Information Solutions and Services, NUI Galway

Warning: Your browser doesn't support all of the features in this Web site. Please view our accessibility page for more details.

Quick Search [?]WHAT IS THIS?
Searches this and other areas of the Web site as you type. Results appear on this page.
Also searches the entire Web site (with results on a new page) if you press enter or click on 'Go'.

Travel and Subsistence - FAQs

------------------------------------------------------------------------------------------------------------------------------------------------------------------------

General

What is a subaccount?
A subaccount is a cost centre (also termed budget code or project code) against which expense claims are made.
The system assigns a default subaccount to each user based on information in the CORE HR system.

What subaccounts can I submit a travel and subsistence claim against?
Claims can only be submitted against D* and R* but not C* subaccounts. Also note that claims cannot contain a mix of expenses between D* and R* subaccounts

Can advances be claimed using travel and subsistence online?
Whilst advances are permissable under policy, they cannot be claimed using the online service and should instead be claimed by submission of an authorised email to the Payments Office, Financial Accounting with full details of the trip.

Can visitors (e.g. external examiners, interviewees, Udaras members) to the University submit claims using the online system?
No visitors can use the Excel expense claim form located here.

Where can I get assistance/support?
Accessing/Using the service: Please see the How To Documentation and Self Help Videos.
Financial processes or procedures: Please send an e-mail to travelandsubsistencenuigalway.ie

What internet browser can claims be submitted using?
It is recommended to use up-to-date versions of Internet Explorer, Firefox. There are some known issues with Safari.

Submitting Claims

Which travel type do I choose when entering my claim?
This depends on the type of expenses on your trip. Click here for an explanatory note to help you select the appropriate travel type.

For claiming kilometres what do I enter?
The system doesn't calculate the distance between locations. You just need to enter the amount of KMs travelled in the No. km/Base Amount field.

What are the rates per kilometre?
As of July 1st 2011 the rates are as follows:
39.11 per KM for claims under the threshold of 12,500 kms per academic year
21.22 per KM for claims over the threshold of 12,500 kms per academic year

Can I change the "system" currency exchange rate?
Yes the system automatically updates weekly but it is also possible to change this manually.

Can I change the currency type for an expense item?
Yes this is possible, but note there is a technical issue with this so please follow exactly as outlined below.
Enter the amount in the Base Amt/No. of KMs field, then TAB key to move to the next field

There is no subsistence/conference rate for a country what can I do?
The system doesn't list every country. However the subsistence and conference rates are listed in this rate file. Select the appropriate rate from this file, enter your expense claim as a vouched expense travel type, and choose the appropriate expense item from the options listed e.g. subsistence over 10 hours etc, subsistence over 24 hours.

Can I change the default subaccount for an entire claim or line by line expense items?
Yes, click this link for the "How To Document" on how to change the default subaccount.

Why do I need to print out a copy of my claim?
NUI Galway's travel & susbsistence policy requires that a paper version (printout) of the claim and ALL original receipts must be submitted to the Payments Office. Please use an official prepritned NUI Galway expense claim envelope for this and only submit one claim per envelope. Only send on the paperwork AFTER it has been approved by the approver online. Failure to adhere to this could lead to significant delays in processing your claim.

Does the print out of the claim form require signature?
No this is not required unless specified to you by the budget holder.

Where can I get NUI Galway expense claim envelopes?
Envelopes should be available your office administrator or can be requested by eMail mary.halpinnuigalway.ie

Who needs to approve my expense claim?
Every expense claim must be approved by the budget holder of the subaccount (cost centre). If the rank of the claimant is higher in the than the budget holder, then a second approval is required. This is in accordance with the NUI Galway's Travel & Subsistence policy. ALL claims greater than €2000 must be approved by the budget holder AND an appropriate UMT member.

Triennial Travel Grant

How do I enter a claim against my Triennial Travel Grant?
Enter the claim as normal except for each item please choose Triennial travel Grant from the dropdown menu under Expense Item.

Tracking claims / claim notifications

How do I check where my active claim is in the process/print out a copy of it?
You can check the various stages of your claim in the process and/or print out a copy of it by following this How To Document.

I cannot locate my claim is there way to view "draft" claims?
Usually if somebody cannot locate an expense claim it has been saved as "draft". For a "How To" document on searching for a "draft" travel and subsistence claim click this link.

What notifications will I get, as an approver, regarding travel and subsistence claims?
Approvers with a valid NUI Galway e-mail address will receive an e-mail once a claim has been submitted against a budget of which they are budget holder. Approvers with a specific role in the organisation will receive an e-mail if a claim requires their approval as well as the budget holder's approval.

What notifications will I get, as a claimant, from travel and subsistence?
Claimants with a valid NUI Galway e-mail address receive an email notification when their claim has been approved by the final approver    A printout of the claim along with ALL receipts should then be sent in the preprinted envelope to the Payments Office for payment. Claimants receive an e-mail, with remittance advice attached in a PDF file, advising them when the claim has been paid.

How do I deal with a rejected claim?
Claimants receive an e-mail if the claim has been rejected by an approver. You do not have to re-enter the entire claim, just log on and select the claim from the "rejected claim items" then modify the appropriate part of the claim.  Click save to resubmit to the approver. Rejected claims cannot be removed from the system.

Notifications are getting delivered to my Junk eMail folder what can I do?
You can set up Agresso to be a "safe sender" using this this link.

Claim Payments

How long will it take for my claim to be paid?
A payment run takes place weekly on Friday. Claims that are in budget, have been approved by all requisite approvers online AND for which the claim form printout and all receipts have reached the Payments Office by close of business each Wednesday evening will be processed in the payment run. Payment should reach you within five working days after the payment run.

How will I recieve payment?
Claims will be paid into the same bank account into which your NUI Galway salary/wages are paid.

Approving Claims

Why am I an approver?
Good governance and best practice require openness, accountability and transparency in financial matters and a basic requirement in processing travel and subsistence claims is that they be approved at an appropriate level.

Every budget holder is an approver for their designated subaccount (also termed cost centre, budget / project code) and must approve all claims submitted on that subaccount. Approvers may also be employees that have a senior role in the organisation (e.g. Deans and Vice Presidents) who may have to approve claims in this role. See approval matrix here.

Can an approver appoint a nominee/subsitute to approve claims?
Yes but the approver/budget holder must select a nominee/substitute who is aware of the University’s Travel & Subsistence (T & S) policy and will only approve T & S expense claims in compliance with it. The nominee/substitute will have approval permissions on every Expense Claim sent to the Approver/budget holder i.e. it is not possible to restrict approval permissions to specific subaccount..

The nominee/substitute must ensure that the claimant has entered adequate details for the T &S expense claim and has provided relevant receipts. It is the ultimate responsibility of the approver/budget holder to ensure that T & S Expense Claims are in compliance with T&S policy. To request this the approver/budget holder must send a mail to travelandsubsistencenuigalway.ie giving the name of the nominee/substitute.

As an approver are there reports I can access?
Yes, after logging click on the Reports menu bottom left. After this click on the Global reports folder on the top left and collapse the 6. Expenses folder for all expense reports.

Information Solutions and Services
Phone: Admin: eMail: Support ICT Regulations
This page was last updated Monday, April 15, 2013

Travel and Subsistence - FAQs

General

Submitting Claims

Triennial Travel Grant

Tracking Claims / Claim Notifications

Claim Payments

Approving Claims

General

Submitting Claims

Triennial Travel Grant

Tracking claims / claim notifications

Claim Payments

Approving Claims