Campus Visitors (External Examiners, Quality reviewers, Subject Specialists)

Traveling Expenses Policy Overview

At the University of Galway, Campus Visitors (External Examiners, Quality reviewers, Subject Specialists) are required to adhere to the QA304 and QA302 policies. Below are the key guidelines for travel expenses:

• Scope of Reimbursement: Reimbursement is restricted to expenses essential for work as a Campus Visitor at the University of Galway. Expenses outside this scope will not be reimbursed.
• Transportation: Use the most economical form of transport, such as standard or economy class for air travel, and public transportation for ground travel.
• Expense Documentation:
  • All expenses must be paid by the Campus Visitor (External Examiners, Quality reviewers, Subject Specialists) and will be reimbursed based on the original vouched receipts. Credit card slips alone are not accepted as valid proof of payment. 
    • External examiners are required to submit all receipts to externalexaminers@universityofgalway.ie. 
    • Quality reviewers must return receipts to the quality assurance office.
    • Subject Specialists must return receipts to the school/unit. 
    • Approvers must retain receipts for auditing and email them to the Timesheets Bureau.
• Currency Conversion: Convert all expenses to Euro using the Xe Currency Converter, applying the exchange rate from the receipt date.
• Transportation: Use the most economical transport available - standard or economy class for flights, and public transport for ground travel.
• Motor Travel: Reimbursement is €0.418 per kilometer traveled within Ireland. Mileage outside Ireland requires justification and will be considered case-by-case.
• Prohibited Expenses: Alcoholic beverages are not eligible for reimbursement.
• Reimbursement Policy for Accommodation:
  • Campus Visitors can arrange their own accommodation and flights and submit claims using the designated form along with supporting documents.
  • Alternatively, College/School staff can arrange travel on their behalf. For more details, please contact your School/College office.
  • Please note that the University does not make direct payments to hotels, travel agencies, or other third parties.

Submission Process & Deadlines For Campus Visitors (External Examiners, Quality Reviewers, Subject Specialists)

Submissions must be made within three months of work completion to ensure timely processing. Late claims require written justification

All Campus Visitors must be registered on the University’s HR/Payroll system. Please check your tax residency requirements before submitting claims (here).

To be included in payroll, the Approver must email the timesheet and, if applicable, expenses with legible receipts to the Timesheets Bureau by 5:00 p.m. on the 5th of each month (or the previous Friday if the 5th is a weekend). For December, the deadline is November 28th, 2025.

Payments follow the University’s monthly payroll schedule. Please see here for details.