Contractor Management
Health & Safety

Procurement - Accounts Payable
Invoice requirements
To assist with the process, we have listed the elements that your invoice needs to include:
- Your Purchase Order (PO) number (issued by the Council officer responsible for the purchase)
- Your Council contact (the name of the issuer of the PO number or Contract number)
- Your company’s legal name
- Your company’s GST number
- Your company’s invoice number for the service/supply of goods
- A description of the goods or service being supplied
- The date of delivery of the service or goods
- The NZ dollar amount to be paid plus GST (if any)
- Your company’s bank account details
Invoices & Credit Notes can be sent to Council in the following ways:
Email (as a PDF attachment):
Post:
Hauraki District Council (Accounts Payable)
PO Box 17
Paeroa
3640
Payments
Payments are made on the 20th of the month following the lodgement of the invoice (providing that all required information is included).
If payment to you has not been made, please phone Council and ask for the accounts payable team. Please do not re-send your invoice until after you have spoken with an accounts payable team member.
How to update your contact or vendor details
If any of your details have changed, please email: info@hauraki-dc.govt.nz. If you have a change in bank account number please send Hauraki District Council District a bank verified account name and number.
Supplier Code of Conduct
The following questions and answers are intended to assist suppliers in understanding why Hauraki District Council are implementing the code.
What’s the purpose of the Code?
This Code outlines Council’s expectations of the suppliers we engage. Council expects its suppliers to meet or exceed the minimum standards set out in this Code and to comply with all applicable laws and regulations when doing business with us.
Why develop this Code?
Council is committed to sustainable, transparent and inclusive procurement and we expect the same high standards of our suppliers. This Code states the behaviours and standards that are expected of suppliers to Hauraki District Council. Suppliers are often an extension of Council’s business, with their employees interacting with the public on our behalf.
How will this Code be implemented?
We are asking all of our existing suppliers to commit to the Code, and we will be requiring all new suppliers to commit to the Code. The Code will also be included in our tender documentation.
What will happen if a supplier does not meet the expectations of the Code? How will this be enforced?
Our Purchase Order terms and conditions require our suppliers to meet all legislative requirements, as do our contracts. A failure to meet these requirements may include grounds for termination. If there is evidence a supplier has offended against the Code they may be excluded from further opportunities in dealing with Council. We may be checking on compliance as part of any contract reviews.
Will this generate any additional costs for suppliers?
This Code reflects what should sensibly already be in place. Conforming to this Code by applying ethical, sustainable and socially responsible business practices will strengthen the integrity of suppliers’ businesses. Businesses that don’t have ethical, sustainable and socially responsible business practices may well incur costs in meeting the minimum standards set out in this Code.
What are ethical standards?
In order to do business with Council we expect suppliers to conduct their business and affairs in accordance with the highest ethical standards, including meeting industry standards and codes, not misleading or deceiving, acting fairly and honestly and treating people with respect.
What do you mean by being transparent about their practices?
There are a range of ways suppliers can be transparent about their ethical policies and practices. These could include publishing their workplace policies online, promoting them or providing them when requested.
Why are suppliers asked to ‘monitor and address’ human rights within their supply chain?
We expect suppliers to adhere to human rights standards within their domestic supply chain, such as eliminating modern slavery. This Code sets an expectation that suppliers monitor human rights and take reasonable steps to address any breaches that come to their attention. We want to strike a balance between setting expectations on suppliers and not creating a Code that is overly burdensome for businesses in New Zealand
Tenders
Applying for tender
The process for submitting tenders is outlined in each contract tender document.
If you are a business considering applying for a Council tender, view the ‘Information for Suppliers’ guide for helpful information and advice.
Register for GETS here. You will need a RealMe account.
As a registered supplier you can:
- Receive email notification of any new tenders we publish
- Download and view the documentation
- Participate in tender forums to seek clarifications or to ask questions
If you need help with GETS, you can contact their helpdesk here:
- Free Phone (NZ): 0508 GETS HELP (0508 438 743).
- International: +64 4 901 3188.
- Email: info@gets.govt.nz
Once a Hauraki District Council tender has been published on GETS, all communications, including tender addendums and any tender forum questions and answers will be issued by the relevant council contact via GETS and will arrive at the tenderer's email address from the GETS address: noreply@gets.govt.nz. Make sure you understand the timeframes and submit your tender bid before the closing date and time.
The process for responding to our tenders will be outlined in our tender documentation.
For more information or advice: info@hauraki-dc.govt.nz