Supplier Incentive Programme (SIP)

The Supplier Incentive Programme is an early payment programme designed to give suppliers the opportunity to be paid earlier than their contracted terms. This initiative also aims to enhance the council’s payment processes.

Suppliers who join the Supplier Incentive Programme can opt to be paid as soon as their invoice is authorised, ahead of the standard 30-day terms. In exchange, a small, pre-agreed rebate is applied to the invoice. The rebate is calculated based on the number of days the payment is accelerated, with the goal of paying suppliers by day 10. The rebate is only applied if the invoice is paid earlier than 30 days.

Benefits of the Supplier Incentive Programme (SIP)

We have launched this early payment programme because it offers multiple benefits:

  • improved cash flow: You will benefit from improved cash flow
  • greater visibility: Enhanced visibility across the Council
  • reduced time spent chasing payments: Less time spent chasing payments
  • operational effectiveness: Improved operational effectiveness for our Purchase to Pay processes

We believe that strong supplier relationships are crucial to achieving our strategic goals. The Supplier Incentive Programme demonstrates our commitment to supporting the growth and development of your business.

Our partner

We are collaborating with Oxygen Finance, the leading provider of early payment programmes in the UK. They work with councils across the country, and thousands of suppliers participate in their programmes.

To find out more about the programme, you can:

Purchase Orders (POs) and invoicing of the supply of goods and services

To ensure the smooth processing and timely payment of invoices for goods and services supplied to the Council, please note the following requirements:

In accordance with our No PO No Pay Policy, Council staff are not authorised to request goods or services without providing a valid PO number. Please do not accept verbal or written instructions unless a formal PO has been issued.

Any invoice submitted without a valid PO number will be returned as invalid and will not be processed for payment until the correct PO is provided.

To avoid delays, please ensure all invoices are sent electronically as PDF attachments to supplier.invoices@hartlepool.gov.uk, and include the valid PO number.

Failure to do this may result in delays in processing your invoice and making payment to you.

Payment is processed 30 days from receipt of a valid invoice.

Key points that help us to pay you on time:

  • always ask for a PO number from the area of the Council you are supplying to
  • always quote the correct PO number on your delivery notes and invoices
  • if you are VAT registered, you need to quote your VAT registration number
  • if we are being charged VAT, it needs to be shown separately
  • the rate of VAT also needs to be shown (e.g., 20% or 5%)
  • ensure your invoice is correctly dated - we cannot accept future dated invoices
  • always ensure that the invoice has sufficient narrative to explain the charge
  • if you are a CIS Supplier, your invoice must show labour and materials separately
  • if you have received this email and are not involved with the raising of invoices, please pass this communication on to the relevant person within your organisation