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 2022
PAYMENT TYPE PAYMENT DATE
Domestic/EU Euro payments 1st June 2022
GBP/US Dollar/International payments 8th June 2022
Domestic/EU Euro payments 15th June 2022
GBP/US Dollar/International payments 22nd June 2022
Domestic/EU Euro payments 29th June 2022
GBP/US Dollar/International payments 6th July 2022
Domestic/EU Euro payments 13th July 2022
GBP/US Dollar/International payments 20th July 2022
Domestic/EU Euro payments 27th July 2022
GBP/US Dollar/International payments 3rd August 2022
Domestic/EU Euro payments 10th August 2022
GBP/US Dollar/International payments 17th August 2022
Domestic/EU Euro payments 24th August 2022
GBP/US Dollar/International payments 31st August 2022
Domestic/EU Euro payments 7th September 2022
GBP/US Dollar/International payments 14th September 2022
Domestic/EU Euro payments 21st September 2022
GBP/US Dollar/International payments 28th September 2022
Domestic/EU Euro payments 5th October 2022
GBP/US Dollar/International payments 12th October 2022
Domestic/EU Euro payments 19th October 2022
GBP/US Dollar/International payments 26th October 2022
Domestic/EU Euro payments 2nd November 2022
GBP/US Dollar/International payments 9th November 2022
Domestic/EU Euro payments 16th November 2022
GBP/US Dollar/International payments 23rd November 2022
Domestic/EU Euro payments 30th November 2022
GBP/US Dollar/International payments 7th December 2022
Domestic/EU Euro payments 14th December 2022
GBP/US Dollar/International payments 20th December 2022
UNIVERSITY CLOSED - CHRISTMAS BREAK
Domestic/EU Euro payments 11th January 2023
GBP/US Dollar/International payments 18th January 2023

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

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 onvoice of an in 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.

E-Invoice Approval Quick Guide

E-Invoice Approval Quick Guide