Accounts Payable

Services

The accounts payable section provides a centralised centre for the payment of all invoices and staff expenses for the University and it campus companieswhile adhering to legislative policies and procedures associated with same.

Processing of Supplier Invoices and Payments to Suppliers,
Processing of Staff Expenses, Travel Reimbursem*nts andExpenditure Requisition Payments,
Set-Up New Supplier Accounts,
Completing Intrastat Returns,
AdministratingTax Clearance Certificate,
Implementation of Late Payment Interest andCompensating Chargesin Commercial Transactions,
Submitting Professional Services Withholding Taxation and Returns,
SubmittingSubcontractors Taxation and Returns.

Contact

All invoices are to be posted to:Accounts Payable, Finance Office, Dublin City University, Glasnevin Dublin 9, Ireland.

Dublin City University VAT Number :IE6517957E

Allenquiresrelating topaymentsare dealt with by the Finance Office.

In relation to invoice approvalsuppliers are advised to contact the buyers directly, these details are available on the Purchase Order Number.

The Frequently Ask Questions section sets out answers to all buyer's query details.

Accounts Payable contact details are:

Opening Hours:Monday – Friday 09.15 to 12.45 and from 14.00 to 17.15

DCU Policies and Procedures

Finance Office Purchase-To-Pay Cycle
DCU Purchase to Pay procedure:
DCU requisitioner or buyer must obtain three quotes. Select the best quote that fits & submit a requisition on Agresso.
When the requisition is approved by the interventionist and/or buyer it will then transfer to a Purchase Order. The buyer and requisitioner will receive the PO by email.
The DCU buyer should fax/email a copy of the PO to the Supplier.
The supplier delivers goods or service requested on the PO and sends a hard copy invoice to DCU Accounts Payable (AP).
DCU Accounts Payable staff will then scan the document. The document is then automatically registered on the system and matched by AP staff to the relevant Purchase order.
Matched invoices are work flowed to the invoice approver.
Approved invoices are automatically posted to the ledger and payment is made by Accounts Payable to suppliers on a weekly basis.
After payment take place Purchase Orders are closed on Agresso and should not appear on the commitments and accruals report.
Invoice Payment
Payment runs are processed weekly for DCU /and BI-monthly for DCU Campus Companies suppliers.
Disputed invoices are put on hold by the buyer and queried directly with suppliers.
All supplier invoices must be addressed to:Accounts Payable, Finance Office, Dublin City University, Dublin 9, Ireland.
All invoices from suppliers should have a validPurchase Ordernumber quoted, this purchase order should be generated prior to the goods/services being ordered and forwarded on to the supplier.
Expenditure Requisition Form
This activity covers once off payments to suppliers not on the existing vendors list and any other 3rd party/external payments eg. honorarium payments, sundry invoices. Each member of staff must get clearance from his/her Head of School or Unit in advance of any purchase.
The requisition form is available on the buyers Portal page. Every form submitted to the Finance Office must have relevant and independent receipts attached to support the request, a subcostcentre and account code and authorised signature.
The requisition is received in the Finance Office, the contents checked for compliance and authorised as being in accordance with the Units budget.
All forms must be submitted to the Finance Office on Tuesday before 12pm to be included in the weekly pay run.
Staff Expenses & Travel Re-reimbursem*nts
This activity covers payments tostafffor reimbursem*nt of expenses incurred during travel on university business and any other incidental claims eg books, stationery. Each member of staff must get clearance from his/her Head of School or Unit in advance of organising a trip or purchase.
''CoreExpenses'' the online re-imbursem*nt system for staff is used for claiming back any spends as outlined above. Each staff member can access the system via Portal Pagehttps://www.dcu.ie/portal. Once a claim is entered and submitted on the system it is forwarded to the selected approver who receives an e-mail notifying them of same. The claimant must forward copies of relevant receipts to the approver who will then approve the claim online and forward to the Finance Office for payment. Every form submitted to the Finance Office must have relevant and independent receipts attached to support the claim.
All claims should be submitted within one month after the completion of the journey or purchase to which they apply to.The form is received in the Finance Office, the contents checked for compliance and authorised as being in accordance with the Units budget. All forms must be submitted to the Finance Office on Tuesday before 12pm to be included in the weekly pay run.
New Supplier set up Authorisation
Finance will only authorise new suppliers if they meet the following criteria and are in accordance with existing procurement agreements:
- Products are not being provided by an existing supplier or products provided at a better value by an alternative supplier.
- Tax affairs of the new supplier are in order.
- Legal and insurance issues in relation to the purchase or provision of service have been adhered to.
Procedures Changes
- Buyers can only send in Request for Authorisation to set up supplier - log in via Portal Pagehttps://www.dcu.ie/portal
- Finance will process requests and set up on Agresso.
- Supplier ID will be e-mailed back to buyer.
- Please allow 3 days for supplier set up.
Foreign Currency Payments
DCU currently uses an integrated system (Fexco) to process bank transfers for foreign currency payments.
Foreign currency payments can be processed by Invoice - Supplier or by Expenditure Requisition Form for once off payments.
Payments to suppliers aretransferreddirectly to the supplier by Fexco.

Gifts, Entertainment and Sponsorship Regulations- pdf
Travelling and Subsistence Regulations- pdf

Frequently Asked Questions

What is the University's VAT number?
What procedure must be followed to ensure timely payment of invoices?
When are payments made to suppliers?
When is interest payable under the Late Payment in Commercial Transactions Regulations 2002?
Who is authorised to issue purchase orders and to authorise payment of invoices?
How do I set up a new supplier account on the system?
How do I claim for reimbursem*nt of travel expenses?
How often are claims paid?

Legislative Policies and Procedures

Prompt Payment
Tax Clearance Certificate
Construction Industry and Relevant Contracts Tax (RCT)
Professional Services Withholding Tax:
INTRASTAT
Intra-Community Supplies VAT on Goods Imported to Ireland from EU Countries