External Examiners

External Examiner Payment Request Form

Payment Request Form

• External Examiner Form

Before completing the form, carefully read and follow the guidance provided on the form and by the Examination Office.

Key Information & Deadlines

Overview

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

The Examination Office is responsible for managing and approving claims submitted by External Examiners. For further information please refer to External Examiner Information and QA226 Policies&Procedures

Important Deadlines

• External examiner submits completed form and supporting documents & receipts to Examination Office at externalexaminers@universityofgalway.ie by their deadline. Within three months of the completion of the work.

• Examination 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 Examination 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 Expenses Payment Dates

Bank Account

• External Examiners 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, with details supplied in the relevant section of the form.
• 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

External Examiner Fees

Fees are paid in accordance with the Examinations Office Staff Policies&Procedures QA226. Under this policy, the current applicable fees are as follows:

• Doctorate Degree (PhD/MD): €216 per examination
• Full‑day External Examiner Fee (Virtual or On‑Campus): €250 per day (maximum two days)
• Reading Fee (Minor Thesis): €52
• Reading Fee (Research Masters Thesis): €102

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 it 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.

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 an External Examiner.
• 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
  • QA304 Travel and Subsistence for University Visitors and Students

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

• All expenses must be paid by the External Examiner
• Original vouched receipts are required (credit card slips alone are not accepted)
• Receipts must be emailed to externalexaminers@universityofgalway.ie
• Examination Office (Expense approvers) must retain receipts and forms for audit purposes.

Booking Arrangements

• External Examiners may arrange their own accommodation and flights; however, all costs must be paid directly by the External Examiner and claimed subsequently with the required supporting documentation.
• Alternatively, a University of Galway College or School staff member may arrange travel and accommodation on the examiner’s behalf. Further details are available through internal guidance issued by the Examination Office.
• The University cannot make direct payments to hotels, travel agencies, other universities, or any third parties at the request of an External Examiner.

Submission & Approval Process

Before You Start

Before completing the form, carefully read and follow the guidance provided on the form and by the Examination Office.

Form Completion

• Complete the External Examiner 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 External Examiner

• External Examiner will need to email the completed form and all supporting documentation (including receipts) to Examination Office at externalexaminers@universityofgalway.ie

Submission Process for Examination Office

• The Examination Office reviews and approves the details sent by the External Examiner
• Incomplete or incorrect submissions are returned for correction which may delay the payment
• Complete submissions are processed for payment in line with deadlines

The Examination 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 External Examiner payments, please contact the Examination Office by emailing externalexaminers@universityofgalway.ie

For further information please refer to External Examiner Information and QA226 Policies&Procedures