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NUI Galway, Administration Services, Finance Office, FAQ's

Accounts Payable
Payments
Payroll
Fees
General Accounting

Accounts Payable

What is the University’s VAT number?
What is the University's registered number?
When should a Purchase Order be processed through Accounts Payable?
What procedure must be followed to ensure timely payment of invoices?
When are payments made to suppliers?
Where can I get information on Intrastat?
When is interest payable under the Late Payment in Commercial Transactions Regulations 2002?
Who is authorised to issue purchase orders and to authorise payment of invoices?
Where can I get a list of Product Codes and Sub Accounts?
How do I request Accounts Payable to set up an account with a new supplier?

What is the University’s VAT number?

IE0022578J

What is the University's registered number?

The University is a registered charity and its number is CHY 1388

When should a Purchase Order be processed through Accounts Payable?

The University has implemented the facility to have all Purchase Orders raised by way of a 'web requisition' which, assuming budget availability, generates a P.O. for sending to the supplier. Our Procurement Policy http://www.nuigalway.ie/administration_services/procurement_office/internal/downloads/financial_policy.doc states that all procurements must be initiated by the P.O. process and those valued greater that €50,000 can only be initiated with a manual (versus web generated) P.O.

What procedure must be followed to ensure timely payment of invoices?

There are two principal methods by which you can ensure speedy payment for your purchases and both require you to take time to respond to deliveries of goods/services or INVOICES as follows:

a)   On satisfatory receipt of goods/services you have ordered by way of web ordering - log on to the system and GRN the
      receipt (i.e. confirm satisfactory receipt which is tantamount to authorising payment).
b)   If the web GRN process cannot be used (e.g. because the procurement was not initiated via web requisitioning)
      the supplier invoice will be sent to you in the internal mail by the A.P. Office. Your should cross check
      the details per the supplier invoice to the delivery docket or goods received note and if satisfied, code and authorise
      the invoice before returning it to A.P.

When are payments made to suppliers?

Suppliers are paid monthly provided the relevant invoice has been authorised via the web GRN process OR the authorised invoice is returned to Accounts Payable properly coded.

Where can I get information on Intrastat?

Information on Intrastat is available on http://www.revenue.ie/

When is interest payable under the Late Payment in Commercial Regulations 2002?

When Accounts Payable receives an invoice from a supplier it is registered on the system. The invoice is then forwarded to the relevant department for certification. If payment is not made on that invoice within 30 days from the date the invoice was logged, interest is charged at 9.5% of total invoice.

Who is authorised to issue Purchase Orders and to certify invoices for payment?

The Head of Discipline/Budget Holder authorises the issuing of Purchase Orders and certifies invoices for payment. The Budget Holder may delegate these functions to a staff member within the department who have been formally entered on the University’s register of approved purchasers and whose limits in relation to that function have been noted.

Where can I get a list of Product Codes and Sub Accounts?

Product Codes and Sub Accounts are available on this website - Accounting Codes section.

How do I set up an account with a new supplier?

If you raise a purchase order on a new supplier (i.e. a supplier who is not already established on the University's financial system) and you are confident that you will do so again within a year, you should request the Financial Accounting Office to establish the new supplier on the University's Financial System. This may be done by downloading the form from http://www.nuigalway.ie/administration_services/financial_accounting/documents/newsupplier_set_up_form.doc and sending it to the supplier, or requesting the A.P. or Payments Office to do so, by way of email request to the relevant office.

If you choose to send the form direct to the supplier yourself, you must ensure that they complete all relevant details and that they attach Tax Clearance, (see below) when returning the completed form to Financial Accounting.

Tax Clearance

If purchases from a supplier are of a value of €10,000 or more in a 12 month period, they must furnish us with an Irish Revenue Tax Clearance Certificate – even if they are based overseas – details available on http://www.revenue.ie/, (search Tax Clearance). The information necessary to properly complete the new supplier set up form, should only take a few moments to complete but the procurement of a Tax Clearance Certificate (if the new supplier does not already have one), may take 2 to 3 weeks.

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Payments

How do I claim for reimbursement of travel expenses?
Where can I get a Travel Expenses Claim form?
How often are claims paid?
Can reimbursement of expenses be paid into a bank account?
What is the procedure for making a claim for petty cash?
Where can cash and cheques received in a school/discipline/research centre be lodged?
What is Professional Services Withholding Tax?
How do I organise a once-off payment to a supplier in Euro?
How do I organise a once-off payment in a foreign currency?
How do I request Payments Office to set up an account with a new supplier?
What are the bank details for US Dollar and Sterling Accounts?

How do I claim for reimbursement of travel expenses?

A claim for reimbursement of Travel and Subsistence Expenses must be submitted on the Reimbursement of Travel Expenses form, duly completed with the appropriate GL and Sub account. Supporting receipts should be attached to the form where applicable. All claims must be countersigned in accordance with University Policy. See http://www.nuigalway.ie/financial_accounting/documents/travel_and_subsistence.doc, paragraph 3 on authorisation requirements.

Where can I get a Travel Expenses Claim form?

The Travel Expenses Claim form is available for download on http://www.nuigalway.ie/financial_accounting/documents/travel_expenses_claimform.xls

How often are claims paid?

Once-off claims are paid monthly if the claim is received in the Payments Office by the 15th of the month.

Can reimbursement of expenses be paid into a bank account?

If your salary/wages are paid into a bank account, any expenses claimed will be paid into the same account.

What is the procedure for making a claim for petty cash?

Claims for petty cash, accompanied by supporting receipts and signed by the Budget holder should be forwarded to the Payments Office. Amounts up to €250 can be paid in cash through the Payroll Office.

Where can cash and cheques received in a school/discipline/research centre be lodged?

Cash and cheques can be lodged directly with the Bank of Ireland Branch on Campus, giving the following details:

RESEARCH RELATED ACTIVITY NON RESEARCH RELATED ACTIVITY

          Bank of Ireland, 43 Eyre Square                        Bank of Ireland
           Account No: 21013054                                        Account No: 28453773
           IBAN No: IE 39 BOFI 903816 21013054                 IBAN No: IE 42 BOFI 903816 28453773
           BIC   BOFIIE2D                                                   BIC   BOFIIE2D.

Forward a memo to the Payments Office giving details of the amount lodged and the Sub Account (Cost Centre) to be credited. Cash and cheques can also be sent by registered post to the Payments office or can be brought personally to the Payments Office in the Quad for lodgement to the appropriate account.

What is Professional Services Withholding Tax?

P.S.W.T. is a 20% witholding tax which the University is obliged to deduct from payments to the self-employed providers of professional services. See http://www.revenue.ie/

How do I organise a once-off payment to a supplier in Euro?

If the supplier is 'once-off', so that there is no expectations of transacting further business with them, they may be paid without formal set-up on the Accounts Payable ledger. The purchase order plus the resultant invoice should be submitted to the Payments Office together with a note confirming that the supplier will not be used in future.

How do I organise a once-off payment in a foreign currency?

Foreign currency payments may be organised by completion of the appropriate form on http://www.nuigalway.ie/financial_accounting/documents/foreign_currency_bank_draft.pdf or

http://www.nuigalway.ie/financial_accounting/documents/foreign_currency_transfer_request.pdf

How do I request Payments Office to set up an account with a new supplier?

If you raise a purchase order on a new supplier (i.e. a supplier who is not already established on the University's financial system) and you are confident that you will do so again within a year, you should request the Financial Accounting Office to establish the new supplier on the University's Financial System. This may be done by downloading the form http://www.nuigalway.ie/administration_services/financial_accounting/documents/newsupplier_set_up_form.doc and sending it to the supplier, or requesting the A.P. or Payments Office to do so, by way of email request to the relevant office.

If you choose to send the form direct to the supplier yourself, you must ensure that they complete all relevant details and that they attach Tax clearance, (see below) when returning the completed form to Financial Accounting.

Tax Clearance

What are the bank details for US Dollar and Sterling Accounts?

Bank Name:                  Atlantic Bank /New York Commercial
Bank Address:              405 Park Avenue, New York 10022 USA
Account Name:             National University of Ireland Galway
Account Number:           000 1102737
Swift Code:                    ABNYUS33
Routing Number              21412114

Bank Name:                   Bank of Ireland
Bank Address:                P O Box 2386 Colvill House Talbot Street Dublin 1
Account Name:              National University of Ireland Galway
Account Number:            67232226
Sort Code:                      901394
IBAN:                             IE40 BOFI 9013 9467 232226
SWIFT ADDRESS/BIC     BOFIIE2D

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Payroll

What is the University's Registered Employer Number?
When are weekly wages and monthly salaries paid?
Why am I paying emergency tax?
Where you I get a PPS number?
How do I get a Certificate of Tax Credits?
How do I claim a rebate of tax?
What voluntary deductions can be made through the Payroll Office?
I want to start/amend/cease a voluntary deduction to my pay?
Can you explain variations in my salary?
How do I make a claim for part-time work?
How do I know if I am a new entrant or not?
Where can I get details of pay awards?
Where can I get a Certificate of Income form filled in?
Where can I get a P45?
Budget 2011 changes to Pensions?

What is the University's Employer Registered Number?

0022578J

When are weekly wages and monthly salaries paid?

Weekly employees are paid into their bank accounts on Friday of that week. Monthly employees are paid into their bank accounts on the 3rd last working day of the month (except December when salaries are paid on the last working day before Christmas). Fellowships are paid into their bank accounts on the 6th last working day of the month.

Why am I paying emergency tax?

When you begin work in NUI Galway you must hand in a P45 from your previous employer to the Payroll Office, who will apply for a Certificate of Tax Credits on you behalf. If you are taking up employment for the first time you must contact the Tax Office, Hibernian House, Eyre Square (Tel. 1890 777 425) for a Certificate of Tax Credits. The Tax Office will require your PPS No. and the University’s Registered No. which is 0022578J. If your Certificate of Tax Credits is not received in the Payroll Office emergency tax is applied to your salary.
Further information is available on http://www.revenue.ie/

Where can I get a PPS number?

A Personal Public Service number is obtainable from the Department of Social and Family Affairs, St Augustine Street, Galway. You will need to produce a Birth Certificate, a passport size photograph and a utility bill. A PPS number is required before commencement of employment in Ireland.
Further information is available on http://www.welfare.ie/

How do I get a Certificate of Tax Credits?

A Certificate of Tax Credits can be had by contacting the local Tax Office at Hibernian House, Eyre Square, telephone no. 1890 777 425

How do I claim a rebate of tax?

If you are due a rebate of tax if will be paid by the Payroll Office with the normal weekly/monthly payment.

What voluntary deductions can be made through the Payroll Office?

Deductions can be made for a number of voluntary insurance and saving schemes including V.H.I., St. Anthony’s Credit Union, Permanent tsb, Irish Life, Permanent Health Assurance Scheme, Voluntary Life Assurance Scheme, An Ciste Caranachta, Galway Hospice Foundation, An Post National Instalment Saving Scheme and the NUIG United Charities Group.

I want to start/amend/cease a voluntary deduction from my pay?

Complete the Payroll Deduction authorisation form, which can be downloaded from this site, and forward to the Payroll Office.

Can you explain variations in my pay?

If you receive a revised Certificate of Tax Credits, the changed to your Tax Credits will mean that you will be paying either more or less tax, which will be reflected in your pay.

How do I make a claim for part-time teaching?

The Claim for Payment in respect of part-time teaching form, which is available in College/School offices, and also on the this website, must be completed and signed by the Head of the School and/or Cost Centre owner and forwarded to the Payroll Office. Completed forms must be received in the Payroll Office by the 10th of the month in order to be paid in that month.

The cut-off date for Payroll Office accepting receiving claims for the December payroll is the 6th December.

How do I know if I am a new entrant or not?

Staff who have not been employed by NUI, Galway on or before 31st December 2010 are all considered as new entrants for the purpose of the reduced salary scale.

Staff who have been previously employed in the public service but not in NUI Galway should state this on their set up form giving the dates of employed etc. The reason for this is we are awaiting clarification from the Department of Education as to whether Public service in other institutions will count or not.

Where can I get details of pay awards?

Details are available on this website via a link from the Payroll section.

Where can I get a Certificate of Income form filled in?

Send the form to the Payroll Office to be completed. Please allow at least two working days for the form to be returned to you .

Where can I get a P45?

If you have ceased employment and you are sure that there are no other payments forthcoming for you from the University, contact the Payroll Office to request a P45.

Budget 2011 changes to Pensions?

Information on the changes is available at: http://www.revenue.ie/ & link to Annexes to 2011 Budget Measures.

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General Accounting

What is the University’s financial year?
Where can I get a list of General Ledger and Sub-Account codes?
What do I have if I discover an error on my account?
I have received an invoice from another university department for services provided, how do I deal with it?
How much is the Triennial Travel Grant worth?
Where will I get information on the Triennial Travel Grant?

What is the University’s financial year?

The financial year runs from 1st October – 30th September.

Where can I get a list of General Ledger and Sub-Account codes?

Both GL codes and Sub-Accounts codes are available on this website by following the appropriate link from the General Accounting section.

What do I have if I discover an error on my account?

Contact the appropriate section of Financial Accounting office giving details of the error and a journal will be written-up to rectify the error.

I have received an invoice from another university department for services provided, how do I deal with it?

Sign the invoice and code it correctly and forward to the Accounts Office. The invoice will be dealt with by way of an internal journal.

How much is the Triennial Travel Grant worth?

The current Triennial Travel Grant (2008-2011) is worth €1,905 for the 3 year period.

Where can I get information on the Triennial Travel Grant?

Information on the Triennial Travel Grant is available under Policies and Procedures on this website.

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Financial Accounting
National University of Ireland, Galway, University Road, Galway, Ireland.
Phone: +353 (0)91 524411 Ext: 2184,
E-mail: Financial Accounting
This page was last updated Thursday, December 22, 2011