Representments

In order to catch representments, CMS will check the import alpha codes on application forms and if it detects that an alpha code has been submitted previously then it will show the Review Representment screen. Also if the agent indicates that the case is a representment through the digital submission process then CMS will show the Review Representment screen.

(This will not catch all instances of representments, e.g. if the error was on the application form and the agent has generated a new one but they do not select the representment option during the submission process. So even if you don't see the Review Representment screen, you should still check the title for previous rejections.)

If the Review Representment screen shows then either CMS has detected that the alpha code on the form has been submitted previously or an agent has identified the case as a representment.

• To avoid charging the agent twice, an LRS application will NOT be auto-created in this instance.
  • If there is an open LRS application that appears to match your case then DO NOT USE THIS APPLICATION FOR YOUR CASE as it will be part of a different CMS case.
    • Search CMS for that title/application number to check the status of that other case.
    • If another user has that other case taken on, then contact them before progressing with this case.
    • If you are unsure how to proceed then follow the referral process. 
      • Make sure you include the Case ID of the previous case in the referral note as the referral officers will not have access to this screen.
• The screen will show the details of the previously submitted case if it can access them and there will be 3 options to pick from: Funds Available, Funds Not Available and Not Applicable.
• If CMS has automatically detected the representment of a form then it will show the details of the previously submitted case on the screen, check that the details of the previous case are relevant to your case.
  • Sometimes CMS will show this screen after a form has failed to scan properly, in which case it will show a Case ID of "BF" plus numbers. 
    • If this happens, select Not Applicable and then continue to process the case as an ordinary INT type.
  • If the case appears to be a duplicate rather than a representment or does not appear to be related then follow the rejection referral process. 
    • Make sure you include the Case ID of the previous case in the referral note as the referral officers will not have access to this screen. 

    • If the referral officer advises that the case is to be rejected, select the Not Applicable option and then Submit.

      • This will show the message "Proceed with intake checks".

      • Select the Reject action from the Actions menu and begin the rejection process as per the advice from referral officer.

    • If the referral officer advises that the case is valid but is not related to the previous case then select Not Applicable and the continue to process the case as an ordinary INT type.

• If an agent has identified the case as a representment during the digital submission process then CMS won't be able to show the details of the previously rejected case.
  • Search CMS for the title number to check the status of any other cases.
  • Check that the details shown are relevant to your case.
• Check the Supporting Documents of your case to see if a rejection letter containing UIDs has been submitted.
  
  • If it has not been submitted, check the previous case to find the rejection letter.
• Check that the deeds have been corrected and are now valid. 

  • If they are still not valid then follow the rejection referral process. 

    • Make sure you include the Case ID of the previous case in the referral note as the referral officers will not have access to this screen.

    • If the referral officer advises that the case is to be rejected, select the Not Applicable option and then Submit.

      • This will show the message "Proceed with intake checks".

      • Select the Reject action from the Actions menu and begin the rejection process as per the advice from referral officer.

    • If the referral officer advises that the case is valid then continue to the next step and represent the UID in Efin (if it appears in the rejection letter).

  • If the deeds are now valid then follow the current eFin process for representing a UID.
    • If a new UID is created then click the Funds Available option in CMS and then Submit. 
      
      • This will show the message "The application should be processed as a manual representment". 
      • Keep a record of the new UID for when you create your LRS application.
    • If a new UID is not created then click the Funds Not Available option in CMS then Submit.
      • This will show the message "Create a new UID, then process this application as a manual representment". 
      • You will need to click Get UID to create a UID when you create your LRS application.
    • If the rejection letter did not include a UID, click the Not Applicable option and then Submit.
      • Click Get UID to create a UID when you create your LRS application.
• CMS will move onto the LBTT Check screen.
• Follow the process for manual INT type cases from here.