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External Examiners

Welcome to the External Examiner Fees and Expenses Submission Guidelines Examination Fees

Examination Fees (as per QA226)

Doctorate Degree (PhD/ MD) Examination (Visting or Virtual):

Fee: €216 per PhD/MD
Maximum payment allowable: One day

Virtual Fee Extern Examiner (Visiting or Virtual):

Fee: €250 per day
Maximum payment allowable per review session: Two days

Extern Examiner Reading Fees:

Minor Thesis: €52 per thesis
Research Master Thesis: €102 per thesis

Submission Process

After completing your examination duties or incurring expenses during your visit to Galway, please ensure the following documents are submitted as soon as possible:

Quality Report
External Examiners Form - Email to: externalexaminers@universityofgalway.ie

Both submissions must be made no later than three months after the conclusion of the examination to facilitate timely processing within the academic cycle.

Payroll and Accounts Payable Processing for External Examiners

Payroll Office (Timesheets Bureau Team):

Responsible for processing claims for External Examiners who:

Travel to Ireland for work duties, or
Are Irish tax residents and possess a PPS number.
Payments for these individuals are subject to taxation, and expenses can be claimed in accordance with QA302 Sustainable Travel Policy, QA303 Use of Own Transport Policy, QA304 Reimbursement of travel and subsistence costs to non-University staff and students and QA226 Policies and Procedures for Payment.

Please note that the portion of the fee related to duties outside of Ireland is not subject to taxation in Ireland. However, individuals are advised that tax obligations in their home country remain their responsibility.

Furthermore, individuals may be able to offset any taxes deducted on these claims against their overall tax liability in their country of tax residence.

Accounts Payable:

Responsible for processing claims for External Examiners who:

Did not travel to Ireland for work duties, and
Are not Irish tax residents.

Payments for these individuals are tax-free, and expenses are not applicable.

It's important to note that payments for these individuals are not taxed in Ireland. However, individuals are responsible for any tax due on these payments in their home country.

Traveling Expenses Policy Overview for External Examiners

At the University of Galway, External Examiners are required to adhere to the QA304 Reimbursement of travel and subsistence costs to non-University staff and QA302 Sustainable Travel Policy. Below are the key guidelines for travel expenses:

Transportation: It is recommended to use the most economical form of transport, such as standard or economy class for air travel, and public transportation options for ground travel.
Expense Documentation:
- All expenses must be paid by the External Examiner and will be reimbursed based on original vouched receipts.
- Original receipts are required and credit card slips alone are not acceptable as a valid proof of payment.
- External examiners are required to submit all receipts to externalexaminers@universityofgalway.ie.
- The approver is required to retain all receipts for auditing purposes and also send them via email to the timesheets bureau.
Reimbursement Process: External Examiners may choose to arrange their own accommodation and flights and submit a reimbursement claim using the External Examiner Form, along with all necessary supporting documentation, for review and processing. Alternatively, they may avail of the option for College or School staff to arrange travel on their behalf. More details are available [here].Please note that the University does not make direct payments to hotels, travel agencies, or other third parties.
Currency Conversion: Expenses must be converted to Euro using the Xe Currency Converter, utilizing the exchange rate on the date indicated on the receipt.
Motor Travel Reimbursement: The reimbursement rate for motor travel is set at 41.8 cents per kilometer traveled within Ireland..
Prohibited Expense: Expenses incurred for alcoholic beverages will not be eligible for reimbursement.
Reimbursement Policy for Accommodation & Subsistence:
- External Examiners visiting the University of Galway may be reimbursed for expenses related to accommodation and subsistence upon submission of itemized vouched receipts.
- It is crucial to ensure that claims do not exceed the actual costs incurred and to avoid double claiming expenses already included in hotel bills
Scope of Reimbursement: Reimbursement is restricted to expenses essential for work as an External Examiner at the University of Galway. Expenses outside this scope will not be reimbursed.

Monthly Submission Deadline for External Examiners

To ensure inclusion in the upcoming payroll:

The External Examiners Approver must email the timesheet, expenses, and receipts to the Bureau by 5:00 p.m. on the 5th of each month.
If the 5th falls on a weekend, the deadline is the previous Friday at 5:00 p.m.
Exception: For December payroll, the deadline is November 28th, 2025.