skip to navigation skip to content skip to footer

Defence Estate Quality Management System (DEQMS) Davis Langdon Certification Services

 

 

Estate Upkeep - Product Delivery

Direct Reimbursments

All Defence owned plant registration and licence renewals are to be managed and administered by the EMOS Contractor, this includes any fee’s/charges, registration costs or licensing fee’s with all external parties. An example of this would be the payment of Local Council registration costs for Backflow Prevention Devices.

Defence will reimburse actual registration fees at cost. New registration requirements are to be confirmed with CA prior to payment.

Direct Reimbursement process

Activity 1 – Expense Incurred

Responsibility: EMOS Contractor

During Performance Base Maintenance or Scheduled Maintenance a Reimbursable Expense is identified by the EMOS Contractor.

Activity 2 – Reimbursement Claim

Responsibility: EMOS Contractor

If the Work Order is applicable for a Direct Reimbursement Claim the EMOS Contractor submits the claim to DEPU-CLAIMS

Activity 3 – Assessment of Reimbursable Claim

Responsibility: DEPU PD, Regional EFS

The DEPU PD team conduct an initial assessment of Direct Reimbursable Claim.   If further validation is required the DEPU PD team will request information advice from the Regional EFS team.

Activity 4 – Communication of outcome

Responsibility: DEPU PD,

When a decision has been derived at this is then communicated to the EMOS Contractor by the DEPU PD.  The DEPU PD records the decision in GEMS

Activity 5Rejection of the claim

Responsibility: EMOS Contractor

If the reimbursable claim has been rejected the EMOS contractor has the opportunity to resubmit the reimbursable claim one more time and only if additional justification can be produced that addresses the reason for the initial rejection using the submits the claim to DEPU-CLAIMS

Activity 6 – Approval of the claim

Responsibility: DEPU PD, EMOS Contractor

If the Reimbursable Claim is approved the EU PD produces an Anticipated Payment Claim Report that is sent to the EMOS contractor who then goes through the Payment Claim process

Direct Reimbursement of Special Forces Training Facilities Expenses

Direct Reimbursement processSpecial Forces Training Facilities

Activity 1 - Identification

Responsibility: EMOS Contractor

During Responsive Maintenance (SFTF) a Reimbursable Expense is identified by the EMOS Contractor.

Activity 2 – Reimbursement Claim

Responsibility: EMOS Contractor

If the Work Order is applicable for a Direct Reimbursement Claim the EMOS Contractor submits the claim to DEPU-CLAIMS

Activity 3 – Assessment of Reimbursable Claim

Responsibility: SFTF PD, Regional Service Delivery Support

The SFTF PD team conduct an initial assessment of Direct Reimbursable Claim.   If further validation is required the SFTF PD team will request information advice from the Regional Service Delivery Support  team.

Activity 4 – Communication of outcome

Responsibility: SFTF PD,

When a decision has been derived at this is then communicated to the EMOS Contractor by the SFTF PD.  The SFTF PD records the decision in GEMS

Activity 5Rejection of the claim

Responsibility: EMOS Contractor

If the reimbursable claim has been rejected the EMOS contractor has the opportunity to resubmit the reimbursable claim one more time and only if additional justification can be produced that addresses the reason for the initial rejection using the submits the claim to DEPU-CLAIMS

Activity 6 – Approval of the claim

Responsibility: SFTF PD, EMOS Contractor

If the Reimbursable Claim is approved the SFTF PD produces an Anticipated Payment Claim Report that is sent to the EMOS contractor who then goes through the Payment Claim process