Featured


Courses

WIT offers a broad range of academic programmes from levels 6 to 10 on the national framework of qualifications across Business, Education, Engineering, Health Sciences, Humanities, Science and Computing.

Courses Landing page

Study at WIT

Discover the routes into studying at WIT for school leavers, adult learners, further education students, graduates and people who have already started studies elsewhere as well as options for those interested in online courses.

Study at WIT landing Page

Students

Discover the routes into studying at WIT for school leavers, adult learners, further education students, graduates and people who have already started studies elsewhere as well as options for those interested in online courses.

Students Landing Page

Schools

WIT offers a broad range of academic programmes from levels 6 to 10 on the national framework of qualifications across Business, Education, Engineering, Health Sciences, Humanities, Science and Computing.

Schools Landing Page

International

The Office for International Relations co-ordinates the admission, administration and support for international students throughout the course of their studies at WIT.

International Landing Page

Research

WIT is recognised as the leading research performer in the institute of technology sector with research activities that are internationally benchmarked, strategic, and economically relevant. Find out about the amazing multi disciplinary research under way

Research Landing Page

About

Discover the routes into studying at WIT for school leavers, adult learners, further education students, graduates and people who have already started studies elsewhere as well as options for those interested in online courses.

About Landing Page

Events

From virtual events to conferences, talks, public lectures and happenings in on-campus venues Waterford Institute of Technology is a hub of activity. Stay up to date with our calendar of upcoming events.

Events Landing Page
arrow-down

All Finance policies, forms and notes are available on the Q Drive: Q:\Public\Finance

All Procurement policies and forms are also available on the Q drive: Q:\Public\Procurement

Please click to download an overview of Managing Your Research Finances: a presentation given by Susan Green, Project Accountant (February 2020).

Procurement policy: supplies and services

  • Quotations (all thresholds are inclusive of VAT):

    • Up to €500: One written quote
    • €500 to €1,000: Two written quotes
    • €1,000 to €5,000: Three written quotes
    • €5,000 to €10,000: Four written quotes
    • €10,000 to €25,000: Six written quotes and completion of Quotation Examination Form
    • €25,000: Tender required.
  • Competitive quotes should be sought in the case of materials, equipment and services (including consultants and contractors).
  • Refer to WIT’s preferred suppliers list on the Q drive under Procurement. These suppliers have succeeded in the tendering process and have secured a contract with WIT. Random suppliers cannot be chosen, e.g. Officestuff is the preferred stationery supplier and DELL is the preferred PC/laptop supplier.

 

M7 purchasing system

  • To find out about access to M7 please contact the Research Support Unit (Carol Kennedy).
  • Training on M7 is provided by the Finance Department (Melissa Hanly)
  • Five key steps in the M7 process:
    • Complete Purchase Requisition Form, ensure to obtain sign-off from the Project Budget Holder
    • The order raised on M7 with all relevant quotes attached - system will generate a purchase order (PO) number
    • Lodge original Purchase Requisition Form with relevant approver
    • Send original invoice to the Finance Department – include relevant PO
    • Goods receive the item on M7 once received.

 

Bank Transfer Payment (Cheques no longer used in WIT)

  • Electronic Funds Transfer (EFT) form can be found on the Q drive.
  • Used for payment to companies that occur on a once-off basis.
  • Bank requisition forms must be accompanied by a receipt/invoice.
  • The claimant must complete the bank requisition form which must be signed by the Project Budget Holder.
  • Send signed requisition form to Accounts Payable in the Finance Department.

 

Petty cash

  • Petty cash is used for any miscellaneous purchase where the total value is less than €150.
  • To obtain petty cash, complete a petty cash voucher, obtain the signature of the Project Budget Holder (Supervisor in the case of funded research scholarship projects) and send to Finance along with a receipt for goods purchased. Call to Finance Office to collect reimbursement.
  • Petty cash is available from Mary Kenny in the Finance Office during the following times:
    • Mon-Thurs: 10.00am to 12.30pm & 2.00pm to 4.30pm.
    • Fri: 2.00-4.30pm.

 

Core ESS travel

  • The approver for pre-approving travel (before travel) & re-approving travel (after travel) is the supervisor (in the case of funded research scholars) / project budget holder.
  • If claiming receipted items, copies of all receipts must be given to the approver, accompanied by the trip print-out.
  • Travel payments are processed by Payroll every second Wednesday.
  • Travel is paid on a fortnightly basis by bank transfer.
  • All Core ESS travel queries should be directed to the Payroll Department (Ciara McCarthy).
  • Training on Core ESS is provided by the Payroll Department.

 

Setting up your project

Account Set-Up Form

 New Supplier Setup Form

 New Customer Setup Form

external link Invoice Request Form

The Correct Procedure for requesting a vacancy to be approved for advertising is as follows:

  • The appropriate forms must be completed and sent to the HOD/HOF etc., for approval
    • For Research posts – R&D Staff requisition Form & Job description Form
    • Non-Academic/Non-Research posts – Non-Academic Requisition Form
    • Academic Posts – Academic Staff Requisition Form
  • The forms are then sent to Neil O’Sullivan
  • If funding is in place, Neill will approve the request and send it onto the Research Recruitment Officer, informing her to commence the recruitment process
  • If funding is not in place, then Neil will bring the request to the Subcommittee for approval (the subcommittee normally meets every 2 weeks, but this can change). Once approved, Neil will send it onto the Research Recruitment Officer, informing her to commence the recruitment process for advertising

All recruitment must go through this process except for work experience, internships & Emergency Cover. Emergency cover will require approval from the subcommittee, but the recruitment process does not go through the HR Department:

  • Internal vacancies are generally advertised for one week & external vacancies for two weeks
  • Following advertisement, the research recruitment officer normally has the shortlisting pack ready within approximately 5 working days and will send it onto the shortlisting panel.
  • When the shortlisting is completed, the fully completed Selection Control Form is returned to the research recruitment officer, who will only then, place it in the queue to be scheduled for an interview.
  • The requester will be offered a date for the interview, approximately three weeks prior to the interview date, to allow for the interview panel to be put in place and to give the required notice to candidates. (Candidates are not invited to interview until all interview panel has been confirmed).

Presently, once the competition is put in the queue to be scheduled for an interview, it takes approximately 1-2 months for the interviews to be held. This timeline is just an estimation, as it is dependent on many factors, including the number of competitions to be scheduled, Governing Body availability, etc. PI’s need to be aware of the timelines when submitting requests and to submit them as early as possible.

Any queries surrounding this process or requests for documentation, etc should be directed to Ian Bright.

Please also note WIT can arrange Hosting Agreements with third country nationals (non-EEA nationals) for the purpose of conducting research in the Institute.

Hosting Agreements Guidelines

WIT is an accredited research organisation and as such can form hosting agreements with third country nationals (non-EEA nationals) for the purpose of conducting research in the Institute.

The hosting agreement replaces the need for work permits for the following category of staff; Researchers Academic Staff involved in research

In order to be eligible for a hosting agreement the proposed employee must have

  1. A contract for a minimum duration of 3 months
  2. Salary amounting to €23,181 or more per annum (or €30,000 for those with dependents)
  3. Health insurance
  4. Hosting Agreements are a quick and cost effective form of work authorisations - there is no approval process or fee (however the researcher must still pay €300 to register with the immigration authorities each year) Furthermore, the hosting agreement is valid for the duration of the employment contract, thus removing the need for annual renewals.

For more detail, please contact  Ian Bright. directly. You can also visit the EURAXESS webpage for more detail on this process. 

All universities, Institutes of technology (IoT) and a number of research-active organisations are accredited for the Fast Track Work Permit for Non EU R&D Personnel (Hosting Agreement) scheme. Details related to the accreditation procedure can be found  here

Form

Hosting Agreement Form

EURAXESS Ireland COVID - 19 Fast Track Work Permit (Hosting Agreement Scheme) for non EEA Researchers Contingency Arrangements 

 

Recruiting Research Students

The material presented in this section outlines the procedure for the recruitment of research postgraduate students who are funded through internal (e.g. WIT PhD Scholarship Scheme) or external (e.g. European Commission, Industry, Teagasc Walsh Fellowships, Science Foundation Ireland, etc.) funding programmes.

Click on a section below to reveal more details associated with each step of the process. An overview of the process, along with downloadable documents at each stage is available in our step-by-step guide to funded research postgraduate recruitment.