Step by Step Innovation Voucher Process
Step 1: Application Process
Step 2: Voucher Award
The client is awarded the voucher by Enterprise Ireland. The client should then advise the researcher that the voucher has been granted. A voucher has a lifespan of 12 months from the date of issue and must be used in this timeframe.
Step 3: Deposit
The researcher advises the client that a 23% deposit of the voucher's value must be paid before work can commence. This is the amount of VAT payable on the voucher as part of the Enterprise Ireland terms and conditions. This will be payable on receipt of invoice should the project proceed past contract stage.
Step 4: Researcher's First Voucher?
Step 5: Scope of Work
The scope of work to be carried out is then agreed between the researcher and the client. Work must be completed and reported to Enterprise Ireland before the end date of the Innovation Voucher.
Step 6: Research Contract
A contract outlining the terms and conditions of the project for both SETU Waterford and the client is required. WIT's standard Innovation Voucher Research Contract Agreement is prepared by the researcher, inserting the client's name, address, Innovation Voucher number, end date of the Innovation Voucher, and the workplan. This document is available from the Technology Transfer Office (TTO) via e-mail to [email protected]
Step 7: Research Contract Signed
t: 051 845591
RSU, Walton Building, WIT, Cork Road, Waterford for institutional signature. One signed copy is returned to the company and the other is retained in the researcher's department.
Step 8: Voucher Handover
The client provides the original voucher to the researcher, for final claim to Enterprise Ireland.
Step 9: Request Invoice
ext: 2867) using the Invoice Request Form. The Finance Department sends this invoice to the client and copies the researcher on the e-mail.
Step 10: Record Documents
The researcher keeps a copy of the original invoice, a co-signed copy of the Research Contract Agreement, and the original voucher on file.
Step 11: Deposit Paid
Once the client has paid the deposit and Finance confirm receipt of same, work can then commence on the project.
Step 12: Timesheet
Researchers/students working on the project must maintain a timesheet of hours worked on the voucher. This timesheet must be signed by the researcher's/student's Head of Department and is then submitted to the RSU at the end of the process, if the researcher is to be paid.
Step 13: Communications
The researcher should conduct regular communications with the client throughout the duration of the project. The client should be updated on the project's progress, using the most appropriate mechanism, e.g. e-mail, phone, face-to-face meetings.
Step 14: Final Report
Upon completion of the project, the researcher prepares and presents a final report to the client.
Step 15: Client Happy
On completion of the project, the client advises the researcher, in writing, of their satisfaction with the work done. It is essential that this is done before the end date of the Innovation Voucher project.
Step 16: Financial Claim Form
ext: 4059) for sign-off.
Step 17: Signed Claim Form
The Finance Department returns the signed claim form to the researcher.
Step 18: Presentation Pack
The researcher prepares a pack for Enterprise Ireland to close out the project. The pack comprises:
- Signed letter of closure on headed paper
- Financial claim form (signed by researcher and Finance)
- Final report
- Confirmation of completion from client (letter, e-mail or signature at the bottom of the voucher)
- The original voucher
- Copy of the invoice
- All information is returned to:
- Institute Contracts Unit,
- Enterprise Ireland,
- The Plaza,
- East Point Business Park,
- Dublin 3
Step 19: File Documents
Copies of all documents in relation to the Innovation Voucher should be kept in the researcher's department along with a record of when it was closed to Enterprise Ireland. These documents should be retained for 7 years.
Step 20: Confirmation of Closure to Institute IV Programme Contact
ext: 2975 in order to maintain an institutional record of all IV projects.