Payments to Suppliers

The Accounts Payable Office is responsible for paying all NUI Galway suppliers.

NUI Galway can only pay valid invoices received from a supplier.  Each invoice is paid in accordance with the Statutory Legal Regulations governing Public Bodies, as prescribed by the Revenue Commissioners.

Under recent Government rules, NUIG is committed to paying all suppliers within 45 days of receipt of a valid invoice.  It is therefore imperative that all internal NUIG Units ensure that any invoices received by them, are approved/GRNs completed and forwarded to the Accounts Payable Office in a timely fashion.

When are payments made to suppliers?

NUI Galway pays its suppliers fortnightly by EFT (electronic funds transfer)

Schedule of Payments for 2020
Payment Type Cut-off Date Payment Date
Domestic/EU Euro payments 24th June 2020 1st July 2020
GBP/US Dollar/International payments 1st July 2020 8th July 2020
Domestic/EU Euro payments 8th July 2020 15th July 2020
GBP/US Dollar/International payments 15th July 2020 22nd July 2020
Domestic/EU Euro payments 22nd July 2020 29th July 2020
GBP/US Dollar/International payments 29th July 2020 5th August 2020
All Payment Types 5th August 2020 11th August 2020
System Update - No Payments 12th August 2020 19th August 2020
Domestic/EU Euro payments 19th August 2020 26th August 2020
GBP/US Dollar/International payments 26th August 2020 2nd September 2020
Domestic/EU Euro payments 2nd September 2020 9th September 2020
GBP/US Dollar/International payments 9th September 2020 16th September 2020
Domestic/EU Euro payments 16th September 2020 23rd September 2020
GBP/US Dollar/International payments 23rd September 2020 30th September 2020
Domestic/EU Euro payments 30th September 2020 7th October 2020
GBP/US Dollar/International payments 7th October 2020 14th October 2020
Domestic/EU Euro payments 14th October 2020 21st October 2020
GBP/US Dollar/International payments 21st October 2020 28th October 2020
Domestic/EU Euro payments 28th October 2020 4th November 2020
GBP/US Dollar/International payments 4th November 2020 11th November 2020
Domestic/EU Euro payments 11th November 2020 18th Novemeber 2020
GBP/US Dollar/International payments 18th Novemeber 2020 25th November 2020
Domestic/EU Euro payments 25th November 2020 2nd December 2020
GBP/US Dollar/International payments 2nd December 2020 9th December 2020
Domestic/EU Euro payments 9th December 2020 16th December 2020
GBP/US Dollar/International payments 16th December 2020 21st December 2020
CHRISTMAS HOLIDAYS
NB: If any information is omitted/incorrect on an Invoice or related Purchase Order, it will be returned and may miss the above cut off dates.

Disputed Invoices

Where a School/Discipline/Unit has a dispute in relation to an invoice or delivery, the unit which has made the purchase should contact the supplier directly to raise the query.

How do I check if a supplier is set up on Financial System?

Follow Agresso Menu (see below)

Supplier Status

I need to get a supplier setup on Financial System - what do I have to do?

‌Further information on the Supplier Setup Process and access to the Supplier Setup Form can be found at this link.

How to check the status of an invoice on Agresso

Follow Agresso Menu –  (see below)

Invoice Enquiry

Log on to Agresso. Go to the Reports / Accounts Payable and click on Invoice Payment Enquiries.

A = Invoice has been registered
B = Invoice has been approved for payment in next payrun
C = Invoice has been paid

None of the above: Invoice hasn't been registered / received by Accounts Payable Office yet.

Tax Clearance Requirements

In accordance with instructions issued by the Minister for Finance, NUI Galway, as a statutory body is obliged to seek a Tax Clearance Certificate each year in respect of each supplier to whom we make payments amounting in total to €10,000.00 or more.  This applies to both resident and non-resident suppliers. 

Payments held awaiting Tax Clearance Certificates will be paid in the next scheduled payment run following receipt of such certificates.

See here for further information. 

Codex/Print That – Media Linn/Three

These invoices are paid via spreadsheet upload. Invoices to be kept on file within each unit.

Apleona/Club Travel/CPL/Masterchefs/Sodexo/Students' Union Commercial Services 

Non PO P2P suppliers. A seamless and paperless automated workflow e-invoicing  process within Agresso for ordering, purchasing, approving, paying, and storing supplier invoices.

Datapac/Fisher Scientific/Sigma

P2P Punch Out/Catalogue Suppliers. A seamless and paperless automated workflow e-invoicing process within Agresso for ordering, purchasing, approving, paying, and storing supplier invoices.