Latest News

Payroll Deadlines:

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Please note our office will be undergoing renovation work to create a more modern and comfortable workspace for everyone. 

The renovation will begin on 10th June and is expected to last for several weeks.

During this period, our physical office will be closed. However, we remain fully operational and committed to providing you with uninterrupted support.

 For any assistance or inquiries, please reach out to us:

• Payroll: payroll@universityofgalway.ie
• Travel & Subsistence: expenses@universityofgalway.ie
• Timesheets Bureau: timesheets.bureau@universityofgalway.ie

Microsoft Teams: You can contact us through MS Teams calls for any urgent matters.

 We appreciate your understanding and patience during this time.

 Thank you for your cooperation.

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Travel & Subsistence Expenses - Agresso

Expenses Claims Training available on Core Portal (Learning And Development)

• Tuesday 11th June 10 am
• Tuesday 23rd July 10 am

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Travel & Subsistence Expenses - Agresso

Expenses Claims Training available on Core Portal (Learning And Development)

18^th April from 14:00 to 15:30

25^th April from 10:00 to 11:30

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Travel & Subsistence Expenses - Agresso

To ensure the efficient processing of your claims, we kindly request your attention to the following guidelines before submitting: 

• Have you uploaded all relevant receipts, including those for flights, hotels, restaurants, taxis, trains, etc.? Original receipts are required and credit card slips are not acceptable (QA302 7.1.10 b) 
• Do I have the required Overnight and International Travel Form if applicable (QA302 4.6. & 7.1.1) 
• Please provide justification for not utilizing Club Travel for bookings. 
• Ensure clarity in stating travel dates and times (QA302 7.1.3) 
• For any conferences please attach the brochure for the agenda which includes meals provided. For meetings attended please attach the agenda, minutes of the meeting etc. (QA302 7.1.2) 
• Furthermore, claims requiring reimbursement after 3 months from the incurred date will need approval from a University Management Team member (QA302 7.1.10 a). Please ensure to include this approval if applicable. 
• We can only process claims if funding is still available, and the cost centre must be active until the pay date.

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Student Ambassadors/Open Day Help etc

New Hourly Paid Employee Set Up Form (click here)

Visit the HR website for information on Teaching Support Staff Roles, including Student Ambassadors and Open Day Help (click here)

IMPORTANT! Payroll is not involved in employee setup. Form and queries must be sent to the HR team at casuals.setup@universityofgalway.ie.

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FINANCIAL ACCOUNTING OFFICE - Policies & Procedures

‌Access Policies & Procedures here

Financial Accounting Office Forms here

Travel & Subsistence Expense Policies: Guidelines for Efficient and Fair Reimbursement here

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Core Portal - Payslips

Steps are outlined on the HR website,  CorePortal User Guide 

Your username is your email address with your 8-digit Staff ID number (StaffID@universityofgalway.ie)

Log into CorePortal using your campus account credentials to access payslips online

For employees, there is no legal requirement to retain payslips for any specific duration. However, it's often practical to hold onto them for a few years. For instance, when applying for a mortgage or rental, lenders typically request the last three months of payslips as proof of income. Similarly, if you file an annual tax return, having several years' worth of payslips can be beneficial.

Given that many employers now offer digital payslips, it's simpler than ever to maintain a record of them instead of relying on paper copies.

Before concluding your employment with us, we recommend downloading your payslips

The University will be closed from 22^nd December 2023 until 3rd January 2024.  The pay date for December for monthly paid staff (including Hourly Paid Employees, P/time Employees & Pensioners) will be Wednesday 20^th December.  This means an earlier payroll cut-off date for changes and setting up new staff.  

Payroll Deadlines – December

• Final date for receipt of occasional staff timesheets is Friday 1^st December. Latest versions of the timesheets / forms are to be used and completed correctly to ensure no undue delays in the payment process. Timesheets/ forms can be accessed here.

• Monthly paid staff (including Hourly Paid Employees, P/time Employees & Pensioners) will be paid on Wednesday 20^th December.

• Revenue Commissioners will provide you with an end of year earnings statement when you apply via myAccount

Given that December is an exceptionally busy time for our Payroll & HR team, we would like to reiterate that the submission deadline for December will be strictly enforced. Claims submitted after December 1st will be processed and paid in the January 2024 payroll.

Payroll is not involved in employee setup. Forms and queries must be sent to the HR team at casuals.setup@universityofgalway.ie.

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Payroll & Expenses Travel & Subsistence Expenses - Agresso Training Platform

We've created an internal platform to streamline and simplify the management of travel and subsistence expenses for the University of Galway. This centralized platform serves as a one-stop solution for efficient expense claim processing and provides essential resources to all University employees and scholarship students involved in the reimbursement process. 

Please note that the Knowledge Hub is exclusively available for current active employees and students with their University of Galway email.

Link: Payroll & Expenses Travel & Subsistence Expenses - Agresso Training Platform

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Triennial Travel Grant - August 2023 update

QA323 Triennial Travel Grant Policy will cease being administered from October 2023.  The budget allocation for the Triennial Travel Grant (TTG) is no longer centralised and is now part of the devolved College non-pay expenditure budgets.  All travel and subsistence claims should now be processed under policy QA302 Travel and Subsistence Costs through Agresso Expenses.

The current TTG cycle covered the period October 2020 to September 2023 and any outstanding TTG claims should be submitted against the remaining grant balances.

If you have any queries, please contact expenses@universityofgalway.ie.

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Revenue & Payroll Session (30/05/2023)

Knowledge Hub Unveiled: Empowering Employees with Tax Insights and Revenue & Payroll Session can be accessed using the link below. 

Please note that the Knowledge Hub is exclusively available for current active employees (not students) with their University of Galway email.

Link: Revenue & Payroll Session (SharePoint.com)

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Payroll & Expenses Office SharePoint Site

Stay connected and up-to-date with the latest information! This valuable resource is exclusively available for current active employees (not students) with their University of Galway email.

Access our SharePoint site today and unlock a wealth of useful information, relevant links, upcoming payment dates, and instructional videos designed specifically for our employees. 

Check out our SharePoint site today! Join our SharePoint community and gain access to a centralised hub of important content. Visit Payroll & Expenses Office - Home (sharepoint.com) and stay informed.

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Illness Benefit Update on Sick Waiting Days

• Under the current Illness Benefit rules no payment is made for the first six “waiting days”.
• However, from March 2021 the waiting days will decrease from 6 days to 3 days.

Source: https://www.gov.ie/en/service/ddf6e3-illness-benefit/

• Staff on certified Sick Leave for greater than 3 days must apply to Social Welfare to claim Illness Benefit Payment,  to be paid into their personal Bank Account.
• The value of the Illness benefit received will automatically be taken from Employee's salary on the presumption that they have received the benefit.
• Please forward notification received from Social Welfare regarding your Illness Benefit Claim to payroll@nuigalway to ensure that deductions are in line with your claim.

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VHI Premium Waiver

• Your original VHI deduction is €100 per month
• Your total premium waiver is €120 but split over two months is €60 per month
• Your VHI deduction for June and July will be €40   (€100 - €60)
• Your VHI deducion for August 2020 to March 2021 will be €100, unless VHI advise otherwise

e-worker Tax Relief

Where the Government recommends that employers allow employees to work from home to support national public health objectives, as in the case of Covid-19, the employee may be entitled to make a claim under section 114 TCA 1997 in respect of vouched expenses incurred wholly, exclusively and necessarily in the performance of the duties of the employment.

More information about e-working and Tax is available on the citizens informaion website and Revenue website

E-working expenses calculation for claim by employee

Work related expenses eligible for tax relief may include heating, electricity, broadband, etc. NB it is only the ‘work’ (as opposed to ‘private’) element of expenses incurred that qualify for tax relief provided such costs are supported by receipts. Revenue outline in section 2.4 of the e-working and tax document how you calculate a reasonable amount to claim.

Method of claiming e-working expenses

Working expenses can be claimed by completing an Income Tax return. An individual can complete this form on the Revenue website as follows:

• sign into myAccount;
• click on ‘Review your tax’ link in PAYE Services;
• select the Income Tax return for the relevant tax year;
• select ‘Other PAYE Expenses’ in the ‘Tax Credits and Reliefs’ page and insert the amount of expense (E-working expense calculation) at the ‘Amount Claimed’ section.

As a claim may be selected for future examination, all documentation relating to a claim should be retained for a period of six years from the end of the tax year to which the claim relates.

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