National University of Ireland, Maynooth

National University of Ireland, Maynooth
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Faculties & Departments

Bursars Office

Payment of Supplier Invoice

  • Note: All invoices should be addressed to the Bursar’s Office and will be date stamped upon receipt. (Invoices should be date stamped on receipt if received by a Department in the first instance).

Before Placing An Order:

  • Please ensure that Procurement Procedures are fully complied with; (Procurement Web Page)
  • The payments office must be in possession of a current tax clearance certificate prior to any invoice being paid. Where an order has been placed by any staff member, the responsibility to obtain a tax-clearance certificate lies with the staff member placing the order to ensure that this requirement is met. Staff members are strongly advised to seek this certificate prior to placing any order, either by checking with the payments office or seeking the certificate directly from the supplier. Tax Clearance Certificates are required for suppliers exceeding €10,000 payments in any financial year.

New Suppliers:

  • All payments to suppliers within the ROI are made by Electronic Funds Transfer (EFT) only. Therefore if you are engaging a new supplier, you should arrange for suppliers to complete a “new supplier bank details” form which should also include email address for remittances. Please attach to the invoice before forwarding to the Bursars office.

Preparation of Invoice/Credit Note for Payment:

  • Invoices and Credit Notes should be labelled and the following must be clearly indicated on the face:
    • The business unit against which the charge is made;
    • The relevant object code for the item or service;
    • Authorised signatory;
  • Credit notes must give the reason for the credit and be cross-referenced to the original invoice and order number;
  • The payments office will return invoices/credit notes to departments if all of the above details are not fully completed.

Disputed Invoices:

  • The University is obliged under the Late Payments in Commercial Transactions Regulations 2002 to pay all invoices within 30 days;
  • Details of disputed invoices should be documented by departments. When resolved, details of the dispute and resolution date should be attached to the invoice when forwarding to the payments office to avoid Prompt Payment Interest.

Payment of Invoices:

  • Payment runs are processed fortnightly starting on a Wednesday and take 3 - 4 working days to complete;
  • Irish suppliers are paid by Electronic Funds Transfer with a Remittance Advice being forwarded confirming payment;
  • Foreign suppliers are paid by bank draft or bank to bank via Fexco;
  • Payments held awaiting Tax Clearance Certificates will be paid within 14 days of the receipt of such certificates;
  • For information relating to Professional Services Withholding Tax, Tax Clearance Certificates and Late Payments in Commercial Transactions Regulations 2002, please refer to Public Sector Requirements.

 


    

Last edited: Monday, 28-Jan-2013 14:51:10 GMT

Bursars Office, NUI Maynooth, Co. Kildare, Ireland.
Tel: +353 1 708 3620