What are the rules and procedures?
The council and suppliers must follow several rules and procedures to be compliant with the law.
We must follow all rules and procedures to remain in-line with UK procurement regulations which all public sector bodies must adhere to.
We conduct our activities within our procurement thresholds:
|Anticipated contract value||Requirement|
|Less than £10,000||Staff must get 2 quotes and aim for best value.|
|£10,000 to £50,000||Staff must get 3 quotes and aim for best value.|
|£50,000 to UK procurement thresholds||The Commercial Team work with service areas to develop requirements to go out to tender.|
|Above UK procurement thresholds||The Commercial Team work with service areas to develop requirements to go out to tender.|
Payments to suppliers
Automated payment direct into your bank account (eg payment by BACS – Banker Automated Clearing Services) is Worcestershire County Council’s preferred method of payment as it is cost effective, efficient and secure.
To apply for payment by BACS please download, complete and sign the BACS Payment Form (PDF).
Please scan and send to us.
Please contact the FOS if you have more than one vendor number or require further guidance.
Please try to make sure you have the following information available when calling:
- Vendor Number (if known)
- Name or Company Name
- Email Address
- Bank/Building Society Name & Branch Address
- Bank Sort Code (top right hand corner of your cheque)
- Bank Account Number to be credited
- Building Society Reference Number (if applicable)
Purchase orders and invoicing
No Purchase Order, No Payment Policy
If you supply goods or services to the Council you must not accept verbal or written instruction to supply goods or services from any member of staff unless they provide you with a valid Purchase Order number (PO number).
If you submit a non-compliant invoice (e.g. one without a PO number), you'll receive an email advising you that your invoice is not compliant and that future invoices with no PO number will not be paid.
Please make sure you request a PO number from your Council contact when an order is placed. Co-operating with this policy is one of the best ways to ensure your invoice is paid promptly.
Purchase order numbers
Our financial system produces PO numbers in the format e.g. 'WCPO12345678'.
Most PO numbers will look like this. Each order must be accompanied by a PO number supplied by a member of council staff. If a Worcestershire County Council employee requests goods or services from you without providing you with a PO number, please refer them to the policy. Do not accept the order until a PO number is provided.
To assist with the processing of your invoice for payment, your invoice should contain:
- your company name and address
- your VAT registration number (if applicable)
- invoice number
- invoice date
- valid PO number
- customer’s name this must be Worcestershire County Council
- name of the service area requesting goods/service or council contact person (this can be found on our Purchase Order).
- full description of the goods and services supplied
- for each line item: quantity, description, unit price, net value, VAT rate, VAT value, line total
- invoice totals: Net, VAT, Gross
- where goods and services that do not have VAT applied to them - this should be shown clearly
To ensure the timely processing and payment all invoices should be sent electronically quoting a valid PO number.
Failure to do this may result in delays in processing your invoice and making payment to you.
If you have any questions about an invoice or about the No Purchase Order, No Pay policy, please contact payment enquiries.