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  • Invoice queries

    If you need to contact us about an invoice during the coronavirus (COVID-19) pandemic, we can only accept queries by email. You should email your query to centraltransactions@belfastcity.gov.uk

    In your email, you must include the following information:

    • your unique purchase order number (10 digit number starting with the digits 35) or
    • your unique T1 number (starting T1 and followed by three to four digits
    • date your invoice was sent     
    • unique invoice reference number

    There might be a delay in processing invoices sent by post. 

  • Information to include on invoices

    An invoice must contain the following information: If supplying goods or services:

    • A unique 10 digit purchase order number (starting with the digits 35). This will be supplied to you by the person ordering the good or services.

    If supplying transport or accommodation relating to council employee business travel:

    • A unique T1 reference number (starting with T1 followed by five digits). This will be supplied to you by the person ordering the transport or accommodation.

    As well as:

       
    Your name, trading name and full address Our billing address
    Your VAT registration number (if applicable) Time of supply (referred to as Tax point) if this is different from the invoice date
    Unique invoice number Detailed description of the goods or services you are supplying
    Invoice date  

    And a breakdown of:

       
    Unit price or rate (excluding VAT) Discount applied to the account
    Total quantity of goods Freight charges
    Rate of VAT being applied Total amount of VAT charged
    Total amount payable (excluding VAT) Payment terms
  • Receiving payment

    We aim to pay all invoices within 28 days of receipt of a valid invoice.

    Payments can be made by BACS or cheque. BACS payments are made daily and cheques are issued fortnightly. 

    If you are usually paid by cheque and would like to receive payment by BACS, you can email your request to centraltransactions@belfastcity.gov.uk. A member of staff will contact you to validate your information.

    We will send payment confirmation, quoting the invoice number, the amount paid and the date you will receive payment by email or post.

  • Invoices that cannot be processed

    Any invoices received that do not contain the information listed above will be returned and result in delayed payment.  We will contact you to explain the reason for returning an invoice and advise you on what to do next.

    If you need to contact us about an invoice, you should email your query to centraltransactions@belfastcity.gov.uk and include the following information:

    • your unique purchase order number (10 digit number starting with the digits 35)

    or

    • your unique T1 number (starting T1 and followed by three to four digits)

    As well as:

    • date your invoice was sent 
    • unique invoice reference number
  • Receiving payment by BACS

    When making payment though BACS we will also send payment confirmation, quoting the invoice number, the amount paid and the date you will receive payment by email or post – depending on the details we hold on file for you.

    If you need to update or amend your registered BACS details please contact us.

  • Transparency of our service to you

    We’re committed to the highest possible standards of openness and accountability. So if you have serious concerns about any aspect of our work, please let us know. 

  • Contact and billing details

    Central Transactions Unit

    To find out more information email us at centraltransactions@belfastcity.gov.uk, call 028 9027 0319 or visit: 

    6th floor, 9 Adelaide
    C/O Cecil Ward Building
    4-10 Linenhall Street
    Belfast BT2 8BP

  • Fair processing notification

    National Fraud Initiative 

    Level 2 Fair Processing Notice 

    Belfast City Council is required by law to protect the public funds it administers. It may share information provided to it with other bodies responsible for auditing or administering public funds, in order to prevent and detect fraud. The Local Government Auditor audits the accounts of the Council. 

    The Comptroller and Auditor General is responsible for carrying out data matching exercises under his powers in Articles 4A to 4G of the Audit and Accountability (Northern Ireland) Order 2003. Data matching involves comparing computer records held by one body against other computer records held by the same or another body to see how far they match. This is usually personal information. Computerised data matching allows fraudulent claims and payments to be identified. Where a match is found, it may indicate that there is an inconsistency which requires further investigation. No assumption can be made as to whether there is fraud, error or other explanation until an investigation is carried out. 

    The Comptroller and Auditor General currently requires us to participate in a data matching exercise to assist in the prevention and detection of fraud. We are required to provide particular sets of data to the Comptroller and Auditor General for matching. Details are set out in the Northern Ireland Audit Office’s website, www.niauditoffice.gov.uk (link opens in new window).

    The use of data by the Comptroller and Auditor General in a data matching exercise is carried out with statutory authority. It does not require the consent of the individuals concerned under the Data Protection Act 1998. 

    Data matching by the Comptroller and Auditor General is subject to a Code of Practice. This may be found at www.niauditoffice.gov.uk (link opens in new window).

    For further information on the Comptroller and Auditor General’s legal powers and the reasons why he matches particular information, see the Level 3 notice on the NIAO website at www.niauditoffice.gov.uk (link opens in new window). 

    For further information on data matching at Belfast City Council contact Andy Harrison, Head of Audit, Governance and Risk Services on 028 9032 0202 extension 4641.

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