Visit to UCD
We look forward to your visit to the University and details below are provided to ensure you are fully aware of all travel requirements and information regarding expenses. You are asked to read through the information below carefully when preparing for your visit to the University.
Travel from overseas
If visiting the University from overseas in order to fulfil your function of Extern Examiner, you must ensure to comply with Immigration requirements where relevant. Important information for those travelling from overseas is available on the UCD Human Resources Website . Your contact in the School will also advise on these requirements when your visit is being organised. At this point, a formal letter will be issued to you and this provides all the required information for Immigration Authorities on your arrival to Ireland.
General Expenses Information
The University can reimburse an Extern Examiner for Accommodation, Travel and Incidental Expenses. Expenses cannot be reimbursed without the submission of receipts for expenses incurred. Please note itemised receipts are required along with credit card receipts where payment is made by card. If sending via email to the relevant School, scanned receipts should be legible. UCD will reimburse only the Extern Examiner and cannot make payment to hotels, travel agencies or other bodies.
Extern Examiners can make their own travel arrangements and pay upfront for accommodation and travel expenses, which can later be claimed by submitting the correct documentation and receipts. Alternatively, you can liaise with your administrative contact in the School who may be able to support you with this process.
Once the School has approved your fee and expenses your documentation will be forwarded by the School to UCD Finance at (opens in a new window)nonstaffpayments@ucd.ie. All claims should be received within 3 months of completing work for UCD.
Expense claims are processed with electronic payment transfer to the bank account of the Extern Examiner within 1 week of UCD Finance receiving all completed documentation from the School. Incomplete forms will be returned to the School for correction.
Accommodation
When you visit UCD, the vouched cost of reasonable hotel accommodation (up to a limit of €195 per night) will be reimbursed on submission of vouched receipts.
Length of stay should not exceed:
- 1-2 nights for an EU visitor.
- 1-3 nights for a non-EU visitor.
If a longer stay is necessary or the rate for accommodation is high, prior approval to cover additional costs is required from the relevant Head of School.
Travel
Travel expenses are paid by UCD to cover your visit to the University on submission of receipts. It is requested that the most economical form of transport to UCD is used, which may include flights (economy class only), parking and taxis. Public transport should be used where possible. Gratuities are not to be charged to UCD. Mileage can be paid in accordance with current UCD rates. Flights should be booked as far as possible in advance in order to obtain the most competitive rate.
It is advisable that all Extern Examiners have their own travel insurance.
Incidentals (where applicable)
UCD covers incidental expenses on the submission of receipts up to the daily subsistence rate of €42.99. Gratuities are not to be charged to UCD.
FAQs
How do I claim expenses as an Extern Examiner?
You should send your Extern Examiner Expense Claim form along with all receipts to the relevant Head of School as they will need to be signed and approved by the Head of School first. The school will then email completed forms along with all receipts to UCD Finance at (opens in a new window)nonstaffpayments@ucd.ie
How do I calculate the correct Exchange rate?
Exchange rates must be calculated on the first date of travel or the date work has been completed. (opens in a new window)Oanda.com is the website used by UCD to calculate exchange rates. Expenses should be quoted in the currency in which the expense was incurred.
How long before I will be reimbursed?
Expense claims are processed with electronic payment transfer to the bank account of the Extern Examiner within 1 week of UCD Finance receiving all completed documentation from the School. Incomplete forms will be returned to the School for correction.