Exceptions

Question 1

It is one week prior to a virtual program, and there are zero licensed RSVPs. Do you route an exception?

Answer 1

Yes

Question 2

A program was submitted 8 days prior to the anticipated start date. Is there an exception?

Answer 2

Yes

Question 3

It is 11 days post-program and a speaker has not submitted their content verification. Do you route an exception?

Answer 3

Yes - but only after you reach out directly to the speaker

Question 4

Is a Speaker FFS a rep driven or S Phase driven exception?

Answer 4

S Phase

Question 5

Is a Lack of RSVPs a rep driven or S Phase driven exception?

Answer 5

Rep

Question 6

Is a Miscellaneous exception a rep driven or S Phase driven exception?

Answer 6

S Phase

Question 7

Is a Program within 2 Weeks exception a rep driven or S Phase driven exception?

Answer 7

Rep - at program submission

Question 8

Is a Speaker Travel exception a rep driven or S Phase driven exception?

Answer 8

S Phase

Question 9

Is a Receipt/Reporting Discrepancy exception a rep driven or S Phase driven exception?

Answer 9

Rep

Question 10

Is a Changes to a Scheduled Program exception a rep driven or S Phase driven exception?

Answer 10

Rep

Question 11

Is a Speaker Utilization exception a rep drive or S Phase driven exception?

Answer 11

Rep

Question 12

Is a Venue Location exception a rep drive or S Phase driven exception?

Answer 12

Rep

Question 13

Is a Private Dining Room exception a rep drive or S Phase driven exception?

Answer 13

Rep

Question 14

Is a Repeat Attendance exception a rep drive or S Phase driven exception?

Answer 14

Rep

Question 15

Is an Attendee Type exception a rep drive or S Phase driven exception?

Answer 15

Rep

Question 16

Is a Speaker Expense Reimbursement exception a rep drive or S Phase driven exception?

Answer 16

S Phase

Question 17

Is a Meal Cost exception a rep drive or S Phase driven exception?

Answer 17

S Phase

Question 18

The venue has live music during the week, but the private dining manager has advised the band will pause during the presentation. Do you route an exception?

Answer 18

Yes

Question 19

The venue is located directly on the beach. Do you route an exception?

Answer 19

Yes, but only if the rep is adamant. We must have vetted at least 3 other venues and have provided good reason to host at this venue.

Question 20

The PDR could only hold a maximum of ten people, crowded around one large table, and had a $1,000 F/B minimum. The new larger room, The Wine Room, can accommodate social distancing recommendations for ten people, and has a F/B minimum of $1,800. We will incur approximately $1,000 in unmet minimum/room rental fees. Do you route an exception?

Answer 20

Yes - this is a business exception, not a compliance exception

Question 21

The Private Dining Room is completely private but the door to the room has glass paneling that cannot be covered. The screen is not visible from the door. All other windows have shades that can be pulled down. Reached out the three other venues. Do you route an exception?

Answer 21

Yes

Question 22

The room is completely private with a thick curtain covering the entrance to the room. There is a ramp leading up to the private dining room which is located a level above the main dining space. Do you route an exception?

Answer 22

Yes

Question 23

Surly Brewing Company for her program in Minneapolis, MN, the Scheid Hall room is fully private and pictures of all four walls have been attached. Two walls in the room are glass however, there are curtains hung to cover the windows. The private room is on the second floor of the venue and is secluded from outside guests. Do you route an exception?

Answer 23

Yes

Question 24

The receipt shows 14 meals were served and the venue confirms. However, the rep is adamant that 13 total people were in attendance. Do you route an exception?

Answer 24

Yes

Question 25

You routed a Lack of RSVP exception one week prior to the program to request an extension. The extension deadline is today and you only have 2 licensed RSVPs. Do you cancel or route an exception?

Answer 25

If the rep feels the two attendees are high value, route an exception. We do not cancel a program without direction from the client.

Question 26

The speaker unexpectedly cancelled their participation. You were able to recruit a new speaker, but the invitation needs to be updated to reflect the change. The rep has confirmed that recruitment has begun, but you do not have any registrations. Do you route an exception?

Answer 26

Yes - since recruitment begun, you would route an exception

Question 27

After you Scheduled a program, the rep asked for a new venue to be contracted. You were able to source and contract a new venue. The rep advised they did not begin recruitment. Do you route an exception?

Answer 27

No - since recruitment did not occur, you do not need to route an exception. You will check "Venue Sourcing" to collect an additional fee for the extra work

Question 28

A speaker is traveling to Phoenix for a program and would like to extend his trip. The airfare for the program schedule is $237.96 and his desired itinerary cost is $217.96. Do you route an exception?

Answer 28

Yes

Question 29

A speaker is traveling to Indianapolis for a program and instead of traveling home post-program, they need to go to another meeting in San Antonio. The airfare for the program schedule is $250 and her desired itinerary cost is $435. Do you route an exception?

Answer 29

No - Incyte is only responsible to provide travel pertaining directly to the program. We can route (no guarantee for approval) if the cost is comparable. However, the difference is too large in this instance. The speaker will need to book any non-program related travel legs.

Question 30

What is a Speaker Utilization exception?

Answer 30

Submitted for any of the “Top 31/33 Speakers” list between 40-60% for a non-GPO program. Also, used for all speakers over 60% of yearly cap.

Question 31

What is a Venue Location exception?

Answer 31

Submitted for venues that are not pre-approved or that do not meet current venue specifications.

Question 32

What is a Private Dining Room exception?

Answer 32

Submitted for private dining rooms that do not meet current venue specifications. Examples - windows in room, outdoor space (COVID), high F&B min due to social spacing

Question 33

What is a Meal Cost exception?

Answer 33

Submitted prior to contracting a venue if we are at risk of going over budget, or there are no other meal options available under budget.

Question 34

What is a Receipt / Report Discrepancy exception?

Answer 34

Submitted post-program for incorrect charges, missing signatures, more meals on receipt than sign-in sheet (SIS), more people on receipt than SIS, more people on SIS than meals on receipt or over-budget meal cost.

Question 35

What is a Repeat Attendance exception?

Answer 35

Submitted prior to the program if an attendee registers for a 3rd program of the same topic.

Question 36

What is an Attendee Type exception?

Answer 36

Submitted prior to the program (if they register) for students, retired, or non ONC-HEM field HCP.

Question 37

What is a Program Approval Within 2 Weeks exception?

Answer 37

Quick-turnaround (less than 14 days).

Question 38

When is a Program Approval Within 2 Weeks exception routed?

Answer 38

This is routed upon submission - we cannot begin work until all approvals are received.

Question 39

What is a Change to Scheduled Program exception?

Answer 39

Submitted prior to the program AND after invites have been disseminated to target audience for any changes to the program (such as date, time, title, speaker, etc.).

Question 40

What is a Lack of RSVP exception?

Answer 40

Submitted prior to the program if the rep is unable to provide the required four licensed RSVPs at five business days prior to the program.

Question 41

What is a Fee for Service exception?

Answer 41

Submitted prior to a program’s occurrence for unintentional program series; post program for any program switched from live to virtual at no fault of the speaker; if 10 business days after program occurred the speaker has not submitted expenses/slide deck verification.

Question 42

What is an Expense Reimbursement exception?

Answer 42

Submitted post program for any expense that is outside reimbursement policy.

Question 43

What is a Speaker Travel: Airfare exception?

Answer 43

Submitted prior to the program for any airfare that is outside travel guidelines(currently $1,000).

Question 44

What is a Speaker Travel: Ground exception?

Answer 44

Submitted prior to the program for any ground travel requests. There must be a strong, valid reason as to why ground is submitted.

Question 45

What is a Speaker Travel: Hotel exception?

Answer 45

Submitted prior to the program for any hotel that is outside travel policy (currently $300).

Question 46

What is a Miscellaneous exception?

Answer 46

Any exception that does not fall under the existing categories.