Travel and Subsistence Overview

 

What is the Travel and Subsistence service?

The service is for the online submission, approval and payment of travel and subsistence expense claims to staff at NUI Galway.

IMPORTANT: To comply with audit requirements, a printout of the claim along with all original receipts must also be posted in an official pre-printed NUI Galway expense claim envelope to the Payments Office NUI Galway.
Who can use the service?

The service is available to all NUI Galway employees and postgraduate students with a valid gight digit Employee Record (Core) payroll ID. For staff, this ID is displayed on the front of your NUI Galway payslip and begins with a zero and ends in the letter s.

How do I access the service?
  1. Activate your account as outlined below under "New Users" or "Existing Users"
  2. Follow the steps outlined in the "How To" document
  3. Login to the service
  4. For Client enter: U1
New Users

Log a ticket using the Service Desk Ticketing System under the category:
Accounts > Password & Permission > New Account > Financial Management (Agresso).  Under the  Agresso Roles, check the  Travel and Subsistence checkbox.

Existing Users

Login to Agresso you should see a Time & Expenses link in the bottom left menu. 
If you don't see the Time & Expenses link, please log a ticket with the Service Desk Ticketing System under the category: 
Accounts > Password & Permission > Permissions > Financial Management (Agresso). Under the  Agresso Roles, check the  Travel and Subsistence checkbox.

Useful links
AA Route Planner Click Here
Currency Rates/Conversion Click Here
Travel and Subsistence Rates Various Country Rates
Travel & Subsistence Policy Click Here

 

"How To" documentation & demo videos *

* Demo videos are in Windows Movie (.wmv)  format. 
To view the demos you may need Windows Media Player

 

How to access travel & subsistence online  PDF document  .
How to submit a travel & subsistence claim (Overview) PDF document Windows movie
How to submit a travel & subsistence claim (Full Guide) PDF document Windows movie
How to approve/reject  a travel & subsistence claim PDF document Windows movie
How to check approval status of and/print out a copy of an "active" travel & subsistence claim PDF document .
How to search for a "draft" travel and subsistence claim
(Use this document if you cannot find a claim you entered).
PDF document  .
How to change the subaccount (also termed budget code, cost centre or project code) for an entire claim or for individual expense items in a claim. PDF document .

 

Known Issue

Agresso at NUI Galway does not support Internet Explorer 10, preventing entry of a travel and subsistence claim and web requisition via IE10.

  • The “description” field on a travel and subsistence claim, which is mandatory, is greyed out preventing entry and therefore the claim from being completed.
  • The “product text” field on a web requisition, which is mandatory, is greyed out preventing entry and therefore the requisition being raised.

    If you are an IE 10 user Agresso support recommend that you either:

    1. Use the latest version of Mozilla Firefox or Google Chrome

      Or
    2. Revert to the previous version of Internet Explorer *on your desktop/laptop using the steps below:
      1. Download the this file
      2. Run the file as administrator 
      3. The install will pause at the end to show you the result
      4. A manual reboot is required to complete the update

    * This fix will revert you to the previous version of IE that was on your desktop/laptop, all which are supported by Agresso.  This fix also prevents future automatic updates of IE.