Payment details for providers


Types of payments

There are two types of payments:

  • Block payments, where we pay for a certain number of hours or beds irrespective of usage
  • Child specific payments, where we commission care for a specific child

Securing block payments

Invoices for block payments are processed centrally, the purchase order will be 10 digits starting 900. Invoices should be addressed as follows and sent to [email protected] Please note this email address is for the submission of invoices and credit notes only.

Processing Centre
PO BOX 652
The Castle
Winchester
SO23 3NP

To enable your invoice to be processed please ensure that it is in the correct format with the relevant details included:

  • must be in PDF format
  • each individual PDF file must only contain one invoice
  • must clearly display the associated Purchase Order number
  • handwritten Purchase Order numbers are not acceptable as the system will be unable to process the invoice

Please note if your invoice does not meet the above criteria, it will be rejected and not processed for payment.

It is vital that invoices are sent directly to the address above to avoid a late payment. Advice for suppliers is available on the suppliers page.

Queries for block contracts

If your invoice is rejected or you have any queries you should contact the person who commissioned the service from you.

Securing payments for child specific care

Children’s Services will pay any invoices that match provisions on our care management system, Mosaic, and reject invoices that do not match. The team will email providers if they reject their invoices and will give them the reason for non-payment. Please be aware that:

  • invoices cannot be paid in advance
  • invoices should be submitted monthly in arrears i.e. January invoice should not be submitted before 1st February
  • we do not have capacity to process invoices for daily or weekly periods and will reject any invoices that charge on that basis
  • compliant invoices will be paid 30 days after receipt

Invoices must include the following information to be accepted for payment

  • The name of your organisation, your address and contact details.
  • The invoice should be addressed to
    Care Payments Team
    Adult’s Health & Care / Children’s Services (Shared Services)
    Hampshire County Council
    The Castle
    Winchester
    SO23 8UQ
  • A unique identification number (i.e. Invoice or Credit Note Number)
  • The Mosaic ID number of the young person you are charging for. If you do not know this then please provide enough detail so we can find the young person on our system, for example, the young person’s name and date of birth or the purchase order number.
  • The date of the invoice
  • The period the invoice covers.
  • The total amount being charged.

Please quote in the body of the invoice, the name of the service as recorded on our care management system if the name does not match the name on your invoice header.

VAT requirements

As a VAT registered organisation, any invoices we pay must be HMRC compliant and contain the total cost of service, VAT rate and amount and total amount due.

VAT invoices must be submitted in PDF format. For full details of invoice requirements for VAT invoices, see Invoicing and taking payment from customers (GOV.UK).

How to submit a child specific invoice

Invoices and credit notes should be submitted electronically through email attachment to [email protected]

Dealing with non-payment queries and the escalation process

If you have any queries regarding payments, send these to the relevant email addresses. The generic email address is manned every day and is worked on a date order basis by allocated members of the team. Please ensure that you do not copy [email protected] in to query emails as this email address is for initial submission of invoices only.

  • Send your Initial email to [email protected]
  • If you are unhappy with a response from the team, contact the Assistant Team Leader, [email protected] forwarding him the original emails sent to the team.
  • If you remain unhappy after receiving a response from Harry, email the Team Leader, [email protected] forwarding her the original emails sent to the team and emails to Harry.

If you remain unsatisfied after following the escalation route as above, you should send all the relevant emails to the Team Manager [email protected]

It is important that you follow the escalation route so that we can ensure that your query is dealt with promptly and at the appropriate level. However, should issues not be resolved to your satisfaction after contacting Romena, you can contact the Care Payments Service Manager [email protected]