Submit invoices & timesheets

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:

Interpreters need to complete and submit an invoice and timesheet after a hearing.

Please note: 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.

If you’ve provided services for longer than the estimated duration in your booking confirmation, record the additional time on your timesheet and provide an explanation for the additional time. You’ll be paid for additional time in 15-minute increments.

You must attach a completed and signed timesheet to your invoice. An incomplete or unsigned timesheet will result in delays in payment being made.

All invoices need to include the case file number, and the reference number M20326.

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 use will depend on whether you’re GST registered or not, and how often 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’re 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 if it contains all the required information.

Claiming travel expenses
We’ll reimburse you for reasonable and actual costs you incur in the course of providing interpreter services at the courts and tribunals. Expenses will be agreed at the time the booking is confirmed. You’ll need to keep your receipts in case we ask for proof of your expenses. We’ll accept digital or paper receipts.

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

The following information explains how we’ll reimburse you for different types of expenses.

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

When invoicing the Ministry, please define the financial year as 1 July to 30 June.

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

Travel over 50 kilometres
If you’re travelling a return journey over 50kms to provide interpreter services, you’re entitled to charge travel time at a rate of $35 per hour. Payment will be $35.00 for the first hour and in 15 minute increments thereafter. Talk to the Central Registry (CR) for guidance about including travel time in your invoice.

Other travel expenses
If you have other travel expenses to get to a hearing, keep your receipts or a tax invoice.

You’ll need to provide proof of expenses in the following ways:

  • If your total expenses are over $50 (including GST), a receipt or tax invoice for each expense must be attached to the invoice. We’ll accept digital or paper receipts.
  • 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, you must include a description of the expense 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 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 CR.

If you’re travelling outside your normal service delivery area, for example Auckland to Kaikohe, you’re entitled to be reimbursed for meals up to $50. If you’re unsure whether you’re travelling outside your normal service delivery area, talk to the CR.

Read about booking requests and travel arrangements

Send a completed invoice and timesheet to the Ministry

You’ll need to email us your completed invoice and timesheet.

Email: accounts.payable@justice.govt.nz

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.

Payment not received after 10 business days

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

Make sure you have the following details handy when you contact 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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