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 QA302 Sustainable Travel Policy. Below are the key guidelines for travel expenses:

• Transportation: It is recommended to use the most economical form of transport, such as standard or economy class for air travel, and public transportation options 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 original vouched receipts.
  • Original receipts are required and credit card slips are not acceptable (QA302 7.1.10 b) 
    • • 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. 
      • The approver is required to retain all receipts for auditing purposes and also send them via email to the timesheets bureau.
• Reimbursement Process: The University will not directly pay hotels, travel agencies, or other entities. Campus Visitors are responsible for submitting reimbursement claims along with all necessary documentation for review and processing.
• Currency Conversion: Expenses must be converted to Euro using the Xe Currency Converter, utilizing the exchange rate on the date indicated on the receipt.
• Motor Travel Reimbursement: The reimbursement rate for motor travel is set at 41.8 cents per kilometer travelled within the Republic of Ireland. In all other cases, public transport should be used, as per QA302 policy.    
• Prohibited Expense: Expenses incurred for alcoholic beverages will not be eligible for reimbursement.
• Reimbursement Policy for Accommodation & Subsistence:
  • Campus Visitors visiting the University of Galway may be reimbursed for expenses related to accommodation and subsistence upon submission of itemized vouched receipts.
  • It is crucial to ensure that claims do not exceed the actual costs incurred and to avoid double claiming expenses already included in hotel bills
• 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.

Travel & Subsistence Rates

In Ireland, Travel & Subsistence Rates, commonly known as Civil service rates, are set by the Department of Public Expenditure & Reform (DEPR) in Ireland. These rates aren't limited to the civil service; they apply across various sectors, including the public and private sectors.

These rates essentially represent the maximum allowable tax-free reimbursement that employees can receive for the expenses they incur while on business trips. This includes costs for accommodation, meals, and beverages and employees must have incurred the costs wholly, exclusively and necessarily when carrying out the duties of their employment.

In simpler terms, Travel & Subsistence Rates in Ireland are the standard guidelines established by the DEPR to determine how much employees can be reimbursed without incurring tax liabilities for their business travel expenses. These rates promote consistency and fairness in reimbursing such expenses across different industries and organisations.

Official Subsistence Rates by Department of Public Expenditure & Reform (DEPR)

Subsistence Rates:

• Maximum Reimbursement Rates for Overnight Stay:
  • • Covers up to 24 hours from the departure time, plus an additional 5 hours. Applicable for absences over 100 km from home or the normal place of work. Includes accommodation, meals & other expenses.
    • Galway Overnight Allowance:
      • Until 13th December 2023: €167
      • From 14th December 2023, onwards: €195
      • Costs outside those values must be taxed via payroll.

• Daily Allowance (more than 10 hours):
  • • The 10-hour rate is designed to cover the staff member's daily expenses for meals & other expenses when away on a business trip for more than ten hours and the staff member did not pay for accommodation.
    • Applicable for absences is more than 8 km (5 miles) from the claimant's home or normal place of work.
    • More than 10 Horus Daily Allowance Rates:
      • Until 13th December 2023: €39.08 (Covers meals & other expenses paid by claimant)
      • From 14th December 2023, onwards: €42.99 (Covers meals & other expenses paid by claimant)

• Daily Allowance (more than 5 hours):
  • • The 5-hour rate is designed to cover the staff member's daily expenses for meals & other expenses when away on a business trip for more than five and less than ten hours.
    • Applicable for absences is more than 8 km (5 miles) from the claimant's home or normal place of work.
    • More than 5 Horus Daily Allowance Rates:
      
      • Until 13th December 2023: €16.29 (Covers meals & other expenses paid by the claimant)
      • From 14th December 2023, onwards: €17.92 (Covers meals & other expenses paid by the claimant)

Checklist for Expenses Approvers

Submission Process

It is crucial to ensure that both submissions are made promptly, and no later than three months after work completion, to facilitate processing at the end of the academic cycle. Late claims will only be considered with written justification and sign-off from the College UMT.

Monthly Submission Deadline for Campus Visitors (External Examiners, Quality reviewers, Subject Specialists)

Campus Visitors (External Examiners, Quality reviewers, Subject Specialists) approver must email timesheet, expenses, and receipts to the Bureau by 5 pm on the 5th of each month (except December, which has a deadline of November 28th, 2024). If the 5th falls on a weekend, the deadline is the previous Friday at 5 pm to ensure inclusion in the upcoming payroll. Please ensure compliance with all relevant policies, including QA302 Sustainable Travel Policy, QA303 Use of Own Transport Policy,  QA304 Reimbursement of travel and subsistence costs to non-University staff and students.