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Accounts Payable - Conference Travel

 

RESEARCH, TRAINING AND CONFERENCE TRAVEL SCHEME

Reimbursement claims from the Conference Travel Grant Scheme will be made to eligible academic staff members once approved on iExpenses by the relevant Head of School.

Support is available for the following:

Further information is available at the following link:

http://www.tcd.ie/hr/assets/pdf/procedure13-conf_travel.pdf

Eligibility and Balances:

No more than 700 Euro will be allocated in respect of any one academic year (to 30 September). Qualifying staff should draw on unused amounts in the previous two years before accessing the current year's grant. It is the claimant's responsibility to code their claims appropriately to maximise their grant drawdown. Claims above the available budget will go on hold, causing payment delays, while we seek alternative coding and approval.

To claim a reimbursement:

How to code using the Projects functionality:

  1. Project Number: (one of the 3 Projects listed below – choose the one for your Faculty)

Project No.

Project Name

203183

Faculty of Engineering, Mathematics & Science

203184

Faculty of Arts, Humanities & Social Sciences

203185

Faculty of Health Sciences

  1.  Organisation Name: this will default from your Core record
  2.  Expenditure Type: select the type of Expenditure incurred e.g. Conference Seminar Fees, International Air Travel, etc. when entering expense lines
  3. Task: select your individual Staff Number
  4. Award Number: choose the Award number from the list below which corresponds to the Grant Year to be charged – where more than one award is being used, the costs should be split so that no more than the remaining balance on the Award is charged

Award No.

Award Name

13172

2015 Conference Travel Grant

13749

2016 Conference Travel Grant

14308 2017 Conference Travel Grant

 

Example:

Joe Bloggs (Staff Number 12345678) who works in the discipline of Statistics and spent €500 on an international flight out of his 2016 Grant would code as follows:

1.

Project Number

203183

2.

Organisation Name

Statistics

3.

Expenditure Type

International Air Travel

4.

Task

12345678

5.

Award Number

13749

 

Invoices to be paid directly:
Invoices may be paid directly from your balance, e.g. Flights booked through Club Travel.  The POs for such invoices should be coded as above, attaching Head of School approval.

 

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Last updated: Jun 28 2017.
Contact: Financial.Services@tcd.ie