PP Sites: Update a Site's Pay Claim Details

Update a Site's Pay Claim Details

Process Overview

Placement Administrators and Placement Officers have access to update Site records as required.

If the Site record needs to be updated due to a recent or future change, insert a new effective dated row to update the Site record as at the date of the change. If the Site record needs to be corrected rather than updated (ie. incorrect information has been entered for the Site), the record should be corrected by a Placement Administrator using ‘Correction’ mode (refer to the ‘Correcting a Site’ process page).

UniSA Custodian

The UniSA Custodian is the ‘owner’ of the Site. Do not update a Site’s details prior to liaising with the Site’s UniSA Custodian.

Step by Step Instructions

Note: This process provides instructions on how to update the Pay Claim Details for a Site. Instructions on updating a Site’s Focus, Conditions, Orientation Information or basic details are available from the ‘Updating a Site’ process page.

Step 1: Locate the Site and record the Effective Date

Question 1: Do Pay Claim details need to be deleted from the Site?

Question 2: Are the current Pay Claim Details flagged as ‘Default Rate for All’?

Step 2: De-select the ‘Default Rate for All’ checkbox

Step 3: Delete the Pay Claim Details from the Site

Question 3: Do Pay Claim Details need to be added to the Site?

Question 4: Will all Contact Types receive the same rate of pay?

Step 4: Record the new Pay Claim Details as ‘Default Rate for All’

Step 5: Record the new Pay Claim Details for the required Contact Type(s)

Step 6: Save the updates to the Site record in Medici

Step 1: Locate the Site and record the Effective Date

Application: Medici

Navigation: Student Placements®Placement Providers®Sites

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Populate one or more of the following search fields:

Site ID: Type the relevant [Site ID].

Site Type: Type or select the relevant [Site Type].

Description: Type the relevant [Site description].

Organisation ID: Select the relevant [Organisation].

Select the Search button (or press Enter).

Result: The Sites: Site page is displayed.

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Warning: The UniSA Custodian is the ‘owner’ of the Site. Do not update a Site’s details prior to liaising with the Site’s UniSA Custodian.

Site Details

In the Site Details section, select the Add a New Row button ().

Effective Date: Type or select the [date from which the updates to the Site will apply].

Select the Site Additional Details tab.

Result: The Sites: Site Additional Details page is displayed.

<bQuestion 1: Do Pay Claim details need to be deleted from the Site?
Question	Yes	No
Do Pay Claim Details need to be deleted?	Go to question 2.	Go to question 3.
Explanation: If Pay Claim Details need to be deleted from the Site, the next step of the process differs depending on whether the current Pay Claims Details are flagged as ‘Default Rate for All’ (question 2). If Pay Claim details do not need to be deleted from the Site, the next step is to determine if existing Pay Claim details need to be added to the Site record (question 3).

Question 2: Are the current Pay Claim Details ‘Default Rate for All’?
Question	Yes	No
Are the current Pay Claim Details flagged as ‘Default Rate for All’?	Go to step 2.	Go to step 3.
Explanation: If the current Pay Claim Details are flagged as ‘Default Rate for All’, the ‘Default Rate for All’ checkbox must be de-selected so that a tick is not displayed (step 2). If the current Pay Claim Details are not flagged as ‘Default Rate for All’, the individual Pay Claim Detail record(s) can be deleted as required (step 3).

Step 2: De-select the ‘Default Rate for All’ checkbox

Application: Medici

Navigation: The Sites: Site Additional Details page will already be displayed as a result of step 1

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Site Pay Claims

Default Rate for All: De-select the Default Rate for All checkbox so that a tick is not displayed.

Result: The existing Pay Claim Details are deleted, and the Contact Type field, Add a New Row button, and Delete Row button are displayed in the Site Pay Claims section.

Go to question 3.

Step 3: Delete the Pay Claims details from the Site

Application: Medici

Navigation: The Sites: Site Additional Details page will already be displayed as a result of performing step 1

Site Pay Claims

In the Site Pay Claims section, select the Delete Row button () adjacent to the Pay Claim record to be deleted.

Result: A message is displayed requesting confirmation the selected row is to be deleted, and advises the deletion will occur when the transaction is saved.

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Select the OK button (or press Enter).

Result: The selected Pay Claim record is deleted.

Continue to repeat this step until all Pay Claim details that are no longer required have been deleted.

Question 3: Do Pay Claim details need to be added to the Site?
Question	Yes	No
Do Pay Claim details need to be added to the Site?	Go to question 4.	Go to step 6.
Explanation: If Pay Claim details need to be recorded for the Site, the next step is to determine if a default rate of pay will apply to all Contact Types at the Site (question 4). If Pay Claim details do not need to be recorded, the updates to the Site record can be saved (step 6).

Question 4: Will all Contact Types receive the same rate of pay?
Question	Yes	No
Will all Contact Types receive the same rate of pay?	Go to step 4.	Go to step 5.
Explanation: If all Contact Types will receive the same rate of pay, record the default rate of pay for all Contacts (step 4). If the Contact Types at the Site will receive a different rate of pay, record the different pay rates for the Contact Types (step 5).

Step 4: Record the Pay Claim details as ‘Default Rate for All’

Application: Medici

Navigation: The Sites: Site Additional Details page will already be displayed as a result of step 2 or step 3

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Site Pay Claims

Default Rate for All: Select the Default Rate for All checkbox so that a tick is displayed.

Payment Rate: Type the [default pay rate for all Contact Types].

Time Period: Select the appropriate value as follows:

- Day (if the daily pay rate has been entered in the Payment Rate field).

- Hours (if the hourly pay rate has been entered in the Payment Rate field).

Go to step 6.

Step 5: Record the Pay Claim details for the required Contact Type(s)

Application: Medici

Navigation: The Sites: Site Additional Details page will already be displayed as a result of step 2 or step 3

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Site Pay Claims

If there is an existing row of Pay Claim details attached to the Site:

In the Site Pay Claims section, select the Add a New Row button (). There is no need to insert a new row if there are no existing Pay Claim details for the Site.

Populate the new row in the Site Pay Claims section as follows:

Contact Type: Select the [Contact Type for the Pay Claim details being entered].

Payment Rate: Type the [default pay rate for the Contact Type].

Time Period: Select the appropriate value as follows:

- Day (if the daily pay rate has been entered in the Payment Rate field).

- Hours (if the hourly pay rate has been entered in the Payment Rate field).

Continue to repeat this step until all required Pay Claim details have been recorded.

Step 6: Save the updates to the Site

Application: Medici

Navigation: The Sites: Site Additional Details page will already be displayed as a result of performing step 2, 3, 4 or 5

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If further Site details need to be updated from the same effective date (eg. Pay Details, name, phone, email, etc), update these details prior to saving the record.

Refer to the relevant process instructions on the ‘Updating a Site’ process page if required.

Once all required updates to the Site have been completed, select the Save button.

Result: The updated information will apply to the Site as of the entered effective date.