Paid Duty Workflow

To assist you with using the Paid Duty application we have laid out the standard workflow for a request from start to finish. Variations may occur in some cases but this is the most common sequence of events.

  1. A member of the public creates a paid duty request. This will generate an email notification to the system administrator. Internal paid duty events that do not require invoicing are best created on the bidding portal.
  2. The administrator will login to the tool, locate the request, and either update it and accept it, or reject it. If a request is rejected the process ends and the applicant receives and email informing them of the rejection.
  3. The administrator will then create a contract and send it to the client for approval. If you require a client to pay upfront this approval request will also include a link to pay in full by credit card. In this case an invoice will be generated automatically. The administrator will receive email notification once the client approves the contract.
  4. On contract approval the administrator will send the request to the bidding portal. 
  5. Officer will submit bids to fulfill the staffing requirements. If necessary administrators can manually add officers to an event or remove them.
  6. On the event's bidding closing date officers will automatically be awarded paid duty events. These automatic awards are based on the policies of your organization. Administrators may manually award officers events if required. Awarded officers are notified by email.
  7. The officers carry out the paid duty.
  8. The system detects when the paid duty ends, based on the requested times and dates, and sends an email reminding the officer to complete their timesheet.
  9. The officer completes their timesheet. Officers that fail to complete a time sheet will receive additional email notifications. If the timesheet is not filled out within a certain time frame the paid duty administrator will receive a notification by email. This time frame is determined by your organization's policies.
  10. The administrator can now send an invoice and request for payment to the client. If payment was made upfront a completed invoice can also be sent as a receipt.
  11. If payment is made by credit card the system will record this automatically. Payment by cheque will need to be processed manually.
  12. All payment details will be recorded as part of the request details. The reports section will contain detailed transaction records. For detailed information on timesheets, payroll, and variance see the reports section in the bidding portal.