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Processing supplier invoices

The Ministry for Primary Industries (MPI) approves and processes invoices electronically. To ensure we pay your invoices as quickly as possible, follow the steps outlined in the supplier information sheet for invoices.

Supplier information sheet – Invoice requirements [PDF, 97 KB]

From 1 November 2021 we require purchase orders on most invoices.

We have created a supplier information sheet which will:

  • help you understand which purchases will require a purchase order
  • tell you what you need to do for your invoices to be paid in a timely manner.

Supplier information sheet – Purchase orders [PDF, 86 KB]

New suppliers

We need you to complete this form if you're a new supplier to MPI.

New supplier details form [PDF, 272 KB]

Standard terms and conditions

MPI purchases goods and services subject to standard terms and conditions unless we agree otherwise.

Download MPI's standard terms and conditions of purchase [PDF, 204 KB]

Policies

When MPI contracts with suppliers, there are specific policies that must be complied with during the tenure of the contract, including: 

Additional relevant policies are released with tender packages via the New Zealand Government Electronic Tenders Service (GETS) and outlined within agreement terms and conditions.

GETS – New Zealand Government Electronic Tenders Service

Conflict of interest

A conflict of interest is when someone is, or could be seen to be, compromised when their personal interests or obligations conflict with the responsibilities of their job or position.

Conflict of interest – Office of the Auditor-General

Public sector organisations have processes in place to declare and manage the conflicts of interest of their employees. Knowing that private sector suppliers are also declaring and managing any potential or actual conflicts of interest when delivering goods or services is vital to the ongoing effectiveness of open and transparent government.

For MPI, suppliers are required to notify us of any actual, potential, or perceived conflicts of interest and how they will be managed when:

  • responding to tenders
  • completing a new supplier form
  • negotiating a contract
  • new actual, potential, or perceived conflicts of interest arise during the term of a contract.

We've developed a document to help MPI suppliers, subcontractors and involved third parties. It provides a management approach to allow them to manage conflicts of interest that may occur during the course of delivering goods or services to MPI.

Management approach for supply market related conflicts of interest [PDF, 243 KB]

Data privacy and security

Security of data, data transfers, and personal and confidential information is important to MPI.

We protect the information individuals give us to use. We also make sure the people and organisations we work with (including subcontractors) have protections in place for any personal, sensitive, or confidential information they collect, hold, or process on our behalf.

When services involve data collection, management, and transfer, suppliers must show their organisation can meet our data privacy and security requirements.

MPI data privacy and security questionnaire [PDF, 153 KB]

Broader outcomes

Government agencies are required to consider how broader outcomes can be incorporated in their procurement activities to achieve greater public value. Broader outcomes are the secondary benefits that are generated by the way a good, service, or works is produced or delivered.

Broader outcomes – NZ Government Procurement

While MPI will consider all broader outcomes for each procurement, we have identified the following 3 broader outcome focus areas for MPI procurement,  investments, and grants:

  • Increasing engagement with Māori businesses, including meeting the Government target of 5% of contracts (including grants that include a deliverable for a good or service) awarded to Māori businesses.
  • Increasing supplier health and safety capability.
  • Reducing carbon emissions.

Health and Safety

The following principles apply to all MPI contracts and conditional grants:

1. We expect that all contracts and conditional grants will include assessment of:

2. We expect that all contractors and funded parties will provide regular, ongoing assurance to MPI on how they are managing critical risks to health and safety within MPI’s risk tolerances.

3. We expect that all lead contractors that subcontract MPI work will:

  • Seek assurance from all parts and levels of their subcontracting chain that critical risks to health and safety are always controlled according to MPI’s standards and within MPI’s risk tolerances,
  • provide regular, ongoing assurance to MPI of this, and
  • regularly and formally audit health and safety critical risk management in their subcontracting chain and provide evidence and outcomes of these audits to MPI.

Where we can, MPI will assist ‘suppliers/contractors’ who do not meet our minimum health and safety expectations and standards to improve their health and safety capability (refer Broader Outcomes).

Suppliers are required to demonstrate their organisation’s ability to meet our Health & Safety Requirements.

Who to contact

If you have questions, email info@mpi.govt.nz

MPI business units