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Accounts And Finance: Payroll And Expenses - FAQ
Student Frequently Asked

Frequently Asked Questions Regarding:
Payroll And Expenses

Total Found: 20

Where is the Finance/Payroll Office?

The Finance/Payroll Office is located on the top floor in Aras Malachy.

What are the Finance Office hours?

9.00am – 5.00pm Monday to Friday (lunch 1.00pm – 2.00pm)

What is St. Angela’s Employers PAYE Registration Number?

9671833A

What do I need on commencement of employment with St. Angela's?

  • You must complete a New Employee Form.
  • You must also provide your form P45 from your last employment to the Payroll department. When you leave your employment, your employer must give you a form P45. Your P45 shows your pay, tax and PRSI deductions from the start of the tax year to the day you leave your employment.
  • You need your P45 to give to your next employer, to claim a tax refund if unemployed, or if claiming Social Welfare benefits.

What if I don’t have a Form P45?

If you do not have a form P45 from a previous employer, you must ring the Revenue to notify them that you have commenced employment with St. Angela’s College. Please contact Revenue on 1890 777 425, you will require your PPS number at this point. When you get through to a customer service representative, indicate that you are in employment with St. Angela's College and quote our company registration number 9671833A. They will ask you a number of questions based on your circumstances and then they will issue tax details in due course.

What is a PPS Number?

A Personal Public Service number is your unique reference number for all your dealings with the Public Service (e.g. applying to the tax office for a tax credit certificate, applying to the Department of Social Protection for a Social Welfare payment etc.)

More information can be obtained at the Department of Social Protection website at http://www.welfare.ie/en/Pages/Personal-Public-Service-Number-How-to-Apply.aspx

Where do I get a PPS number?

The number may be obtained at your local Social Welfare office or the Sligo Branch in Cranmore. Bring proof of identity (passport/drivers licence), supporting documentation (i.e. a household bill, bank statement etc.) and you should complete a PPS Number Application Form (REG1). If you do not have a PPS number or have not previously worked in Ireland you must obtain a Certificate of Tax Credits.

How do I obtain a Certificate of Tax Credits?

A Certificate of Tax Credits can be obtained by completing a 12A form which will be found at your local Tax Office or on-line at: http://www.revenue.ie

The details on your Certificate of Tax Credits, will be your Standard Rate cut-off point and your Tax Credits for the year. This information is required for Payroll which means you won’t be paying emergency tax.

When are the Fortnightly Salary Payments made?

Fortnightly Salary Payments are made every two weeks on a Friday by direct debit into your bank account.

If you are submitting timesheets and/or expenses they must be received by the Payroll Department by the Tuesday of the pay week at the latest in order to be paid the following Friday.

Download Timesheet

When are the Monthly Salary Payments made?

Monthly Salary Payments are made on the last working day of each month (if it falls at the weekend, the payment will be made on the Friday) by direct debit into your bank account.

If you are submitting timesheets and/or expenses they must be received by the Payroll Department by the 15th of the month in order to be paid by the end of the month.
Usually these forms are given to the secretaries within your department for authorisation by the head of department, and then they are passed onto payroll so allow for this time.

Download Timesheet


What do I do if I change bank account?

Please ensure you notify the Payroll Department in a timely manner to ensure that details can be changed. This also applies to other deductions from your salary and it is the individual staff member’s responsibility to ensure that the information given to the Payroll Department is current at all times.
Download The New Bank Details Form

Will my payslip be posted to my home address?

If you receive an email address when you commence employment, your payslip will be emailed to you. The payslip sent will be encrypted with a password, which is your PPS number.
If you work part-time and do not have an email address your payslip will be posted to your home address. You can also request your payslip to be sent to your home address.

Where do I get the Salary Scales?

The salary scales are not currently available on the website, please email: mbushell@stangelas.nuigalway.ie or jmaxwell@stangelas.nuigalway.ie for a soft copy of the scales you require.

How do Full Time Staff claim for Travel Expenses?

  • Complete an expense form (prior to the date of travel) that is applicable to the travel incurred, e.g. staff travel, staff training etc.  Expense forms are located here:
  • Expense claims must be prior approved in advance of travel.  This means you must put a best estimate of the travel, subsistence and expenses that you believe will be incurred and the Head of Department/Line Manager must authorise it.  Hold this approved form until the travel is undertaken. 
  • Once the travel is complete and there is no change, sign the claim and it can be submitted directly to the Payroll Department at this stage.
  • As claims are prior approved there may be changes.  If this occurs and the amount increases by >€50 please complete a claim amendment form and submit along with the original claim to be authorised by the Head of Department/Line Manager a second time.  This is necessary as the original claim has increased by a material amount and this may need to be queried.
    Download Claim Amendment Form
  • If the actual claim amount is less than the original claim, or increases by <€50, please complete a claim amendment form and submit this along with the original claim directly to the Payroll Department for processing – there is no need for a second authorisation from your Head of Department/Line Manager.

Summary

Stage 1

Stage 2

Stage 3 – Claim Amendment

Stage 4

Get original claim approved & hold until travel is undertaken

No change to the claim following the travel

n/a

Submit to payroll directly

Get original claim approved & hold until travel is undertaken

The actual claim has decreased in value

Complete Claim Amendment form – no further authorisation necessary

Submit to payroll directly

Get original claim approved & hold until travel is undertaken

The actual claim has increased in value <€50

Complete Claim Amendment form – no further authorisation necessary

Submit to payroll directly

Get original claim approved & hold until travel is undertaken

The actual claim has increased in value >€50

Complete Claim Amendment form and ensure authorisation for increased amount is sought

Dept will submit to payroll following correct authorisation of increased amount

  • Expenses must be submitted for processing within three months of the date of travel or they may be subject to a discounted payment.
  • Expenses that do not have to be prior approved are Teaching Practice travel and subsistence claims and SEN School Visits travel and subsistence claims.
  • Expense claims must be received by the Payroll Department by the 15th of the month (if you are on the monthly payroll) in order to be paid on the last working day of the month.  For fortnightly paid staff, claims must be received by the Tuesday of that pay week.
  • From the 10th of Oct 2013 no travel or subsistence expenses will be paid to Part Time Lecturer or Guest Speakers who are engaged by the College after this date.
  • Any Foreign Travel must be prior approved by the president in advance of travel, this includes travel to and from Northern Ireland.
  • All Travel Claims must be in line with the College Travel and Subsistence Policy.

Can I see an example of a Travel Claim form completed correctly?

See here for a sample Travel Claim Form with notes

What are the most common errors on Travel Claim Forms?

  • Not using the correct forms
  • All the detail required not completed on the forms
  • Incorrect rates being used
  • Incorrect subsistence being claimed, especially when claiming the overnight rate
  • Accumulated mileage not being carried forward – Please keep copies of your claims
  • When using excel forms ensure that incorrect details aren’t copied over
  • Receipts not attached

What are the main Forms I need to know about?

Form

Detail

New Employee Form

Submit details relating to new employee (eg. Bank Account details, PPS No. etc.)

PRD 10 Form

Details in relation to previous public sector employment and pension levy payments, to be completed by all new employees.

Employee Approval Form

Authorisation of any new employee – available from Finance or HR

Guest Lecturer Form

Claim lecture hours worked from a visiting lecturer

Monthly Timesheet

Claim hours worked – in particular from a Part Time Lecturer

Fortnightly Timesheet

Claim hours worked to be paid in fortnightly payroll

Staff Business Form
Excel (.xls)
Written (.xls)

Claim T&S re travel on College Business (eg. meetings etc.)

Staff Training & Dev.
Excel (.xls)
Written (.xls)

Claim T&S re travel to courses, seminars etc.

Staff Welfare
Excel (.xls)
Written (.xls)

Claim any expenses relating to staff welfare matters (eg. medical check etc.)

I have a query that is not covered by the above questions, who can I contact?

For any payroll related queries, please contact Payroll on 071-9195525 or email: payroll@stangelas.nuigalway.ie or Pensions on 071-9195523 pensions@stangelas.nuigalway.ie

How does the Haddington Road Agreement affect St. Angela's College Staff?

Information on the Haddington Road agreement and related documents can be found using the following link: http://per.gov.ie/wp-content/uploads/FAQs-25-June-2013.pdf
If this link fails to open please refer to the Department of Public Expenditure and Reform website for further details.

Am I classified as a part time Lecturer or a Guest Speaker?

The College has two distinct categories for lecturers who are visiting the College on a temporary basis and are not full time staff members:

 

Category

Detail

More Info

1.

Guest Lecturer

Someone who is giving once-off lectures; usually making a maximum of 3 visits to the College in any given tax year or lecturing up to 10 hours in any tax year.

Get More FAQs Here

2.

Part Time Lecturer

Someone who is giving a series of lecturers; usually making more than 3 visits to the College in any given tax year or lecturing more than 10 hours in any tax year.

Get More FAQs Here

If there is any doubt as to what category you may fall under, kindly discuss this with the Department you are working with and Finance are available to consult on a case-by-case basis. 
Please note that we are governed by strict Revenue guidelines relating to this issue.

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