Requesting a permit application fee refund

We consider refunding application fees only in exceptional circumstances and only when those circumstances justify a refund. Learn more on this page.

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When you apply for a petroleum or minerals permit, you are normally charged an application fee to cover the cost of assessing your application.

Application fees are generally non-refundable, regardless of the outcome of the application. They are set on a cost-recovery basis, which means your fees cover the cost of assessing your application.

Time spent on applications that are later refunded reduce the effectiveness of the cost recovery mechanism. This mechanism is needed to maintain the integrity and sustainability of the cost recovery system that supports the permit regime.

The Crown Minerals (Petroleum Fees) Regulations 2016 and the Crown Minerals (Minerals Fees) Regulations 2016 set out that refunds are only considered in exceptional circumstances. If we consider that exceptional circumstances exist, we will then determine whether these circumstances justify a refund.

We cannot consider or process refund requests while an application is still being assessed. A refund can only be requested after an application has been withdrawn, not accepted for assessment, or declined.

When we may approve application fee refunds

We may approve a refund if we consider that exceptional circumstances exist, and if we think a refund is justified.

1. Determining whether exceptional circumstances exist

We consider exceptional circumstances to be situations that fall outside the normal, expected risks of making an application.

They may include:

  • whether any action on our part, such as delays or mistakes, unfairly affected an application
  • unforeseeable or unavoidable events that prevented an application from being accepted or processed, which the applicant could not reasonably have known about before applying
  • new circumstances, which could not reasonably have been anticipated, arising after an application is submitted that change the legal or factual basis of the application, meaning it cannot be lawfully progressed. For example, a new court order or statutory prohibition that legally prevents the proposed activity.

We are unlikely to consider the following as exceptional circumstances:

  • Applications that are withdrawn, not accepted for assessment or declined because they are incomplete, missing required information, or otherwise not ready for processing.
  • Circumstances that were known, or should reasonably have been known, before applying.
  • A change of mind after applying, including in situations where concerns have been raised by Iwi, the public or the community following consultation.
  • Business, commercial, or financial decisions that mean you no longer wish to proceed with your application.
  • Financial hardship, whether related to the fee or that arises during processing.
  • Technical issues, errors, or oversights within your control, such as submitting the wrong documents or applying for the wrong permit type.
  • Not correctly understanding the permit process.
  • Not ensuring the permit area was available before applying.
  • Failing to check relevant resources, such as natural hazard areas or covenants, before applying.

2. Determining whether a refund is justified

If exceptional circumstances are established, we then consider whether a refund is justified. 

We balance fairness to applicants with the need to maintain the integrity and sustainability of the cost recovery system that supports the permit regime. 

We consider:

  • the amount of work already completed in assessing an application
  • whether any action on our part, such as delays or mistakes, unfairly affected an application.  

How to apply for a refund

  1. Prepare evidence to support your request, such as correspondence, reports, screenshots or other documentation.
  2. Complete the request form:
    APP16 Refund request form [PDF 357KB]
  3. Provide proof of the bank account you want the refund credited to.
  4. Email or post your completed request form and supporting evidence to:
    • Email – nzpam@mbie.govt.nz
    • Postal address – New Zealand Petroleum and Minerals, PO Box 1473, Wellington 6140, New Zealand.

How we consider refund requests

We treat all applicants fairly and equitably and consider each request on a case-by-case basis, taking individual circumstances into account.

When we receive a request for a refund we will: 

  • Acknowledge receipt of your request.
  • Check that all required information and evidence has been provided. If not, we will ask you to provide additional information.
  • Determine whether there are exceptional circumstances and if a refund is justified.
  • Notify you of the outcome. If your request is declined, we will explain why.
  • If your request is approved, we will credit the refund to your nominated bank account.

Relevant requirements in the Regulations

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