide the total amount you were paid. You should choose Yes in column C and enter the full amount received in column E. Column G will automatically populate as No. 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.
Enhanced rates
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
If you are claiming enhanced rates you must specify the percentage of enhancement you are applying for and provide justification for your application.
Supporting information
A brief overview of the case should be provided in the relevant supporting information section.
Under the Regulations a determining officer may request information or documentation that will assist them in assessing the costs to be allowed. This includes requesting your attendance notes and correspondence file, even if your claim has been submitted under the fastrak scheme.
Top tip
If it is necessary to request additional information, it may delay the determination and payment of your claim.
Claim summary
The ‘summary of claim’ does not populate until you have entered all the claim details.
Top tip
If your claim summary does not populate correctly check that you have:
– entered the date of the Legal Aid Order
– completed the London rates field
– stated whether VAT applies to disbursements
Email your claim and accompanying documents to pocafastrak@justice.gov.uk.
On receipt, your claim will be allocated a unique reference number which should be quoted whenever you contact us.
We aim to determine all claims within 20 days of receipt.
Once your claim has been determined, unless your costs have been allowed in full, a copy of your PL1 will be sent to the email address provided on the claim form.
Requesting a review
You must request a review within 21 days of determination.
Email pocafastrak@justice.gov.uk quoting the unique reference number. This will be a number starting with a prefix letter M.
You must set out on which items you want re-determined including any information you wish the case worker to consider and attach any relevant attendance notes or copies of correspondence.
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 PL1 form
Use the drop-down list in column ‘Q’ to tell us which items you wish us to review.
You should provide detailed submissions on each item you wish us to review. This should be 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.
Next steps if you remain dissatisfied following a review
If you remain dissatisfied following a redetermination 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 pocafastrak@justice.gov.uk.