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It explains how to establish cost separation through account codes, how affected-party claims are submitted and reclaimed, and how logistics teams maintain daily cost totals and responder timesheets. Appendices provide a cost estimate form, indicative response costs, and a draft guarantee letter template.",{"@graph":14,"@context":73},[15,34,56],{"@type":16,"itemListElement":17},"BreadcrumbList",[18,23,27,31],{"item":19,"name":20,"@type":21,"position":22},"https://docshare.wps.com","Home","ListItem",1,{"item":24,"name":25,"@type":21,"position":26},"https://docshare.wps.com/template/","Template",2,{"item":28,"name":29,"@type":21,"position":30},"https://docshare.wps.com/template/forms/","Forms",3,{"item":32,"name":10,"@type":21,"position":33},"https://docshare.wps.com/template/hawkes-bay-marine-oil-spill-contingency-plan-annex-9-financial-procedures-and-protocols/279168/",4,{"url":32,"name":10,"@type":35,"image":36,"author":41,"headline":10,"publisher":44,"fileFormat":47,"inLanguage":8,"description":12,"dateModified":48,"datePublished":49,"encodingFormat":47,"isAccessibleForFree":50,"interactionStatistic":51},"DigitalDocument",{"url":37,"@type":38,"width":39,"height":40},"https://docshare.wps.com/thumbnails/hawkes-bay-marine-oil-spill-contingency-plan-annex-9-financial-procedures-and-protocols/279168.png","ImageObject",442,249,{"name":42,"@type":43},"Ava Thompson","Person",{"url":19,"name":45,"@type":46},"DocShare","Organization","application/pdf","2026-10-22","2026-09-15",true,{"@type":52,"interactionType":53,"userInteractionCount":55},"InteractionCounter",{"@type":54},"ViewAction",10,{"@type":57,"mainEntity":58},"FAQPage",[59,65,69],{"name":60,"@type":61,"acceptedAnswer":62},"How must spill response expenditures be processed?","Question",{"text":63,"@type":64},"All spill response expenditure must be made through the normal financial procedures of the Hawke’s Bay Regional Council (HBRC). Contractors and suppliers must use an HBRC order number and receive authorization from personnel with the appropriate financial delegations.","Answer",{"name":66,"@type":61,"acceptedAnswer":67},"What approvals are required for expenditures above financial delegations?",{"text":68,"@type":64},"The Regional On-Scene Commander has a $250,000 financial delegation. Expenditures beyond this require approval of the HBRC Chief Executive, and if costs are likely to exceed the delegation the Nation On-Scene Commander should be consulted to determine whether a Tier 3 response is more appropriate.",{"name":70,"@type":61,"acceptedAnswer":71},"What information must responders and logistics teams maintain to control spill costs?",{"text":72,"@type":64},"Responders must code their time to the appropriate code and maintain daily timesheets using the HBRC system; non-HBRC responders must use the provided timesheet template and submit it to the Logistics Team or HBRC Finance. The Logistics Team must maintain a daily total of response costs and notify the ROSC to ensure limits are not exceeded, or transition to Tier 3 if more appropriate.","https://schema.org",{"og:url":32,"og:type":75,"og:title":10,"og:site_name":45,"og:description":12},"article",{"robots":77,"canonical":32},"index,follow",{"doc_id":79,"site_id":7},279168,1789516403,{"code":4,"msg":82,"data":83},"success",[84,89,94,99,104,109,113,118,123],{"id":85,"doc_module":22,"doc_module_name":25,"category_name":86,"show_sort_weight":87,"slug":88},11,"Presentations",90,"presentations",{"id":90,"doc_module":22,"doc_module_name":25,"category_name":91,"show_sort_weight":92,"slug":93},12,"Resumes",80,"resumes",{"id":95,"doc_module":22,"doc_module_name":25,"category_name":96,"show_sort_weight":97,"slug":98},14,"Invoices",70,"invoices",{"id":100,"doc_module":22,"doc_module_name":25,"category_name":101,"show_sort_weight":102,"slug":103},15,"Posters",60,"posters",{"id":105,"doc_module":22,"doc_module_name":25,"category_name":106,"show_sort_weight":107,"slug":108},16,"Social Media",50,"social-media",{"id":110,"doc_module":22,"doc_module_name":25,"category_name":29,"show_sort_weight":111,"slug":112},17,40,"forms",{"id":114,"doc_module":22,"doc_module_name":25,"category_name":115,"show_sort_weight":116,"slug":117},18,"Letters",30,"letters",{"id":119,"doc_module":22,"doc_module_name":25,"category_name":120,"show_sort_weight":121,"slug":122},21,"Paper Templates",5,"papers-templates",{"id":124,"doc_module":22,"doc_module_name":25,"category_name":125,"show_sort_weight":4,"slug":126},158,"General","general-158",{"code":4,"msg":82,"data":128},{"doc_id":79,"user_id":129,"nickname":42,"user_avatar":130,"doc_module":22,"category_id":110,"category_name":29,"doc_title":10,"doc_description":12,"doc_content":131,"file_id":132,"file_url":133,"file_type":134,"file_size":135,"view_count":55,"is_deleted":4,"is_public":22,"is_downloadable":22,"audit_status":22,"page_count":136,"language":137,"language_code":8,"site_id":7,"html_lang":8,"table_of_contents":138,"faqs":139,"seo_title":140,"seo_description":12,"update_tm":80,"read_time":26},1649267921044,"https://us-avatar.wpscdn.com/avatar/1800007509477c92dfb?_k=1786009248482753345","Hawke’s Bay Marine Oil Spill Contingency Plan  \nAnnex 9 Financial Procedures and  \nProtocols  \nContents  \nAnnex 9 – Financial Procedures and Protocols  \n9.1 Hawke’s Bay Regional Council financial procedures 247  \n9.2 Claims from affected parties 247  \n9.3 Estimating spill costs 247  \n9.4 Responder timesheets 247  \nAppendix A Spill response cost estimate form 248  \nAppendix B Indicative response costs 249  \nAppendix C Draft Letter of Guarantee 250  \nAnnex 9 – Financial Procedures and Protocols  \nThe financial aspects of any spill response need to be carefully recorded to ensure that all costs can be recovered from the spiller.  \n9.1 Hawke’s Bay Regional Council financial procedures  \nAll expenditure related to the spill response must be done through the normal financial procedures of the regional council.  \nWhere contractors and suppliers are utilised they must be provided with an HBRC order number for the work and any order must be authorised by personnel with the appropriate financial delegations.  \nThe Regional On-Scene Commander has a financial delegation of $250,000 . Expenditure beyond this amount will require approval of the HBRC Chief Executive. If costs are likely to exceed this delegation, then the Nation On-Scene Commander should be consulted to determine if a Tier 3 response would be more appropriate.  \nFor spills that are likely to incur costs above $5000, it is appropriate to establish an account code to maintain all costs separate from other regional council expenditure. This should be requested early in the response if likely to be required.  \n9.2 Claims from affected parties  \nIn the response to a spill other parties may be impacted as a result of oiling or damage from spill operations. Where this occurs all claims should be made to Hawke’s Bay Regional Council and these costs will be reclaimed from the spiller.  \nA draft letter of guarantee template is shown in the appendix.  \n9.3 Estimating spill costs  \nEstimates of spill costs can be made to ensure that the response will remain within any financial limits, or notification and approval can be sought where the financial limits may be exceeded. A number of forms are provided in the appendix to support the estimation of potential spill costs.  \nThe Logistics Team should maintain a daily total of response costs and notify the ROSC to ensure that limits are not exceeded, or the response is transitioned to a tier 3 if deemed more appropriate.  \n9.4 Responder timesheets  \nAll responders must code their time to the appropriate code and maintain daily timesheets using the HBRC system. Where the responder is not from HBRC they must maintain a timesheet (template provided in the appendix) and provide this to the Logistics Team or HBRC Finance department.  \nAppendix A Spill response cost estimate form  \nESTIMATE OF RESPONSE COSTS  \n\n| MONITORING (Including sampling) |  |  |\n| --- | --- | --- |\n| Personnel hrs @ Amount |  |  |\n|  | hrs | @ |\n| Launch hire | hrs | @ |\n| Aircraft hire | hrs | @ |\n| CLEAN UP SEA |  |  |\n| Labour | hrs @ |  |\n| Supervision | hrs @ |  |\n| Aircraft hire | hrs @ |  |\n| Tug hire | hrs @ |  |\n| Launch hire | hrs @ |  |\n| Dispersant | ltr @ |  |\n| Absorbent booms | mtr @ |  |\n| FORESHORE |  |  |\n| Labour | hrs @ |  |\n| Supervision | hrs @ |  |\n| Degreaser | ltr @ |  |\n| Absorbents | hrs @ |  |\n| Plant | hrs @ |  |\n| DISPOSAL |  |  |\n| Labour | hrs @ |  |\n| Truck | hrs @ |  |\n| Dump Fee | hrs @ |  |\n| EQUIPMENT CLEAN/REPACK |  |  |\n| Labour | hrs @ |  |\n| Degreasant | ltr @ |  |\n| Material |  |  |\n\nTOTAL    \nAppendix B Indicative response costs  \nINDICATIVE COSTS EQUIPMENT AND LABOUR  \n$  \nFLOATING PLANT  \nTug  \nPilot Boat  \nPilot  \nSurvey Boat  \n(Inc Crew)  \n(Inc Crew)  \n(Inc Crew)  \nper movement per hr  \nper movement per hr  \nper movement per hour (if required)  \nper movement per hr  \n4635.00+ GST 2575.00+ GST 1545.00+ GST 380.00+ GST  \nSHORE PLANT  \nForklift 4 .5t (Inc driver) Napier Port per hr 205.00+ GST  \nTruck (Hino) (Inc driver) H. B. R.C ","cbCainVn4QaiE8FP","https://ap.wps.com/l/cbCainVn4QaiE8FP","pdf",1368699,6,"English","# Annex 9 – Financial Procedures and Protocols\n## 9.1 Hawke’s Bay Regional Council financial procedures\n## 9.2 Claims from affected parties\n## 9.3 Estimating spill costs\n## 9.4 Responder timesheets\n## Appendix A Spill response cost estimate form\n## Appendix B Indicative response costs\n## Appendix C Draft Letter of Guarantee","[{\"question\":\"How must spill response expenditures be processed?\",\"answer\":\"All spill response expenditure must be made through the normal financial procedures of the Hawke’s Bay Regional Council (HBRC). Contractors and suppliers must use an HBRC order number and receive authorization from personnel with the appropriate financial delegations.\"},{\"question\":\"What approvals are required for expenditures above financial delegations?\",\"answer\":\"The Regional On-Scene Commander has a $250,000 financial delegation. Expenditures beyond this require approval of the HBRC Chief Executive, and if costs are likely to exceed the delegation the Nation On-Scene Commander should be consulted to determine whether a Tier 3 response is more appropriate.\"},{\"question\":\"What information must responders and logistics teams maintain to control spill costs?\",\"answer\":\"Responders must code their time to the appropriate code and maintain daily timesheets using the HBRC system; non-HBRC responders must use the provided timesheet template and submit it to the Logistics Team or HBRC Finance. The Logistics Team must maintain a daily total of response costs and notify the ROSC to ensure limits are not exceeded, or transition to Tier 3 if more appropriate.\"}]","Hawke’s Bay Marine Oil Spill Contingency Plan - Annex 9 - Financial Procedures and Protocols | PDF"]