Business Manager - Alys Freeman
Finance Manager - Maree Foster

All expenses must be approved by the budget holder prior to the spending taking place. If you have any invoices, receipts for reimbursement, please write your name and Department to be charged on the top of the receipt/invoice and take a photo or scan as a pdf and email them together with your bank account number to: finance@wgc.school.nz

No debt is to be incurred in the school name for personal purchases. The school has several government contracts and these are for school use only. Our Finance Manager is responsible for billing staff for any personal use/purchase of items such as photocopying, stationery etc. An invoice will be emailed to you. Please pay into the school bank account:

Account Name: Wellington Girls College

Account Number: 030518 0027013 002 or 02

Reference: Name and what payment is for

Finance Processes:

We have a payment run every Friday for reimbursements, 7 day supplier invoices, etc. We also have a payment run on the 20th of the month for our 20th of the month supplier payments.

If you are seeking reimbursement for expenses. please email finance@wgc.school.nz with:

· Scan or photo of the receipt

· Advise in your email who needs to be reimbursed

· Advise the Department/budget this relates to

· Include the recipient's bank account number in the email

Before you spend:

· Please check with your HOD or budget holder first that this is okay before you purchase or order anything

· Check the list of suppliers below, as we have accounts with various companies and shops around Wellington

All of Government Scheme (AOG)

We are part of the ‘All of Government’ Scheme (AOG) with the following businesses and receive extra discounts from them because of this. We would prefer you to use them for travel, accommodation, vehicle hire and stationery.

Orbit Travel – Flights, accommodation, vehicle hire – (See Finance Department and we will arrange this for you)

Avis/Hertz/Thrifty/Hirepool – Vehicle and van hire – (See Finance Department and we will arrange this for you)

PLD - Any Conference for PLD where there is a charge for Conference dinner, trips, quiz evenings, etc. the staff member will have to pay the Conference Organiser direct.

OfficeMax – Stationery – please order via your HOD (all HOD’s have been provided with details on how to open an account for their department)

Any class trips/extra curricular trips are to be approved by the Deputy Principal in charge of trips, Penny Greenwood. Once your class/extra curricular trip has been approved and you require flights and accommodation, etc. we prefer to use Orbit Travel as we receive heavily discounted travel, accommodation and vehicle hire. They have an online booking tool. We can view online all our bookings, flights and accommodation, dates for various staff at any time which has been invaluable in times of lockdowns, etc. when we have had to cancel many bookings. If you do want us to book flights, accommodation, vehicle hire through Orbit, please let finance know and we can arrange this for you. Orbit also can come and visit you to talk about the requirements of your trip as well as if you require, they can have a consultant at the Airport to help with booking in large groups before the flight.

Please note that any class trips which are out of town and require flights and accommodation and are related to the curriculum are classed as a voluntary contribution which is treated as a donation. If this is the case, payment can't be enforced and whether or not a student pays, they still are able to go on the trip.

Below is a list of our suppliers to save you having to pay for this yourself and be reimbursed.

Thorndon New World Card

If you want to purchase goods from New World, please come and see me as we have a New World charge card. We also have an account for click and collect through Thorndon New World. If you email finance@wgc.school.nz a list of what you would like and approximate date of when you would like to collect this and we will arrange this for you.

Purchase Orders

Just a reminder to remember to use your purchase order book where you are able to as we have accounts with many businesses. We would rather you encourage your Department to use a purchase order instead of using their own money and seeking reimbursement. If you don't have a purchase order book, please advise and finance will put one in your pigeon hole for you.

Using a purchase order book enforces the pre-approval process. This also makes purchases more transparent - especially for those who are not HOD's. We are audited and the auditor notes that we hold purchase order books and checks that they are used where possible. Using purchase orders to charge goods to our account with suppliers, helps us to negotiate discounts and/or receive discounts plus sponsorship with suppliers. This also allows us to see the true amount of business we are putting through each supplier as well as warranties being attributed to the school instead of a private individual. This also allows us to receive discounts from suppliers.

We have a card for New World and this is kept in the safe. If you would like to use the New World card, come and see the Finance Department anytime. We have accounts with the following businesses:

Online Suppliers

We can order online for you with the following suppliers:

· Amazon

· Fishpond

· Lighthouse Cinema

· MTA

Our preference is if you wish to place an order online, please email finance the link and advise quantities, etc. for each item and we will order and pay via the school credit card on your behalf.

If you would like anything from OfficeMax, please see or email Lorraine in reception of what you would like as Lorraine regularly puts an order through to them a couple of times a week.

If you want to order goods and are not sure if we have an account with a supplier, if you contact the finance department, we will be able to check if we have an account with the supplier.

Refunds for Parents for Cancelled trips, events, sports tournaments, etc: If you have class or extra curricular trips, sports tournaments, etc. planned and these are cancelled, please note parents will be refunded the amount they have paid minus any costs that the school has incurred. When emailing out to parents re: trips, sports tournaments, music trips, etc. please let parents know in your email that if the event/trip is cancelled they will receive a refund for what they have paid minus any costs we have incurred for this.

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