Overview: On this page, you'll find information about completing and submitting invoices and timesheets. It explains how to claim for travel expenses and follow up on payments. Templates are provided if you need.
Interpreters need to complete and submit an invoice and timesheet after a hearing.
Please note: The information on this page also applies to interpreters for the Immigration & Protection Tribunal.
You should include the following details on your timesheet:
The timesheet must be signed by you and by a court staff member who can verify the details.
If you’ve provided services for longer than the estimated duration in your booking confirmation, record the additional time. You will be paid for additional time in 15-minute increments. This will be calculated based on your hourly rate.
You must attach a completed and signed timesheet to your invoice. An incomplete or unsigned timesheet will result in delays in payment being made.
All invoices need to include the case file number, and the reference number C20326.
We have templates available that you can use. The template you should use will depend on whether you’re GST registered or not, and how often you invoice the Ministry.
You can change the templates to suit your needs, but you’re responsible for making sure that the invoice and timesheet has the required information.
There are five available templates and a completed example of each for your reference.
You can also refer to this guide for more information on all the template fields:
Court interpreters invoice and timesheet template guide [PDF, 263 KB]
Timesheet and Invoice template (Not GST registered [PDF, 1.2 MB])
Completed example of the Timesheet and Invoice template (Not GST registered) [PDF, 495 KB]
Timesheet and Tax Invoice template (GST registered) [PDF, 2.3 MB]
Completed example of the Timesheet and Tax Invoice template (GST registered) [PDF, 512 KB]
Timesheet template [PDF, 418 KB]
Completed example of timesheet template [PDF, 266 KB]
Invoice template (not GST registered) [PDF, 910 KB] [PDF, 432 KB]
Completed example of the Invoice (not GST registered) template [PDF, 464 KB]
Tax Invoice template (GST registered) [PDF, 741 KB] [PDF, 487 KB]
Completed example of the Tax Invoice template (GST registered) [PDF, 456 KB] [PDF, 175 KB]
There is no set (prescribed) invoice or timesheet you must use. You can use your own invoice and timesheet template if it contains all the required information
We’ll reimburse you for reasonable and actual costs you incur in the course of providing interpreter services at the courts and tribunals. Expenses will be agreed at the time the booking is confirmed. You must provide receipts for all expenses. We’ll accept both digital and paper receipts.
You can claim mileage or other travel expenses (such as the cost of public transport, parking costs and taxi expenses) to get to a court hearing.
The following information explains how we’ll reimburse you for different types of expenses.
If you travel over 35km round trip, you can claim mileage at the rate specified by Inland Revenue(external link). The current mileage rate is $1.04.
The CR will notify independent interpreters and LSPs as soon as practicable when the mile rate is changed by Inland Revenue.
Mileage rates are GST inclusive, therefore no GST should be applied on top of claims. When invoicing the Ministry, please define the financial year as 1 July to 30 June.
If you’re travelling a return journey over 35kms to provide interpreter services, you’re entitled to charge travel time at a rate of $50.00 (ex GST) per hour. Payment will be $50.00 (ex GST) for the first hour and $12.50 (ex GST) for 15-minute increments thereafter. Talk to the Central Registry (CR) for guidance about including travel time in your invoice.
If you incur other travel expenses to get to a hearing, keep your receipts or taxable supply information, and submit this along with your reimbursement claim as this is required as proof of expenditure.
Taxable supply information includes tax invoices, but it can also include information held in other forms, such as receipts and bank statements. We accept both digital and paper taxable supply information.
Please include a description of the expense on the invoice. The description must include the date, description of the travel, cost, and supplier, for example: 7 August 2023, bus fare – 2 zones return, Hop Card, $9.60.
Travel involving flights, accommodation, and rental cars (special travel arrangements) are generally arranged by the Ministry at the booking stage of the process. You need to tell the Ministry of any special arrangements when you tell us your availability.
Flights, accommodation, and rental car hire will generally not be accepted as part of a claim for travel expenses after a hearing unless prior approval has been received from the CR.
If you’re travelling outside your normal service delivery area, for example Auckland to Kaikohe, you’re entitled to be reimbursed for meals, up to $50 (ex GST) per day. If you’re unsure whether you’re travelling outside your normal service delivery area, talk to the CR.
Read about booking request and travel arrangements.
You may claim $100 (ex GST) per night if you are travelling outside of your normal service delivery area, for example Auckland to Christchurch
You’ll need to email us your completed invoice and timesheet.
Email: crownaccounts.payable@justice.govt.nz
In the subject line, you will need to include:
You should complete and submit an invoice and timesheet as soon as practicable after a hearing.
Usually, payment is made based on your payment terms. If you haven’t provided your payment terms, the Ministry will aim to make payment within 10 business days of the Ministry receiving a correctly completed invoice and timesheet.
If you’ve sent us a completed invoice and timesheet but you haven’t received payment (remittance advise after 10 business days, please call, or email us at interpreters@justice.govt.nz
Make sure you have the following details handy when you contact us:
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