Hammerson suppliers guide to prompt payment
Hammerson recognises that suppliers are an important part of the company’s success. The relationship between Hammerson and suppliers is built on collaboration and respect. Hammerson understands how important it is to pay suppliers promptly and aims to pay suppliers within 30 days of receipt of the invoice. Hammerson is a signatory to the UK Government’s Prompt Payment Code. Code signatories undertake to:
Pay suppliers on time
- Within the terms agreed at the outset of the contract;
- Without attempting to change payment terms retrospectively;
- Without changing practice on length of payment for smaller companies on unreasonable grounds.
Give clear guidance to suppliers
- Providing suppliers with clear and easily accessible guidance on payment procedures;
- Ensuring there is a system for dealing with complaints and disputes which is communicated to suppliers;
- Advising them promptly if there is any reason why an invoice will not be paid to the agreed terms.
Encourage good practice
- By requesting that lead suppliers encourage adoption of the Code throughout their own supply chains.
How can suppliers help to aid prompt payment of their invoices
- Address the invoice to: Aquis House, 49-51 Blagrave Street, Reading, RG1 1BU (invoices processed by the onsite shopping centre teams / agents are to be sent direct to them);
- Email the invoice to: firstname.lastname@example.org (unless the invoice is to be processed by the onsite shopping centre teams / agents, in this case the invoice should be sent direct to the appropriate centre / agent).
Other required information:
- Detail on the invoice the full legal name of your company, address, VAT number, company registration number and contact details to help with any payment related queries;
- Ensure the invoice is raised in the name of the correct Hammerson entity, e.g. Hammerson UK Properties plc, Hammerson Group Management Ltd, Union Square Developments Ltd;
- Ensure the invoice includes an invoice number and invoice date;
- Include a detailed description of the goods or services;
- Include the property name(s) to which the goods or services relate if applicable;
- UK suppliers registered for the Construction Industry Scheme who are standard or higher rated must detail their UTR number on the invoice. Labour and material costs must be shown separately on the face of the invoice to ensure an accurate deduction is made for HMRC. Invoices that do not comply with this will either be returned or may incur a 30% deduction;
- Include your company bank account details on the invoice. For sterling payments we require the bank account number and sort code. For international payments we require the International Bank Account Number (IBAN) and Bank Identifier Code (BIC);
- Ensure the initiators name is detailed on the invoice. The initiator is the Hammerson contact who will be approving your invoice for payment or who requested the goods or services;
- Ensure the amount being invoiced has been agreed in advance with the initiator;
- Ensure invoices are not issued in advance of goods and services having actually been verified as delivered or received unless otherwise agreed with the initiator, e.g. a deposit or payment on account;
- If payment was originally made on a pro-forma invoice, clearly identify on the subsequent VAT invoice that payment has already been received;
- Credit notes to detail the invoice number(s) to which they relate.
Invoices that do not contain the appropriate information may be returned with a request to provide a revised invoice which does comply with the above requirements.
Payment methods and terms
Hammerson is able to pay suppliers by BACS (preferred method), CHAPS, manual cheque (exceptional circumstances) and international payments. Our standard payment terms are 30 days from receipt of the invoice.
New supplier / change of supplier details
To reduce the risk of payments to fraudsters Hammerson follows a verification process when setting up new suppliers or when suppliers change company details. To help reduce the risk of delayed payment to new suppliers or those who change their details, we request suppliers provide the following information on company headed paper: company name; address; contact details; VAT number; company registration number; IBAN and BIC details for international payments; and bank account number and sort code for sterling payments. If you are Construction Industry Scheme registered you are also required to provide your Unique Tax Reference, tax status (gross, standard or higher rated). Please email the details before submitting your invoice to email@example.com.
Complaints and disputes
If a complaint or dispute arises in relation to an invoice, the Hammerson initiator should contact the supplier immediately with an aim to resolve the problem so that the invoice can still be paid on time. In the exceptional situation preventing payment within the 30 days of receipt, the Hammerson initiator should inform the supplier immediately.
Payment query helpline
Please email payment queries to firstname.lastname@example.org which is monitored regularly throughout the day by the Hammerson Accounts Payable team. To escalate a payment query please email the Hammerson Financial Accountant via Darren.Evestaff@hammerson.com. Payment queries relating to expenditure processed by the onsite shopping centre teams should be discussed directly with them.
Raising a concern
Hammerson takes its corporate responsibility very seriously and would urge any individual (or supplier) that suspects any wrongdoing, and has evidence to corroborate it, to report it to Hammerson via our whistle-blowing mechanisms.
Concerns can be raised by:
- Calling: General Counsel and Company Secretary Direct dial +44 (0)20 7887 1000 (switchboard)
- Emailing: email@example.com
- Writing: General Counsel and Company Secretary Hammerson plc Kings Place, 90 York Way London N1 9GE Please mark your envelope “Addressee Only”