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.  With invoice scanning now in place, the majority of Supplier Invoices must be approved on line via Agresso tasks.  It is the Budget Holders and nominees responsibility to ensure that these tasks are actioned and invoices approved in a timely manner.

When are payments made to suppliers?

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

Schedule of Payments for 2021
Payment Type Payment Date
ALL PAYMENTS 16th December 2020
Christmas Holidays - University Closed
Domestic/EU Euro payments 13/01/2021
GBP/US Dollar/International payments 20/01/2021
Domestic/EU Euro payments 27/01/2021
GBP/US Dollar/International payments 03/02/2021
Domestic/EU Euro payments 10/02/2021
GBP/US Dollar/International payments 17/02/2021
Domestic/EU Euro payments 24/02/2021
GBP/US Dollar/International payments 03/03/2021
Domestic/EU Euro payments 10/03/2021
GBP/US Dollar/International payments 17/03/2021
Domestic/EU Euro payments 24/03/2021
GBP/US Dollar/International payments 31/03/2021
Domestic/EU Euro payments 07/04/2021
GBP/US Dollar/International payments 14/04/2021
Domestic/EU Euro payments 21/04/2021
GBP/US Dollar/International payments 28/04/2021
Domestic/EU Euro payments 05/05/2021
GBP/US Dollar/International payments 12/05/2021
Domestic/EU Euro payments 19/05/2021
GBP/US Dollar/International payments 26/05/2021
Domestic/EU Euro payments 02/06/2021
GBP/US Dollar/International payments 09/06/2021
Domestic/EU Euro payments 16/06/2021
GBP/US Dollar/International payments 23/06/2021
Domestic/EU Euro payments 30/06/2021
GBP/US Dollar/International payments 07/07/2021
Domestic/EU Euro payments 14/07/2021
GBP/US Dollar/International payments 21/07/2021
Domestic/EU Euro payments 28/07/2021
GBP/US Dollar/International payments 04/08/2021
Domestic/EU Euro payments 11/08/2021
GBP/US Dollar/International payments 18/08/2021
Domestic/EU Euro payments 25/08/2021
GBP/US Dollar/International payments 01/09/2021
Domestic/EU Euro payments 08/09/2021
GBP/US Dollar/International payments 15/09/2021
Domestic/EU Euro payments 22/09/2021
GBP/US Dollar/International payments 29/09/2021
Domestic/EU Euro payments 06/10/2021
GBP/US Dollar/International payments 13/10/2021
Domestic/EU Euro payments 20/10/2021
GBP/US Dollar/International payments 27/10/2021
Domestic/EU Euro payments 03/11/2021
GBP/US Dollar/International payments 10/11/2021
Domestic/EU Euro payments 17/11/2021
GBP/US Dollar/International payments 24/11/2021
Domestic/EU Euro payments 01/12/2021
GBP/US Dollar/International payments 08/12/2021
Domestic/EU Euro payments TO BE CONFIRMED
GBP/US Dollar/International payments TO BE CONFIRMED

Disputed Invoices With invoice scanning now in place, the majority of Supplier Invoices must be approved on line via Agresso tasks.  It is the Budget Holders and nominees responsibility to ensure that these tasks are actioned and invoices approved in a timely manner. 

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 on Agresso and is out with relevant Unit awaiting approval

B = Invoice has been approved for payment to be included in the next scheduled payment run (lack of valid Tax Clearance Certificate may delay payment)

C = Invoice has been paid

None of the above:  Invoice hasn't been received by the Accounts Payable Office so please arrange for the supplier to email PDF Invoice(s) to SupplierInvoices@nuigalway.ie 

 

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.