Guidelines for Suppliers

Waterford County Council

 Payment Policy to Suppliers

In March 2011, under the Government’s commitments to the National Recovery Plan 2011- 2014 and the EU/IMF Programme of Support for Ireland, the payment period in relation to valid invoices was reduced from 30 to 15 calendar days with effect from July 1^st, 2011.

Late payment interest will continue to be payable under the terms of the Prompt Payment of Accounts Act 1997 and Late Payment in Commercial Transactions Regulations 2002 for any payments made after 30 days from receipt of valid invoice.

In accordance with these requirements, the following is Waterford County Council’s Policy in relation to the payment of invoices to suppliers.

Commitment:

Waterford County Council is committed to:

• Paying Suppliers within a timeframe of 15 days. The 15 day period will commence from the day on which the Council’s Accounts Payable Section receives a valid invoice.
• Monitoring invoices received to ensure that payments are processed in a timely manner.
• Giving clear guidance to suppliers on their role in ensuring timely payment of invoices, and
• Dealing with invalid and disputed invoices in an efficient and timely manner in accordance with existing Policies.

 Tax Compliance:

Waterford County Council requires all suppliers to be tax compliant and furnish details in relation to same when requested.

Valid Invoice:

Payment will only be made on original valid invoices submitted to the Council’s Accounts Payable Section by a supplier at the following address:

Please note that this is the designated office for receipt of invoices and invoices must be submitted directly to this address. Invoices will not be deemed received by the Council until they have been received and recorded at this address.

A Valid Invoice must include the following:

• Supplier name, address and date.
• Unique Invoice Number.
• VAT number of the Company and net/gross VAT rates/value
• Correct Waterford County Council official Purchase Order Number. The Invoice should only relate to one Purchase Order, or part of. Invoices which quote multiple orders will be deemed invalid and returned.
• Details of work/services carried out/provided and goods delivered.
• Invoices which come within the scope of the Reverse VAT Rule (RCT) should quote the following declaration “VAT ON THIS SUPPLY TO BE ACCOUNTED FOR BY THE PRINCIPAL CONTRACTOR” and VAT should not be charged.
• Proof of delivery (where appropriate)

Payment will not be made on submission of Statements.

Invalid Invoices:

Should an Invoice fail to comply with the above requirements for a Valid Invoice, it will be deemed Invalid and will be returned to the supplier with a notification identifying the reason for return. Invoices which quote multiple orders will be deemed invalid and returned.

Disputed Invoices:

Where a purchasing department has a dispute or requires clarification from a supplier in relation to an invoice the supplier will be contacted. Payment will only be made when the issues have been resolved.

Payment Methods:

Waterford County Council’s preferred method of payment is by means of Electronic Funds Transfer (EFT). A notification of payment (Remittance Advice) will be sent to the supplier’s e-mail address provided. Where a supplier has not provided an e-mail address a Remittance Advice will not be posted except if requested by the supplier or if otherwise required.

In exceptional circumstances payments will be made by Paying Order (cheque) at the discretion of Waterford County Council. Where a payment is made by Paying Order, the Remittance Advice is attached.

Complaints:

If, as a supplier, you are not happy with the timeliness of the services received from the Accounts Payable Section of Waterford County Council you should contact us directly outlining your issues, in writing to Joanne Dunford, Senior Staff Officer, Accounts Payable Section, Waterford County Council, Civic Offices, Davitts Quay, Dungarvan,  Co. Waterford or by e-mail at (accountspayable@waterfordcoco.ie). All complaints will be dealt with in a timely and confidential manner.

Waterford County Council hopes that this Policy clarifies our commitments and position regarding payment to suppliers. Your co-operation and support is greatly appreciated.

Tom Gilligan,

Head of Finance, Waterford County Council.