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Public Prosecution Service of Canada
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Public Prosecution Service of Canada

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Part Twelve: iCase

Additional Requirements for Agent Firms registered with the iCase Application:

12.1 Criteria

Agent Firms will be required to use the iCase application (iCase) to enter timekeeping and disbursement information in order to electronically submit accounts to the PPSC, should their volume of work be in excess of 200 hours per annum.

Only the Agent Firms using iCase are subject to the additional requirements as set out in this section and as found in the iCase Agents’ Training Manual.

12.2 Hardware Requirements

Agent Firms will be provided with the minimum required hardware in order to efficiently utilize the iCase application. The Agent Firm is required to demonstrate that they have met these requirements before they will be granted access to the iCase application.

The hardware requirements are subject to change; complying with these modifications is the responsibility of the Agent Firms.

12.3 iCase Training

Agent Firms using iCase are required to attend a training session on iCase. Expenditures associated to training attendance are subject to the requirements as set out in section 4.6.

Upon completion of this training, the PPSC iCase Coordinator will be the point of contact for all administrative issues regarding the business and technical functioning of iCase.

12.4 Billing for Administrative Work in iCase

Agent Firms using iCase must designate one or more iCase Administrators.

Agent Firms using iCase are entitled to bill for work performed by Administrators in relation to creating and closing files in iCase; Agent Firms may bill 0.2 hrs for opening a file and 0.1 hrs for closing a file.

All work related to creating and closing files in iCase must be billed to a Controlled Drug and Substances Act (CDSA) file. Whereas drug files can either be billed to the specific file or to a CDSA general file, non-drug files work must be billed to the CDSA general file. Agent Firms using iCase who do not have a CDSA general file must create one and obtain a case number and billing number.

12.5 Storing specific information in iCase

Agent Firms using iCase are required to enter all time and file related disbursements for all matters handled on behalf of the Director. They are required to track the following information in iCase:

  • All accused must be entered in iCase as Participants to the file.
  • All charges must be entered against the files, at the completion of the matter all dispositions must be entered against the charges.
  • If the Agent Firm has been approved to perform work outside the scope of the Agreement (e.g. work outside jurisdiction; work on appeals, additional counsel, daily limit of more than 10 hours, authorization for disbursements, etc.) such approvals must be entered on the “Particulars” page of the file in iCase;
  • All files must have both complexity and risk evaluation completed. Risk and complexity must be periodically re-evaluated through the life of the file.
  • Files which attract significant national media attention must be flagged with the appropriate “Potential Client Impact” on the “Risk Evaluation” page in iCase, in accordance with section 8.2;
  • The fine information (Fine, Fine in Lieu, Fine Surcharge) on the “Monetary” page in iCase as an ordered fine;
  • If Prosecution Code Set items 34, 435, or 54 are used, the specific issue must be entered on the “Issues” page of the file;
  • Agents are required to add the Agent Firm’s vendor number to the case number for the transferred/waived file in iCase. A new billing number can be requested by submitting a FAR which includes the case number of the transferred/waived file.

12.6 Billing/ Billing Forms

Billing the PPSC for services rendered and recoverable expenses is done using two forms - the “Statement of Account” and “Details of Work Performed”.

12.6.1 Billing Drug Accounts

Agent Firms submit their accounts for drug related work electronically, therefore certification and endorsement is not required for these accounts. Agent Firms are not required to submit receipts for disbursements with the electronic account for drug files; however, the Agent Firm must be prepared to produce such receipts upon request.

12.6.2 Billing Non-Drug Accounts

In addition to submitting non-drug accounts electronically, the Agent Firm must provide a printed copy to the concerned agency for certification and endorsement. The Agent Affairs Unit – Accounting Operations will only process the account upon receipt of the certified copy, together with the original invoices and proof of payment for all disbursement over $25.

12.7 File for Timekeeping of under one hour

Agent Firms using iCase should open a file for routine docket court matters for use in recording time such as for multiple bail hearings, set dates, guilty pleas, and adjournment applications for low to moderate complexity cases. Where it is practicable to record routine docket court time of less than one hour to a specific file, counsel are encouraged to do so. If the work for a specific file is in excess of one hour, the docket court file cannot be used.

12.8 Closing Files

Agent Firms using iCase are required to electronically close the file in iCase upon completion of work related to the matter.

File closing includes the completion of outcomes on all charges entered on a file against all accused, the recording of monetary amounts (e.g. fine, fine surcharge) if applicable, and modification of the file status.

NOTE: The file must be reviewed to ensure that the information contained in iCase regarding the file is accurate and up-to-date.

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Date Modified:
2010-08-18