Payments processing & expenses administrator - ul

Unijobs on behalf of the University of Limerick are seeking a Payments Processing & Expenses Administrator to join its team in the Finance Department within the University.

This is a full time, temporary position, working 35 hours per week, Monday to Friday, on campus.

The starting hourly rate on offer is €18.59.

This position is initially anticipated to be until the end of June 2026.

Responsibilities : Payment Processing Processing accurately a high volume of supplier invoices to meet a weekly payment run deadline for the range of supplier allocated to them, ensuring that all tax matters have been processed correctly.

Carrying out weekly SEPA and non-SEPA payment runs for supplier payment processing.

Attaching all invoices to purchase orders on Agresso when setting a goods receiving task for all invoices for approval for payment by purchase requisitioners (three-way match).

Ensure that PSWT is applied to invoices when required and that monthly e PSWT file is uploaded to ROS.

Ensure that RCT is applied to invoices when required.

This requires liaison with the Buildings and Estates, ITD and other impacted departments to ensure that all construction and repair jobs are registered for RCT (SIN) and correct contractor VAT is applied to invoices.

Ensuring that RCT clearance is obtained via ROS in advance of invoice payment processing.

Ensure that correct rate of VAT is charged on invoices, including self-accounting for VAT for EU goods and services and non-EU services etc.

Applying on-line to ROS for verification of tax clearance status and ensuring no suppliers are paid without valid tax clearance certificate, this includes advising overseas based suppliers on how to apply for Irish tax clearance.

Ensure that supplier reconciliations are completed regularly and all outstanding or reconciling items are followed up and resolved or addressed.

On-going training of new staff members and the post holder is required to engage with relevant training on a regular basis to ensure up to date knowledge of all taxation heads and relevant regulatory matters.

Contributing to the development of best practice for payments processing including research and recommendations to the supervisor on improvements to processes.

Assisting and undertaking user accepted testing for all Agresso systems upgrade and new developments.

Co-operating and taking part in department projects as part of the department's commitment to best practice, maintaining a lean efficient payment process and quality management systems.

Expenses Ensuring that all claims have been approved by the first approver (generally HOD or line Manager) are fully vouched and that supporting documentation, itemised receipts, clear evidence of payment by the claimant, clear business purpose, details of any attendees in the case of hospitality claims and other justifications as required by the University Policies and any relevant government circulars are included on the claim.

Checking, verification and processing a high volume of expense claims to meet a weekly payment run deadline.

Overseeing weekly SEPA and non-SEPA payment runs for Expenses to ensure proper segregation of duties.

Manage online workflow to ensure all claims are processes efficiently and on a timely basis.

Reject or send for receipt query via workflow, giving guidance to claimant on action required, where claim cannot be processed as presented.

Control, verify and manage advances for travel expenses.

Communicate with the Campus Community (via workflow prompts, email, workshops, updated FAQ's) to ensure that claims are complete on initial submission and thereby reduce the level of rejected claims for additional documentation or explanations.

Advise and give guidance to first approvers on application of the policy, circulars, any queries, or matters requiring correction.

Provide regular training / workshops for claimants, new staff and approvers and ensuring all training material is kept up to date.

Manage month / quarter and year end processes including reporting to management on expense metrics and data.

Reconcile outstanding expense claims listings to control accounts.

Contributing to the development of best practice for expense processing including research and recommendations to the Financial Accountant on improvements to processes.

Management of the Student Payments process with the responsibility for processing payments of grants / stipend / awards for Erasmus and similar programmes.

Monitor and control bank rejected payments, and re-direct following reconciliation and correction.

Management of the Host Family Payments process for the Language Centre with the responsibility for supplier maintenance and processing of payments.

Updating foreign exchange rates on UNIT4 ERP monthly.

Due to the nature of the role, flexibility will be required.

Accordingly, the list of duties detailed above is not intended to be exhaustive or restrictive.

Essential Skills : Good working knowledge of VAT, PSWT, RCT and tax clearance regulations and a commitment to remaining up to date with all relevant changes to tax heads.

Understanding of University's procurement and payment procedures and Travel and Subsistence, Official Entertainment, Relocation and Gift Voucher Policies Excellent interpersonal and communication skills, creative problem-solving skills and the ability to prioritise workload.

Experience in undertaking complex, high level organisational and administrative tasks with emphasis on accuracy and attention to details Demonstrated ability to work on own initiative and as part of a team to meet immovable deadlines.

Essential Qualifications / Experience : Leaving Certificate or equivalent.

Minimum 3 years' experience in a Finance Department or similar Payments / Expenses Processing experience.

Unijobs DAC is an equal opportunities employer.

Skills : Administration Customer Service Front Office Payments Finance