Supplying to the Department of Internal Affairs

Information for suppliers of goods and services to the Department of Internal Affairs.

COVID-19 update for our suppliers

DIA is back in the office with some flexibility to continue to work from home. Our operations are returning to a new normal. We continue to work with our suppliers to ensure we consider any impact to their services due to COVID19. You can reach your regular contact by email, telephone, zoom, MS teams or video-conferencing.

If you have any questions, please contact your regular contact at DIA or email us at procurement@dia.govt.nz

Contract opportunities at the Department 

Information about supplying to government 

There is a wealth of information on the New Zealand Government Procurement website under the section for suppliers.

New opportunities

The Department posts new opportunities, where a competitive market approach is the best option, on the Government Electronic Tenders Service (GETS). It’s free for suppliers to access and respond. Suppliers need a Real Me login to respond. 

Sign up for GETS notifications

Contracts awarded 

To create full transparency of our decisions, the Department periodically posts the contracts it awards on GETS, where the Whole Life value is $100K NZD where a competitive process was not followed, and an existing supplier relationship isn’t in place. 

Contacting the Department about opportunities 

If there is an opportunity already posted on GETS, all contact must be directed to the point of contact listed.

If you want to talk to someone at the Department about our requirements or possible opportunities, please email us at procurement@dia.govt.nz and our coordinator will pass your details on to the appropriate person to make contact with you. 

The Department's approach to Supplier Relationship (and Contract) Management 

The Department works with many suppliers, and there are a number that are considered core to ensuring we can deliver services to the New Zealand public. Our Significant Service Contracts, are determine based on the framework developed by the Ministry of Business Innovation and Employment, as the functional lead agency for government procurement. The suppliers of these contracts can expect a high level of engagement from contract owners and the commercial team within the Department. 

Here is a link to the Supplier Code of Conduct. All suppliers, supplying to New Zealand Government, are expected to comply with.  

Purchasing methods

We do our best to ensure that suppliers are paid on time. You can help us to avoid any payment delays by following these guidelines:

  • Any goods or services valued over $1000 (plus GST) require a purchase order number. Please ask our staff member for one if it's not provided unless it has been paid with a credit card.
  • Please ensure that all invoices include: 
    • the name of our staff member, and
    • a purchase order number.
  • All invoices should clearly detail the goods or services provided and match the purchase order and what was delivered.

Purchase orders

We use purchase orders to approve, manage and make payment for all purchases:

  • over $1000 (plus GST)
  • under $1000 if the supplier can’t accept credit card
  • or made under a contract or agreement.

Purchases under the $1000(plus GST) threshold can be made using a credit card if possible otherwise a purchase order is required. If you are asked to supply goods or services over the $1000 (plus GST) threshold, please be sure to ask our staff member for a purchase order. This will help us process your invoice quickly. We provide purchase orders by email. 

Purchase order terms and conditions

Link to our standard purchase order terms and conditions:

If you have any questions about the methods we use to purchase goods or services, please email our purchasing team at purchasing@dia.govt.nz . Accounts payable queries should be sent to dia.ap@ird.govt.nz.

Invoicing

We understand that getting paid on time is important to our suppliers. Here are some things you can do when invoicing us to help make sure this happens without delay.

Review the purchase order to ensure it matches the invoice exactly

Please check that all line items on the purchase order and invoice match exactly to what was delivered including unit of measure, quantity and unit price.

If there are any discrepancies or changes, contact our staff member before sending your invoice so that the purchase order can be corrected. Any inconsistencies between what was delivered, the purchase order, and the invoice could result in delayed payment.

Submit a complete and accurate invoice

A valid tax invoice is one that meets the requirements of the Goods & Services Tax Act 1985. If your business is registered for GST your invoices should include your GST number and state the words "Tax Invoice" as well as comply with all other aspects of the Act.

Please make sure you include the purchase order number and the name of our staff member on your invoice.

Send your invoice to our accounts payable team

We prefer to receive invoices electronically. Please send your invoices to our Accounts Payable team at dia.ap@ird.govt.nz.

Alternatively, you can post your invoice to:

Department of Internal Affairs
Accounts Payable
PO Box 130
Wellington 6140  

Payment information

Payment terms

DIA endeavour to pay all invoices within 10 days of the data entry of the invoice regardless of payment terms.

Our payment run days are every Wednesday and Friday and the first and last days of each month.

Payment method

Our payment method is electronic funds transfer (EFT). This means payments can be electronically deposited directly into your designated bank account. We will endeavour to email a remittance advice confirming the EFT payment on the day the payment is made.

Maintaining your details

If you change your bank account information, address, company name or any other information previously provided, please email us at purchasing@dia.govt.nz so our purchasing team can make the necessary changes.

NOTE:

To change your payment method, we need to verify your bank account details with any of the following proofs:

  • A pre-printed deposit slip which includes the full bank account number (bank, bank logo, branch, account number and suffix) and the account holder's name. 
  • A bank statement which includes the full bank account number (bank, bank logo, branch, account number and suffix) and the account holder's name. 
  • A letter from the bank which includes the full bank account number (bank, bank logo, branch, account number and suffix) and the account holder's name. This must be signed and stamped by the bank. 
  • An internet printout which includes the full bank account number (bank, bank logo, branch, account number and suffix) and the account holder's name and the bank web address along the top or bottom of the page. This does not need to be signed and stamped by the bank unless all of the above is not provided on the printout. 
  • ATM printout must show the bank logo and the full bank account number (bank, branch, account number and suffix) and the account holder's full name. 
  • Hand-written bank account evidence as long as it includes the full bank account number (bank, branch, account number and suffix) and the account holder's name. This must be signed and stamped by the bank.

You can do this by:

  • providing a bank deposit slip (a scanned copy will be fine), or
  • a screenshot showing your bank account details (please block out any account activity). The document must have both the bank's logo and the account number. Make sure the bank account you use on the invoice is the one we will be verifying.

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