Travel & Subsistence Information for staff
For research and enterprise projects you will usually need to purchase other items or pay for subscriptions, conference fees and so on. You will also from time to time need to organise travel to conferences and seminars at home and overseas.
A cheque requisition is used when making a purchase , (when it is not possible to do so by purchase order), or for example if you are making a travel claim. This link will take you to DIT's purchasing procedure. (DIT staff access only). In its appendix are listed a number of examples of expenditure where you would normally pay by cheque instead of by purchase order. These include travel and subsistence and payments to "one off suppliers". The cheque requisition form is found here. The policy document B11 (available here) explains that you must include supporting documentation including original invoices and receipts. Your local accounts office can process all of your cheque requisitions but if they are connected to a research project they will be sent to R&D accounts for approval.
Travel and subsistence:
Procedures are as follows (most forms etc for DIT staff /students only available on staff intranet):
All business travel reservations must be made with Club Travel.... More information here...
The Higher Education Travel Contract has been awarded to Club Travel Limited as the sole travel provider to the DIT and this contract commenced in February 2011.
For permission to travel you must complete the travel advance form available here if you are travelling using research funding............. If you are claiming an Advance payment, you must submit this form together with a Cheque requisition form at least 4 weeks before travel.
Within 4 weeks of returning you must complete a Travel Expenses Claim form for expenses incurred/ balance and send original documentation/ receipts together with a Cheque requisition form to the Research Finance Office, DIT, 143/149 Lr Rathmines Road
Check rates and information (see table below) before you go anywhere and before you make any booking. For destinations marked with an *, you will need vouched expenses, ie., hotel, meals etc. For all other places the susbsistence rate is applicable.
The current rates for Ireland are available here
The current World Wide rates are available here
(Please Note: destinations marked * Vouched - require you to supply original reciepts for accommodation, meals etc.)
Use 100% for Category A
When completing the forms, the following appropriate codes are used: Travel-Codes-and-Account-changes.
Please contact the Research finance office if you have any queries.