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E-cert billing and invoicing

For all E-cert billing and invoicing enquiries please email APEcert.accounts@nzfsa.govt.nz

E-cert organisation to be billed application form [ PDF 24K ] [ Word/RTF  481K ]

 

E-cert direct debit authorisation form [PDF 30K ]

There are charges associated with using E-cert

There are charges associated with using Animal Products E-cert. These charges cover the cost of supporting, maintaining and enhancing the E-cert system. The E-cert charges consist of:

• a charge for each E-cert transaction

• a per-second charge for the time it takes each transaction to be processed.

Current charge rates are published on the NZFSA website Current Animal Products E-cert charges

The E-cert charge rates are reviewed at least annually in consultation with industry representatives. They are adjusted, as required, to ensure revenue received from these charges is sufficient to meet NZFSA E-cert costs for the financial year.

A discount may be applied to all E-cert invoices in any given month. This occurs when the monthly revenue is higher than required (due to monthly transactions being higher than expected, or server response times being slower than normal). Refer E-cert – Waiver or refund of charges.

How are Charges Incurred?

An E-cert user will incur a cost each time they request information from the database (a database request or transaction). This consists of a charge for the request and a separate charge for the time it takes the server to respond to the request.

This means that you will be charged when you log in (your password and permissions will be checked), when you bring up a certificate form, when you prepare declarations, when you submit declarations and when submitting the completed form. So preparing one certificate will take more than one transaction.

There are also charges for searching for a certificate, checking 'most recent in', and re-submitting certificates. You won't be charged for the time it takes to enter information or for the time that you are logged into the system.

For more information on using E-cert efficiently and minimising E-cert charges, refer to the E-cert Help Files Tips for increasing efficiency.

Who gets billed?

When an individual applies for access to Animal Products E-cert, an “organisation to be billed” must be identified. E-cert activity undertaken by the individual will be charged to that organisation.

If your company is using Animal Products E-cert for the first time, the company needs to be set up as an “organisation to be billed”. This needs to be done before any individual users can be given access. To establish your company as an “organisation to be billed”, please complete the form below and fax or post to NZFSA – contact details are provided on the form.

E-cert organisation to be billed application form [PDF 24K ]  [Word/RTF 481K ]

If you require a person to do E-cert work for more than one organisation, and the activity must be billed to the separate organisations, he/she will need a separate E-cert user ID for each organisation.

Responsibilities for an “organisation to be billed”:

• the “organisation to be billed” must be registered with NZFSA eg be a registered exporter or a premises that holds a registered Risk Management Programme.

• each “organisation to be billed” must have a nominated primary contact person for E-cert invoicing. This person will receive the E-cert invoices (by email) and all other NZFSA communication regarding billing. The email address of this primary contact person must be managed in a way that ensures all electronic invoices received are actively and appropriately processed. NZFSA must be notified if the nominated person changes or their contact details change.

• where there are more than two companies/premises under one management or ownership, we recommend that only one is the ‘organisation to be billed’. They would receive the invoices for the group of companies.

Billing arrangements for agents

Some organisations (eg cold stores) are agents of another company. Where there is a business or commercial arrangement between a company and an agent, the agent’s E-cert activity can be directly charged to the company (the “organisation to be billed”). The nominated primary contact person for the company (not the agent) must authorise the setting up of all E-cert users for the agent and assign the ‘organisation to be billed’.

An agent (or an individual working for a company operating as an agent) may have several E-cert user IDs. Each user ID relates to activities undertaken on behalf of a specific company.

E-cert invoices

Invoices are sent by e-mail each month, in PDF format, to the nominated primary contact of the “organisation to be billed”. The main reason for emailing the invoices is to keep costs to a minimum.

The billing period for any month is from the 21st day of the previous month to the 20th day of the current month. Payment is due on the 20th day of the following month.

An E-cert invoice contains the following:

• Tax Invoice – a summary of the total invoice by transaction type, including details of any discount applied and GST.

• Invoice Details – a breakdown of each transaction type for the billing period(s)

• Activity Details – a breakdown of each E-cert user’s activity (number of transactions and the time processing these transactions) for the billing period(s).

If you have a query regarding your E-cert invoice, NZFSA can provide a transaction listing for any E-cert user. This lists the date, time and duration of all transactions undertaken during the month. Email APEcert.accounts@nzfsa.govt.nz if you require this information to better understand your E-cert activity.

NZFSA is unable to provide a breakdown of E-cert charges by certificate number as not all transactions can be linked to a specific document (eg checking ‘most recent in’, logging in, and completing searches).

Problems with receiving E-cert invoices

The nominated primary contact person must ensure that they make the necessary arrangements for receiving invoices via email. This may involve:

• downloading Acrobat Reader to read the PDF format invoice. Acrobat Reader is free software available by clicking on the ‘Get Adobe Reader’ at http://www.adobe.com

• adjusting settings on virus protection software

• adding APEcert.accounts@nzfsa.govt.nz to their list of ‘safe’ email addresses

• ensuring their email address is monitored if they are away on leave.

If there are problems opening the PDF format invoice files, contact your IT person or department. Common problems include:

• Virus protection software is rejecting the PDF format

• Settings on Acrobat Reader need to be changed to read larger files

• A font issue (you may be able to open PDF but not print)

• An Acrobat Reader version issue (remove older version before installing updated Acrobat Reader)

• Your system does not meet the requirements of Acrobat Reader (see Adobe website).

Invoices for less than $50.00

Any invoice that is less than $50.00 will be held over until total charges exceed $50.00. When an invoice is not issued, a "Please do not pay" advice will be emailed to the nominated primary contact person. This provides information on E-cert activity for the billing period and is for information only.

If no invoice has been issued during the twelve months prior to 30 June, an invoice for the actual amount will be issued on 20 June.

Payment options for E-cert invoices

Payment by direct debit

The preferred method of payment for E-cert invoices is by direct debit. With direct debit, NZFSA is authorised to direct debit E-cert charges from a bank account nominated by the “organisation to be billed”. To arrange for payment by direct debit, please complete the form below and fax or post to NZFSA – contact details are provided on the form.

E-cert direct debit authorisation form [PDF 30K]

The terms and conditions of paying by direct debit are provided with the form.

Payment by direct credit

Payment by direct credit is available, although the preferred method of payment for E-cert invoices is by direct debit.

If you wish to pay by direct credit please email APEcert.accounts@nzfsa.govt.nz for the bank account and other details required to enable us to identify your invoice payments.

Payment by cheque

We would prefer not to receive payments by cheque because cheque handling costs adds to the cost of providing the E-cert service. NZFSA reserves the right to charge an administration fee to cover the additional costs of handing manual transactions; at present this is estimated to be approximately $25 per cheque.

Non-payment of E-cert invoices

An organisation that has not paid their invoice by the due date (20th of the following month) will receive an email notification that payment is outstanding.

If payment is not received, the organisation will receive formal written notice that their access to E-cert will be terminated if payment is not received within 10 working days.

After the 10 working days, the unpaid sum owing on the invoice increases by a penalty of 10%. For every 6 months that the debt remains unpaid a further penalty of 10% is incurred on the increased sum.

Once full payment of outstanding invoices has been received, E-cert access will be reinstated within 24 hours.

Invoice disputes

Any dispute regarding E-cert invoices, or any matter relating to E-cert charges, needs to be made to NZFSA in writing (letter, fax or email). Without written notice to NZFSA, a dispute will not be recognised.

Where NZFSA has been advised in writing of a dispute:

• the parties shall use their best efforts to resolve the dispute within 21 days of notification

• either party may refer an unresolved dispute to mediation if it is not resolved within 21 days of notification

• any penalties may be waived at the discretion of NZFSA.

Related links

Current E-cert charges

Waiver or refund of E-cert charges

People to contact for help with E-cert

This page was last updated on 17 September 2008