Advice - Contracts Payments

Question

Good Morning

Advice please

Two of our contractors have signed contracts for 2 and 3 years.  Both supply an excellent service to our council,  and have done for many years.

One is grass cutting contract, the other being the local council to empty our dog bins etc.

My question is why do we they have to supply invoices every month?  Its a an agreed cost when the contract is signed etc paying the same every month.  If our grass cutters undertake extra work they have to send a separate invoice.   My view is we should set up direct debits to pay them each month.  But no, we wait for invoice each month enter it onto Scribe and pay.   Surely one order to cover the contract would be surfice.  The contract is already minuted when we agree them.   Both are only our regular monthly payment list.
We do seem to make our lives difficult.

Your comments please

Answer 1

"why do we they have to supply invoices every month?" If it is you (we) who is asking for the monthly invoice can you confirm if the monthly invoice is stipulated in your standing orders or in one of your policies?

Comments

I check our Financial Regs.   The contract does not state monthly invoices.

---

I guess you need to find out if the supplier has expressed a preference to be paid monthly - if not, then put an item on the next full council meeting agenda calling for changes to frequncy of payments.

Answer 2

The model Financial Regulations allow for an appendix to be attached that outlines the regular payments the parish council makes which can be approved in May when the FR and standing orders are approved.  This allows the Clerk or RFO to just make the payments without seeking regular approval from the Full Council.

Comments

We have a list of regular payments we completed in May and was minuted etc.  Our  old clerk did not set up direct debits/standing orders.  So in effect the payments were always late as we did not have on line banking.  We now have on line banking which has made our new clerks life so much easier.