Innovation Voucher Process

Step 1: Application Process

Client (i.e. the business) applies for their Innovation Voucher to Enterprise Ireland. Very frequently, this application is done in collaboration with the researcher. Our Knowledge Provider Contact Point in SETU Waterford is Aisling O'Neille: .(JavaScript must be enabled to view this email address)
ext: 2975.

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?

Researchers who are undertaking their first Innovation Voucher will need to obtain an internal project account code 'P Code' by completing the sub-account setup form. The completed form must be submitted to the RSU ([email protected]), who in turn will process it with the (Finance Officee: .(JavaScript must be enabled to view this email address)
ext: 4059).

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

Two copies of the Research Contract Agreement are to be signed by the client and the researcher and returned via e-mail to the TTOe: .(JavaScript must be enabled to view this email address)
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

In advance of work commencing, the client must pay a deposit. The researcher requests an invoice to be issued by (Accounts Receivablee: .(JavaScript must be enabled to view this email address)
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

The researcher must complete a financial claim form to be sent to the (Finance Departmente: .(JavaScript must be enabled to view this email address)
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

A copy of the letter of closure to Enterprise Ireland (only) is copied to Aisling O'Neille: .(JavaScript must be enabled to view this email address)
ext: 2975 in order to maintain an institutional record of all IV projects.