Submit invoices & timesheets

On this page:

If you’re an interpreter you 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.

What should be on your timesheet

You should include the following details on your timesheet:

  • court or tribunal hearing attended.
  • number of hours spent in the hearing.

The timesheet must be signed by you and by a court staff member who can verify the details.

A completed and signed timesheet must be attached to your invoice. An incomplete or unsigned timesheet will result in delays in payment being made.

Get help to complete a timesheet

  • Ask court staff on the day of the hearing.
  • Call 0800 COURTS (0800 268 787).

Invoice and timesheet templates

Ministry invoice and timesheet templates

We have templates available that you can use. The template you should select will depend on whether you are GST registered or not, and the frequency with which you invoice the Ministry.

  • if you invoice us at the end of each day, you can complete a single combined invoice and timesheet
  • if your invoice includes more than one day’s work, you should complete an invoice with separate timesheets included.

You can change the templates to suit your needs, but you are responsible for making sure that the invoice and timesheet has the required information.

Invoice and timesheet templates

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:

Court interpreters invoice and timesheet template guide [PDF, 567 KB]

Combined timesheet and invoice – use for invoicing for a single day’s work
Not GST registered

Timesheet and Invoice template (Not GST registered) [PDF, 292 KB]

Completed example of the Timesheet and Invoice template (Not GST registered) [PDF, 316 KB]

GST registered

Timesheet + Tax Invoice template (GST registered) [PDF, 292 KB]
 
Completed example of the Timesheet + Tax Invoice template (GST registered) [PDF, 328 KB]

To invoice for multiple days, use the separate invoice and timesheet templates
TImesheet

Timesheet template [PDF, 272 KB]

Completed example of timesheet template [PDF, 280 KB]

Not GST registered - Invoice only

Invoice (not GST registered) template [PDF, 278 KB]

Completed example of the Invoice (not GST registered) template [PDF, 231 KB]

GST REGISTERED – INVOICE ONLY

Tax Invoice (GST registered) template [PDF, 279 KB]

Completed example of the Tax Invoice (GST registered) template [PDF, 258 KB]

You can use your own invoice

There is 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 required information.

Claiming travel expenses

You can claim mileage or other travel expenses (such as the cost of public transport), to get to a court hearing.

Mileage

If you use a motor vehicle to get to a hearing, 'mileage' can be claimed at the rate specified by Inland Revenue.

From 1 July 2018, the Inland Revenue reimbursement rate drops to variable rates per kilometre for travel over 3500 kilometres for each financial year depending on the type of vehicle.

For your invoices to the Ministry please define the financial year as 1 July to 30 June.

Refer to the Inland Revenue website for information about the mileage rate(external link)

Travel outside of your normal service delivery area

If you are travelling outside of your normal service delivery area, for example Auckland to Kaikohe, you are entitled to charge travel time and be reimbursed for meals up to $50.00

Other travel expenses

If you have other travel expenses to get to a hearing, there are specific requirements depending on the amount being claimed.

  • If an individual transaction is over $50 (including GST) a receipt or tax invoice must be attached to the invoice.
  • If an individual transaction is less than $50 (including GST), and a receipt or tax invoice is not available, a description of the expense must be included in the invoice. The description must include the date, description of the travel, cost, and supplier, for example, '7 August 2018, bus fare - 2 zones return, Hop Card, $9.60'.

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.

Special travel arrangements

Travel involving flights, accommodation  and rental cars (special travel arrangements) are generally arranged by the Ministry of Justice at the booking stage of the process. You need to tell the Ministry of any special travel arrangements when you tell us your availability.

Read about booking request and travel arrangements

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.

Send a completed invoice and timesheet to the Ministry

 A completed invoice and timesheet should be emailed to:

accounts.payable@justice.govt.nz

You should complete and submit an invoice and timesheet after a hearing.

Payment is made based on your payment terms, however if you have not provided payment terms in most cases payment is made within 10 business days of the Ministry receiving a correctly completed invoice and timesheet.

Payment not received after 10 business days

If you’ve given us a completed invoice and timesheet but you haven’t received payment (remittance advice) after 10 business days, you should call or email us at interpreters@justice.govt.nz

Make sure you have the following details to tell us:

  • case reference number (from the booking confirmation)
  • creditor number (from a previous remittance advice received from the Ministry)
  • invoice number.

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