Group collection runs

A group collection run belongs to an application and an organization. The Collector prepares its amount, collector identity and submission details, then sends a revision for review. The run’s status distinguishes a draft from a submitted, approved, rejected or completed run. Completion is a separate outcome from approval: the provider’s authority and supporting evidence decide whether the run has actually completed.

The Independent Credit Approver checks the frozen run revision against the application and evidence. A review decision is recorded on the parent application with the relevant revision. The decision needs a reason, reviewer and time, so a later dispute can be investigated. A collection total by itself is not evidence that money moved. Keep the provider application identity and verified event with the run’s progression.

• Preparation. Collector records the proposed collected amount and the parent application.
• Independent decision. The reviewer checks evidence and records an approve or reject decision for the submitted revision.
• Completion. Staff compare the provider authority and recorded effect before considering the run complete.

Agree which organization may submit a run for a given application, who may act as Collector and which reviewer has independent authority. Define what supports the collected amount and how a correction changes the revision. The team should know whether a revised run needs a new decision and how to retain the rejected one. Decide how a provider application identity is obtained, checked and attached to the run.

The run has both submission and decision dates. Agree which team supplies each date and how late provider evidence is handled. A run may be approved while provider completion is still outstanding. Keep that position visible to operations rather than treating approval as proof of a completed collection. The Auditor needs a route from the run to the parent application, decision and evidence.

A Collector prepares a run against an existing application. The reported collected amount is changed before review, so the Collector updates the revision and supporting evidence. The Independent Credit Approver reviews that revision and records a reasoned decision. When the provider later issues an authority, the Credit Officer checks the identity and evidence before treating the run as completed. If the provider outcome differs, the run remains in its reviewable position while staff investigate; the original submitted amount and decision remain traceable.

• Submitted Collection Runs — Runs awaiting an independent review, with collector, amount and parent application visible.
• Collection Run Board — Draft, submitted, approved, rejected and completed work grouped by status.

Follow collection run review and evidence reconciliation.