Quality Reviewers

Key Information & Deadlines

Overview

The information on this page outlines the process for submitting Quality Reviewers payment requests, including important deadlines, expenses, taxation, and payment timelines.

The Quality Office is responsible for managing and approving claims submitted by Quality Reviewers. For further information please refer to Quality Office policies and procedures.

The following policies include the payment request form for the Reviewers:

• QA010 Payment to Quality Reviewers - Tax Resident
• QA011(a) Payment to Quality Reviewers - Non-tax Resident
• QA011(b) Payment to Quality Reviewers - Non-tax Resident - IRRP Overall and Panel Chairs

Important Deadlines

• Quality Reviewer submits completed form and supporting documents & receipts to Qaulity Office at qualityoffice@universityofgalway.ie as soon as possible and no later than three months of the completion of the work.

• Quality Office Budget Holder must approve the form and expenses (with legible receipts) and submit them to Finance by 5:00 p.m. on the 5th of each month

• If the 5th falls on a weekend, the deadline is 5:00 p.m. on the previous Friday

• December deadline for Quality Office is 28th November

Payment Dates

Payment dates are determined by the payment processing method. Further information is available in the taxation section below.

• If your payment is processed through the Payroll Office, please refer to the relevant Payroll Payment Dates for monthly paid employees.
• If your payment is processed through the Expenses & Reimbursement Office, please refer to the relevant Payment Dates

Bank Account

• Quality Reviewers must supply their own bank details, as expenses are reimbursed only where costs have been personally incurred and are payable directly to the claimant.
• Where available, SEPA bank details (including IBAN) should be provided.
• Where an IBAN is not held, alternative payment arrangements can be made to a non‑SEPA bank account.
• All payments are made in euro (€)

Note on SEPA and IBAN:

1. SEPA means Single Euro Payments Area and it covers all of the EU member states, together with Iceland, Liechtenstein, Norway, Switzerland and Monaco.
2. IBAN means an international payment account number identifier, which unambiguously identifies an individual payment account in a European Union Member State.

Fees & Taxation

Quality Reviewer Fees

Fees are paid in accordance with the Quality Office Policies & Procedures for the following:

• QA010 Payment to Quality Reviewers - Tax Resident
• QA011(a) Payment to Quality Reviewers - Non-tax Resident
• QA011(b) Payment to Quality Reviewers - Non-tax Resident - IRRP Overall and Panel Chairs

Taxation

• Irish tax‑resident external academics must provide their PPS number and will be taxed as normal, regardless of where the work is performed
• Non‑resident external academics should refer to the University’s guidance on the Taxation of Non-Resident External Academics
• If all or part of the payment is taxable in Ireland, it will be processed via the Payroll Office
• If the payment is entirely non‑taxable in Ireland, it will be processed via the Expenses & Reimbursement Office
• Any portion of the payment relating to work carried out in another country by a non-Irish tax resident must be declared to the relevant tax authority in that jurisdiction for appropriate taxation.
• Individuals are advised to establish whether a Double Taxation Agreement applies between Ireland and their country of residence and to obtain appropriate tax advice.

Please refer to Revenue Tax Information for further information about Irish taxation.

Irelands Auto Enrolment Pension Scheme

My Future Fund is Ireland’s new State‑sponsored automatic enrolment pension scheme, introduced from 1 January 2026.

Quality Reviewer may be automatically enrolled into My Future Fund if you:

• Are aged between 23 and 60
• Earn €20,000 or more per year or €5,000 over a 13‑week period in the Republic of Ireland through payroll.
• Are not already contributing to a pension through payroll with the Univeristy of Galway.

Please refer to payroll website for further information about My Future Fund - Auto Enrolment

Travel and Expenses Overview

Travel & Expenses Policy Overview

• Expenses must be clearly demonstrated as having been incurred wholly, exclusively, and necessarily in the course of University of Galway business.
• Expenses must be paid directly by the individual
• No expenses will be reimbursed for partners, family members, or connected persons accompanying a Quality Reviewer.
• Alcohol is not reimbursable
• Individuals are expected to seek the best possible value for money
• Expenses incurred in a foreign currency must be converted to euro (€) using the historical exchange rate applicable on the date the expense was incurred (as shown on the receipt/bank statement).
• For further information, please refer to Financial Accounts Policies & Procedures
  • QA302 Sustainable Travel Policy
  • QA303 Use of Own Transport Policy

Transport and Motor Travel

• Use the cheapest reasonable travel option (economy flights, public transport where possible)
• Car travel is reimbursed according to Civil Service rates:
  • Engine capacity up to 1200cc: 41.80 cent per km
  • Engine capacity 1201cc–1500cc & Electric Vehicles: 43.40 cent per km
  • Engine capacity 1501cc and over: 51.82 cent per km

Documentation Requirements

• Only expenses paid by the Quality Reviewer can be claimed.
• Original vouched receipts are required (credit card slips alone are not accepted)
• Receipts must be emailed along with the form to Quality Office at qualityoffice@universityofgalway.ie
• Quality Office (Expense approvers) must retain receipts and forms for audit purposes.

Booking Arrangements

• The Quality Office will book flights on behalf of reviewers through Club Travel where possible, otherwise reviewers can make their own travel arrangements and be reimbursed.
• Accommodation will be booked on behalf of the reviewer and hotel bills will be invoiced directly to University of Galway.
• The Reviewer must not use travel agencies, other universities, or third parties to book accommodation or flights, as the University cannot reimburse costs booked through these channels.

Submission & Approval Process

Before You Start

Before completing the form, carefully read and follow the guidance provided on the policies and procedures by the Quality Office.

Form Completion

• Complete the Payment Request Form in full
• This form has been developed in response to common submission errors and is intended to assist users in completing the process correctly, thereby avoiding delays in payment.
• Ensure all information is accurate and up to date

Submission

Submission Details for Quality Reviewer

• Quality Reviewer will need to email the completed form and all supporting documentation (including receipts) to the Quality Office at qualityoffice@universityofgalway.ie

Submission Process for Quality Office

• The Quality Office reviews and approves the details sent by the Quality Reviewer.
• Incomplete or incorrect submissions are returned for correction which may delEay the payment
• Complete submissions are processed for payment in line with deadlines

The Quality Office budget holder approver must email the relevant approved documentation as follows:

• If part or all of the fee is taxable, email the documents to Payroll at timesheets.bureau@universityofgalway.ie
• If the entire fee is non‑taxable, email the documents to the Expenses & Reimbursement Office at expensesoffice.nonstaffreimbursements@universityofgalway.ie

Contact & Support

Queries

For any queries relating to Quality Reviewer payments, please contact the Quality Office at qualityoffice@universityofgalway.ie

For further information please refer to the Quality Office policies and procedures.