Non-Staff Reimbursements

Travel and Subsistence for University Visitors and Students incurring legitimate travel costs [wholly, exclusively and necessarily] on behalf of the University, may claim for reimbursement of same through the Expenses Reimbursements Office.

These External Academics are paid through the submission of approved timesheets:

• Guest Lecturer/Speaker
• Subject Specialist
• External Examiner
• Quality Assurance Reviewers
• Programme Reviewers

All other external visitors are paid through the Non-Staff Expense Claim form.

Domestic Non-Staff Expense Claim Euro.xlsx
International Non-Staff Expense Claim Form.xlsx

How to submit a Non- Staff Expense Claim:

Use the Domestic Non-Staff Expense claim form for claimants with an Irish Bank account.

Use the International Non-Staff Expense claim form for claimants with an International Bank account.

• Ensure GL & Budget code fields are populated on the form.
• Attach all relevant receipts to the email when submitting.
• Claims need to be submitted within a 3 month window of the claimant incurring the costs.
• Per Policy Claims greater than 2k and older than 3 months old must include UMT approval.
• The Budget Holder must give approval via email, either by directly submitting the claim to expensesoffice.nonstaffreimbursements@universityofgalway.ie or providing evidence of approval on the email thread received by the Expenses Reimbursement Office.