Updating Commissions

To review/update a Commission:

1. Find the Contributor in the Commissioning Platform screen and click on View Commissions. Or Select Review commissions from the Editorial menu.

2. With the commission highlighted, check whether a payment instruction has been despatched to AP by looking under Status. If it has not been despatched to AP, then you will be able to update any details, including payment information.

3. If a payment instruction has been despatched to AP, then you will still be able to update the commission but all payment details will be disabled. If the payment needs to be amended, first contact AP to check if the payment has been processed their end.

4. If AP confirm that payment has been made and it is incorrect in any way, please liaise with AP and/or the contributor to determine the next course of action. This might involve a credit being put on the contributor's account if you have overpaid. If you have underpaid, click on Other payments to enter a fee supplement (do not enter another commission for this purpose).

5. Otherwise, contact rcs.administration@guardian.co.uk to cancel the payment in AP so that it can be corrected and resent.

Status

This section displays messages relating to the processing progress of the commission.

Commission fee processing:

If a commission has been paid, the total fee (including any VAT where applicable) and the date of payment will be shown; otherwise one of the following messages will be displayed:

-confirmation is queued for despatch

-confirmation sent

-confirmation not sent

-commission fulfilled

-queued for review (please see below)

-sent to AP on ... in Message

Reason(s) for delay(s):

Any commissions which have not been sent to AP will display one of the following messages:

-commission is unfulfilled. It was due on ...

-commission is overdue

-the contributor's contact details are incomplete

-AP do not have the payee's bank details

-the fee has not been agreed

-a query has been raised against this payment

-the cost code is incomplete

For each of the above messages, please make the necessary updates/changes or notify the contributor (if the issue is missing bank details) so that the payment instruction can be sent to AP. Note: AP will request this information automatically from the contributor at least 3 times once payment is due and the contributor is set up in Oracle AP.

-commissions for new contributors need approval

-fee needs approval as above editor's limit of ...

For the above messages, please refer to your Department Head or the Editorial Management Office.

- Commission needs approval by a RCS administrator

- Supplier may be duplicate

- Approval required for rights

- Assignment not yet returned

For the above messages, please contact rcs.administration@guardian.co.uk

-payment instructions are sent to AP 48 hours after the commission was last modified.

In the absence of any other message, the above message means the payment is ready to be despatched to AP. Contributor commission fees are despatched to AP 48 hours after the last modification was made to the commission. Note: It is possible to fast track payments from RCS to AP in special circumstances (contact rcs.administration@guardian.co.uk ) but AP only undertakes payment runs on Tuesdays.