Overview: On this page, you'll find information about completing and submitting invoices and timesheets. It explains how to claim for travel expenses and follow up on payments. Templates are provided if you need.
On this page:
If you’re an interpreter for our Ministry, you'll need to complete and submit an invoice and timesheet after a hearing.
The information on this page also applies to interpreters for the Immigration & Protection Tribunal.
You should include the following details on your timesheet:
The timesheet must be signed by you and by a court staff member who can verify the details.
You must attach a completed and signed timesheet to your invoice. An incomplete or unsigned timesheet will result in delays in payment being made.
Every invoice will need to include the case file number, and the reference number M20326.
We have templates available that you can use. The template you should use will depend on whether you’re GST registered or not, and how often you invoice the Ministry.
You can change the templates to suit your needs, but you’re responsible for making sure that the invoice and timesheet has the required information.
There are five available templates and a completed example of each for your reference.
You can also refer to this guide for more information on all the template fields:
There's no set (prescribed) invoice or timesheet that you must use. You can use your own invoice and timesheet template as long as it contains all the information we need.
You can claim mileage or other travel expenses (such as the cost of public transport) to get to a court hearing. The expenses we’ll reimburse you for are set out in our Standard Terms.
Expenses will be paid on the basis agreed at the time the Booking is confirmed (based on the rates set out in your standard terms) or as specified in the Booking (which will prevail over Your standard terms).
Parking fees will need to be confirmed as part of the Booking.
If you use a motor vehicle to get to a hearing, you can claim mileage at the rate specified by Inland Revenue.
From 1 July 2018, the Inland Revenue reimbursement rate dropped to variable rates per kilometre for travel over 14,000 kilometres for each financial year, depending on the type of vehicle.
When invoicing the Ministry, please define the financial year as 1 July to 30 June.
If you’re travelling outside your normal service delivery area, for example Auckland to Kaikohe, you’re entitled to charge travel time and be reimbursed for meals up to $50. If you’re unsure whether you’re entitled to charge travel time, talk to the Central Registry.
If you have other travel expenses to get to a hearing, you’ll need to provide receipts or a tax invoice in the following cases:
If you’re GST registered (and claiming GST), you must list any travel expenses as GST exclusive and add GST to the subtotal in the invoice.
If you’re not GST registered, you must list the full amount spent on travel expenses.
Travel involving flights, accommodation and rental cars (special travel arrangements) are generally arranged by the Ministry at the booking stage of the process. You need to tell the Ministry of any special travel arrangements when you tell us your availability.
Flights, accommodation and rental car hire will generally not be accepted as part of a claim for travel expenses after a hearing, unless prior approval has been received from the CPU.
You’ll need to email us your completed invoice and timesheet. Email it to firstname.lastname@example.org.
You should complete and submit an invoice and timesheet as soon as practicable after a hearing.
Usually, payment is made based on your payment terms. If you haven’t provided your payment terms, the Ministry will aim to make payment within 10 business days of the Ministry receiving a correctly completed invoice and timesheet.
If you’ve given us a completed invoice and timesheet but you haven’t received payment (remittance advice) after 10 working days, you should call or email us at email@example.com.
Make sure you include the following details:
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