Online and telephone payments will be unavailable from 1pm Monday 20 November to 12pm Tuesday 21 November due to an essential system upgrade.

Payment of supplier invoices

Lancaster City Council signed up the Prompt Payment Code in 2010 thus undertaking to, amongst other things, pay its suppliers and contractors in accordance with the terms and conditions detailed on Purchase Orders and within the terms of a contract. Where there are no terms explicitly stated, the council aims to make payment within 30 days of receipt of a correct and properly addressed invoice. 

Submitting an invoice

To help ensure that payments are made promptly suppliers are asked to submit invoices promptly following the provision of goods or services. Invoices are to include:

  • an invoice number
  • the invoice date and a tax point date if that is not the same as the invoice date
  • the supplier’s name and address
  • the supplier's VAT registration number, the VAT rate applied to each item and the net, VAT and gross amounts payable (where applicable)
  • a full description of the goods or services provided. If any works fall into the sub-contracting category, under the HMRC Construction Industry Scheme (CIS), then a split must be clearly shown between labour and materials where applicable
  • bank details for payment by BACS
  • a valid purchase order number previously provided by the council (if applicable). A failure to quote a purchase order number if one has been issued may lead to your invoice being disputed.

All invoices should be sent to:

Lancaster City Council
PO Box 4
Town Hall
Dalton Square
Lancaster
LA1 1QR

or emailed to invoices@lancaster.gov.uk

When are payments made?

Payments are normally generated on a Thursday for crediting to suppliers’ bank accounts the following Tuesday (exceptions may apply following bank holidays).  If you have provided an email address for remittance advices you will receive an email on the day of the payment run informing you of the amount due to be credited to your account. Alternatively you will receive a remittance advice by 2nd class post which will be posted on the Friday following the relevant payment run.

Disputed invoices

If the council disputes an invoice you will be informed as soon as it is apparent that there is a dispute. In cases where an invoice is disputed payment will be made on the first available payment run following resolution of the dispute. 

Querying an invoice

If you have a query about an invoice, you should initially get in touch with the officer or service who is managing your contract or who placed the order with your organisation. Their contact details are quoted on any official purchase order issued. They should be able to resolve the issue but if you are not satisfied with the service that you have received regarding your payment you may make a complaint using the council’s complaints procedure.

Under the Prompt Payment Code the council also undertakes to request that its lead suppliers encourage adoption of the Code throughout their own supply chains.

Invoice payment performance data

Under Regulation 113 of the Public Contracts Regulations 2015, the council is required to publish performance data on paying suppliers within 30 days of verifying the invoices received, for each year ending 31 March. The council seeks to pay invoices within 30 days of receipt rather than 30 days of invoices being verified and therefore the figures below may not be directly comparable with other organisations and the interest payable is likely to be overstated .

Financial Year

Proportion of valid and undisputed invoices paid within 30 days of receipt

The amount of interest paid to suppliers due to a breach of the requirement in regulation 113

The council’s liability for interest due to a breach of the requirement in regulation 113
Invoice payment performance
2016/17 94.1% £0.00 £6711.95

2015/16

95.2%

£0.00

£0.00

See also

Last updated: 19 September 2017