Guidelines for PPF and Start Date

PPF Process:

Please note that as of the 26th of May 2025, there has been a change to the PPF process. Details in relation to this change can be found here. 

The Research Recruitment Submission Portal will allow you to: 

1. Submit PPFs directly to the correct team
2. Track the status of current and previous submissions
3. Add additional staff members to receive status updates  

Please see the Research Recruitment Submission Portal – Training Manual for instructions on how to use this portal as well as this training video. 

An approved Post Proposal Form (PPF) from the Research Accounts Office (RAO) is required before a contract can be issued to the successful candidate. The PI is responsible for submitting the PPF via the above portal for approval.

D accounts: The RAO does not approve PPFs costed to D accounts. Management Accounts/the relevant College Finance Manager’s approve these PPFs.

How to complete the PPF:

Please ensure all information on the PPF is accurate as this data is used by HR in preparing the contract and official offer. In particular please note the following:

• Start Date: The PPF must be approved by RAO, 6 weeks (at a minimum) in advance of the contract start date to allow sufficient time for compliance checks, data processing.
  • If relocating/visa required; please allow EU Citizens - 8-10 weeks and Non-EEA Citizens – 12-16 Weeks (for visa processing, bank and ppsn set up)
  • If Garda Vetting required; a further 4 weeks for processing must be allowed. 
• Candidates Full Name:(correct spelling) must be correct on the PPF and on the returned interview report.
• Existing Employees ID number: Please ensure it is highlighted to HR if this employee is an existing employee (Note: ID number should be referenced on the interview report form and the PPF). This will help speed up processing, as a lot of paperwork should already be on file.
  • Please ensure it is flagged if their current contract is due to end soon, as we will always try to prioritise to prevent a break in service, where possible. 
• Post Title: must match the Job Advert
• Competition ID: Ref University of Galway XXX-XX’.
• Salary: Must be in line with CORE Pay, available her: Research Salary Scales - University of Galway.
• Work Authorisation: It is the responsibility of the PI to check that the candidate holds work authorisation prior to HR extending formal offer. If a Hosting Agreementis required this must be clearly stated on the PPF.

Please be advised your recruitment consultant can advise you on any of the above prior to submitting to RAO.

RAO Contact information:

Where there is a PPF query relating to an award from a specific funder, the email should be directed as follows;

1. Science Foundation Ireland (SFI) and Irish Research Council (IRC) e.g. RSF, RCR, RIB accounts; sfi-ircfunderteam@universityofgalway.ie
2. EU, Health Research Board (HRB), Internal (Non-Budget) e.g. RE, RHB, RHR, RGF, RSU, RII accounts; eu-hrb-raofunderteam@universityofgalway.ie
3. All other funders e.g. REI, RMI, RCH, REP, RIN, ROG accounts; raomultifunderteam@universityofgalway.ie

HR Contact information:

1. New hire (advertised posts, awards or non-renewable offers) queries should be directed to hrresearch@universityofgalway.ie
2. Renewals / Contract changes queries should be directed to hrcontracts@universityofgalway.ie