Frequently Asked Questions

This is the establishment of the Agresso Roles (Buyer, Invoice Approver, Requisitioner(s), Interventionist, Reporting access, NRF Warehouse requisitioner, etc). It is required to make all new subcost codes operational for use in procurement of goods and services through Agresso.

THE RPA Workflow refers to the process where RPA are the Buyer (step.purchasing@dcu.ie), the Invoice Approver (step.invapproval@dcu.ie) and have Reporting Access on agreed subcost codes. This is known as bringing them into our workflow or hierarchy.

For all subcost codes in the RPA Workflow, all administration and associated paperwork will run through the RPA Front Office. All subcosts in the RPA workflow are required to have an interventionist for audit purposes.

Subcosts in the RPA Workflow have the benefit of a dedicated Buyer, and Invoice Approver within RPA. This means that there is more processing control for RPA and a faster resolution on any issues arising in any operational area.

If this is a new subcost, emai your Financial Administrator (or step.finance@dcu.ie) who will then contact step.purchasing@dcu.ie if the subcost is to be brought into the RPA Workflow. Thereafter, step.purchasing@dcu.ie will act as the Buyer (ie, main administrator) on the subcost code.

If this is a pre-existing code with the hierarchy already set up elsewhere, please confirm with your Financial Administrator (or step.finance@dcu.ie) before requesting the current Buyer raise a ticket with Finance Systems to move the code to the RPA Workflow.

Please ensure all changes have been cleared with RPA in the first instance, as the RPA Workflow may not be suitable for all subcosts codes, for operational reasons. Your RPA Financial Administrator (or step.finance@dcu.ie) can advise.

All new Agresso Users set up by the RPA Front Office will have a default delivery address of:

NRF Research Stores (Warehouse).
Dublin City University,
Glasnevin,
Dublin 9,
D09 YYW0

Please ensure this delivery address meets your project requirements - workarounds are possible in consultation with RPA.

If you are engaged with RPA through Project or Centre administration, requests for New Suppliers to be set up on Agresso should be emailed to step.purchasing@dcu.ie.

They will follow up for the required paperwork which is as follows:

New Supplier Set up form
Bank confirmation documents x 2
1. Bank details confirmed by supplier on company headed paper, which must be signed and dated within the past 6 months
2. Redacted bank statement/bank fees statement confirming all account details

OR

2. Signed and dated letter from banking official confirming details
Irish Tax Clearance Certificate (if applicable).

Requisitions are approved by the Interventionist in the first instance, and then by the Buyer, provided all details are correct.

Once approved, the PO is automatically forwarded to the requisitioner and Buyer from Agresso. The requisitioner is responsible for forwarding the PO to the supplier.

Requisitioners are not responsible for dealing with administrative type queries from Suppliers.

If received directly to the requisitioner, they may be forwarded to step.purchasing@dcu.ie or step.invapproval@dcu.ie (as applicable) for resolving. Examples include: Requests for Tax Clearance Certificates/DCU Account(s) placed on hold/Queries on Invoice payments.

Likewise, RPA FO are NOT responsible for resolving certain queries from Suppliers. These should be dealt with by the requisitioner. Examples include: Specification differentials/Substitution options.

One Day Centre events are supported by our Research Centre Events Support package. Alternatively, competitive cost packages are also available for larger events that require project management services.

Contact step.finance@dcu.ie for further information.

Invoices in the RPA Workflow are approved regularly to minimise late payment and compensation charges, or account locks. Any queries on invoices should be emailed to step.invapproval@dcu.ie. A record of all invoices approved is available through the RPA Front Office for specific supplier queries.

If there is an issue with an invoice being paid, please refer to step.invapproval@dcu.ie in the first instance. The RPA FO are available to liaise with Account Payable and are familiar with many of the issues with invoices not being paid, such as a missing PO number, incorrect invoice amounts, etc.

Sales Invoices can be arranged for subcosts in the RPA Workflow. Requests for Sales Invoices should be emailed to step.invapproval@dcu.ie including the following details - 

Customer name and number:
Customer reference (preferably the customer's Order Number if available):
Description:
Total excluding VAT:
VAT Percentage:
Subcost Code:

We can provide a range of bespoke packages and cater for additional items on individual research projects: Budget build, Website build for research projects (WordPress), Conference/Event planning and support, access to the RPA Purchasing Card.

All major funders:

Yes! Examples include:

- General enquiries, first point of contact - DCU Operations set-up and project liaison with DCU Departments (RIS/Finance/HR)
- Liaise with EU Project Officer and consortium partners on all aspects of the project
- HR/Recruitment/Staffing support including ESRs (and Garda Vetting where required)
- Advice, planning, processing, and tracking of all project spend, ensuring eligibility of costs
- Project cumulative periodic reports to EU: collating, formatting, editing, updates, and metrics
- Project Event Support (workshops; research days; training and welcome weeks)
- Arranging all meetings (kick-off, consortium meetings, review meetings (e.g. in Brussels), wrap-up meetings)
- Dissemination, Metrics, Public advertising - project websites and newsletters
- All final wrap-up details for the project

Yes. We have a designated team member who looks after the hiring and staffing administration for research awards. For all hiring matters, contact your RPA financial administrator in the first instance.

RPA provides back up support during AL or unplanned outages/absences of your assigned RPA contact point.