Payment & Insurance
Invoicing Instructions and Good Practice.
You are strongly advised to visit the main pages relating to invoicing as these are updated by the Finance Departement but the following offers a quick guide on measures to ensure your invoices are able to be processed.
- Invoices should be addressed to Accounts Payable, Winchester City Council, City Offices, Colebrook Street, Winchester, Hampshire, SO23 9LJ and can be either posted OR emailed to firstname.lastname@example.org
- We cannot pay invoices which are not clearly made out to Winchester City Council.
- All invoices must quote one valid Purchase Order number a clear description of the goods or service provided on the invoice and Contract reference if applicable
- The Purchase Order quoted must relate to the goods or services quoted on the invoice.
- Each invoice must have VAT registration number if VAT is stated and VAT must be shown separately.
- Invoices must be submitted on company headed paper or clearly state a business name and address or to whom payment must be made.
- Typed invoices must be unaltered and un-amended in any way by pen or pencil although ‘manual’ hand written invoices where written in black ink are accepted. Any errors must be correct by issue of a new invoice and credit note where appropriate.
- Invoices must be summited in accordance with the agreed payment terms in the contract or order.
All suppliers entering into a contract with Winchester City Council must carry adequate insurance. A risk-based approach is encouraged and will be set by officers for each individual procurement. The limits and types of insurance stated here are for guidance only.
There are three main types of insurance required by suppliers / contractors. Exact requirements will depend on the nature of work to be undertaken and the scope of services agreed. The three types of insurance cover are:
Employers Liability (EL)
Under the terms of the Employer's Liability Act (1969), all organisations employing staff are required to buy employers liability insurance with a minimum limit of indemnity of £5 million (less than 5 employees, rising to £10m if more than 5 employees).
Public Liability (PL)
Public Liability insurance is designed to cover negligence and injury and property damage. Most companies should have £5ms cover as a minimum but the Council may ask for more dependent on the risk. For example, where the contract involves potential danger to employees or the public, or has the potential to damage buildings, the limit will be typically £10m and above (up to £20m if dangerous works).
Professional Indemnity (PI)
This insurance provides cover for financial loss suffered as a result of negligent advice or professional services. As this will different for each contract, the amounts will be determine by officers on a case by case by case basis and advice will be sought to ensure that the requires equally not onerous but offer protection to the Council.
Product liability insurance policy
This insurance provides companies protection against compensation claims for personal injuries caused by product, loss of or damage to property caused by their faulty product and faults that their quality control system could not identify.