Subject Extern – Subject/Subject Area

A Subject Extern Examiner is appointed to exercise oversight of a subject or subject area in UCD at undergraduate and graduate level. In larger Schools in UCD, a Subject Extern Examiner may be appointed to exercise oversight of a specific taught graduate programme.


Fees
The University can reimburse an Extern Examiner for their fee once their report has been submitted.
Description *Gross Fee Tax Deduction Fee Payable
Subject Extern Examiner Visiting Fee (per day)
€250 €20 €230
PhD Degree (per thesis)
€250 €20 €230
MD Degree (per thesis)
€250 €20 €230
Professional Doctorate (per thesis)
€250 €20 €230
Research Masters (per thesis)
€102 €8.16 €93.84
MCh Degree(per thesis)
€102 €8.16 €93.84
Minor thesis reading fee (per thesis)
€52 €4.16 €47.84
Non- Irish Residents should refer to the details of income tax on fees for Extern Examiners.

Extern Examiner fees can be paid once your completed report has been submitted.

The fee cannot exceed €3,000 in a term year.

FAQs

Who is eligible to receive Extern Examiner payments?
Subject Extern Examiner who have been appointed by the Academic Council Committee on Examinations (ACCE) to exercise oversight of a subject or subject area in UCD at undergraduate and graduate level. In larger Schools in UCD, a Subject Extern Examiner may be appointed to exercise oversight of a specific taught graduate programme.

How do I claim my fee if I am an Irish Resident?
All Extern Examiners residing in Ireland require a UCD Personnel Number for payment of fees. Please complete a HR online set-up form. Once your set up form is processed, HR will send you a log in and claim details to you as detailed in the Irish Resident Payment Process Map.

The following payment codes should be used online to claim the correct rate.
Description *Gross Fee Irish Resident Payment Code for claiming online
Subject Extern Examiner Visiting Fee (per day) €250 8061
PhD Degree (per thesis) €250 8061
MD Degree (per thesis) €250 8061
Professional Doctorate (per thesis) €250 8061
Research Masters (per thesis) €102 8063
MCh Degree(per thesis) €102 8063
Minor thesis reading fee (per thesis) €52 8062
Please note expenses for Irish Residents are claimed separately by completing a Extern Examiner Claim Form-Irish Resident Euro Zone (link to form). Further information can be found on the Extern Examiner Expenses section below.

How do I claim my fee if I am a non- Irish Resident?
Non- Irish residents claim for their fee by completing an Extern Examiner Claim Form Non-Irish Resident Euro Zone or a http://www.ucd.ie/registry/assessment/documents/NON Irish Resident Extern Examiner Claim Form Non Euro Zone .docx"> Extern Examiner Claim Form Non-Irish Resident Non Euro Zone form, whichever is relevant. This is the same Extern Examiner Claim form which you have completed to claim your expenses.

Non Irish Residents should also refer to the details of income tax on fees for Extern Examiners.

You should send your Extern Examiner Claim Form to the relevant Head of School as they will need to be signed and approved by the Head of School first. Your completed form will then be posted by the School through Internal mail to Payments Section, UCD Finance.

Where do I send my claim once I have completed the form?
All claims will need to be signed and approved by the Head of School first. Please send your claim to the School.

Completed forms will then be posted by the School through Internal mail to Payments Section, UCD Finance.
New Payment Process as of October 2018
The University can reimburse an Extern Examiner for Accommodation, Travel and Incidental Expenses.

Extern Examiners can make their own travel arrangements and pay upfront for accommodation and travel expenses, which can later be claimed by submitting the correct documentation and receipts. Alternatively, you can liaise with your School who may be able to support you with this process.

Expenses- General Information
Expenses cannot be reimbursed without the submission of receipts for expenses incurred. If sending via email to the relevant School, scanned receipts should be legible.

Once the School has approved your fee and expenses your documentation will be forwarded by the School to the Payments Section in UCD Finance by internal mail.

UCD will reimburse only the Extern Examiner and cannot make payment to hotels, travel agencies or other bodies.

Expense claims are processed with electronic payment transfer to the bank account of the Extern Examiner within 1 week of UCD Finance receiving all completed documentation from the School. Incomplete forms will be returned to the School for correction.

All claims should be received within 3 months of completing work for UCD.

Accommodation
When you visit UCD, accommodation will be reimbursed up to and not exceeding €125 per night on submission of vouched receipts.

Length of stay should not exceed:
1-2 nights for an EU visitor.
1-3 nights for a non-EU visitor.

If a longer stay is necessary or the rate for accommodation is higher than €125, prior approval to cover additional costs is required from the relevant Head of School.

Travel
Travel expenses are paid by UCD to cover your visit to the University on submission of receipts. It is requested that the most economical form of transport to UCD is used, which may include flights (economy class only), parking and taxis. Public transport should be used where possible. Gratuities are not to be charged to UCD. Mileage can be paid in accordance with current UCD rates. Flights should be booked as far as possible in advance in order to obtain the most competitive rate.

It is advisable that all Extern Examiners have their own travel insurance.

Incidentals (where applicable) UCD covers incidental expenses on the submission of receipts up to the daily subsistence rate of €33.61. Gratuities are not to be charged to UCD.

FAQs

How do I claim for expenses if I am an Irish Resident?
Irish residents claim for their expenses by completing an Extern Examiner Claim Form-Irish Resident- Euro Zone.

You should send your Extern Examiner Claim Form along with all receipts to the relevent Head of School as they will need to be signed and approved by the Head of School first. Completed forms along with all receipts will then be posted by the School through Internal mail to Payments Section, UCD Finance.

How do I claim for expenses if I am a non- Irish Resident?
Non- Irish residents claim for their expenses by completing an Extern Examiner Claim Form Non-Irish Resident Euro Zone or a Extern Examiner Claim Form Non-Irish Resident Non Euro Zone form, whichever is relevant. This is the same Extern Examiner Claim form which you have completed to claim your fee or you may claim your fee at a later stage once you have submitted your report.

You should send your Extern Examiner Claim Form along with all receipts to the relevant Head of School as they will need to be signed and approved by the Head of School first. Completed forms along with all receipts will then be posted by the School through Internal mail to Payments Section, UCD Finance.

Non- Irish Residents should also refer to the details of income tax on fees for Extern Examiners.

How do I calculate the correct Exchange rate?
Exchange rates must be calculated on the first date of travel or the date work has been completed. www.oanda.com is the website used by UCD to calculate exchange rates.

Expenses should be quoted in the currency in which the expense was incurred.

Where do I send my claim once I have completed the form?
All claims will need to be signed and approved by the Head of School first. Please send your claim along with all receipts to the School.

Completed forms along with all receipts will then be posted by the School through Internal mail to Payments Section, UCD Finance.

How long before I will be reimbursed?
Expense claims are processed with electronic payment transfer to the bank account of the Extern Examiner within 1 week of UCD Finance receiving all completed documentation from the School. Incomplete forms will be returned to the School for correction.
For further information please contact externexaminer@ucd.ie or +353 1 716 1600.

For payment queries contact assessment.payments@ucd.ie or +353 1 716 1421.

Postal Address
Extern Examiner Administrator,
Assessment,
UCD Registry,
Tierney Building,
UCD Belfield,
Dublin 4,
Ireland

http://www.ucd.ie/maps/