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Finance

Conference Account:

Conference Sub Cost Set Up:

To manage your conference income and expenses it is advised to open a new conference sub Cost Centre on Agresso. This will facilitate the processing of Conference Income and Expenditure. To do this complete the “Account set up form” on the finance website;

(http://www.dcu.ie/internal/staff/finance/forms/account_setup.xls)

Send it to Alan Floyd (Ext: 5315, alan.floyd@dcu.ie ) or to Karolina Lis (karolina.lis@dcu.ie, Ext: 6848) in the Finance department to complete the setup of the new Sub cost centre.

Conference Web Site Set Up;

The facility for delegates to register for Conferences and pay the registration fees can be set up on the DCU website by ISS. (www.dcuconference.ie)

 Alternatively, an external site called Eventbrite can be used. (www.eventbrite.ie)

 Please contact ISS Support desk to set this up. The sub cost centre must be provided to track payments by Conference.

Methods of payment:

Attendees should be expected to pay their registration fees in advance. This helps provide an accurate picture of the number who will attend.  The options available are;

(1)Conference Website with On Line Payment facility

Credit card and Laser Card payments can be made on line via the Conference website. Realex verify that credit card payments are authorised and payments are settled overnight to the DCU Conference bank account.

Details of payments are available by using the Realex Reporting Tool

The procedure is as follows;

  • In put sub cost centre and from and to Dates.
  • Reports can be exported to Excel and filtered by payments authorised,
  • Amounts paid by delegates need to be divided by 100 to get correct payment amount,

(2)On-line Payment without a conference website:

Alternatively, if your conference does not have a website you can still use the on-line payment facility. Access to the on-line payment facility is via your portal page and payment details can be entered into the payment page on your portal page. The Sub-cost centre code needs to be input to track the receipts. Realex verify that credit card payments are authorised and payments are settled overnight to the DCU Conference bank account.

Details of payments are available by using the Realex Reporting Tool

The procedure is as follows;

  • In put sub cost centre and from and to Dates.
  • Reports can be exported to Excel and filtered by payments authorised,
  • Amounts paid by delegates need to be divided by 100 to get correct payment amount,

Finance reconciles and posts the receipts from the bank statement to the conference sub cost centre.

(3)Payment by cheque;

Delegates can pay by cheque, which can be posted to you together with the registration form.  Cheques can be sent in batches to finance for lodgement with the relevant sub cost centre. (Colette Yaverbaum Ext. 8231, colette.yaverbaum@dcu.ie)

(4)Payment by Bank Transfer;

Allied Irish Bank Plc
DCU Conference Account
7/12 Dame Street,
Dublin 2
Bank Sort Code: 93-20-86
Account Number: 91765215 (DCU Conference Account)
Bank Swift Code: AIBKIE2D
IBAN: IE88 AIBK 9320 8691 7652 15

 When completing the Bank Transfer, it is very important to quote the Conference Name and your Name on the remittance.


(5)Payment by internal transfer:

For DCU staff, you should allow them to use the internal transfer method. They just have to fill up the appropriate form in the finance website. Don’t forget to request a copy of the form filled and signed by the appropriate person to be able to follow up later if necessary.

Receipts Requests;

An online facility can be set up either in the conference website or in the portal page of the conference organiser, to generate receipts. This receipt/invoice can be used by potential people to request the payment from their institution.

Refunds/Rebates:

To refund (i.e. return money to somebody who has paid but cannot come) or rebate (i.e. return money to somebody who has paid twice) the conference registration fee, you should use the same method that they used to pay you:

-If paid by credit card, please complete the form below and send to Accounts Receivables in the Finance Office con indicating the name and address of the person to whom the refund is to be made, and indicate the date and time of the transaction.

Conference Refund Request Form

-If you pay by cheque and you have already lodged the cheque of the person that needs a refund, download the Expenditure Request Form from the finance website;

 (http://www.dcu.ie/internal/staff/finance/forms/expenditure_requisition.pdf ),

Fraudulent payments:

It is often the case in international conferences that some fraudulent registration and payments and fraudulent submissions (i.e. papers that had been cut and pasted with authors altered), etc., all in the hope of receiving a letter of invitation to the country. Please beware, It is DCU policy no to offer such letters.