PT&CM Committee update on the Department of Education payments

Following the results of the Department of Education Payments Survey that was conducted over the summer, the CIF met with the Department of Education in their Tullamore office on Wednesday, October 29^th. The note of meeting is provided here.

A clearing house has been established for CIF members to use when certified moneys are overdue. Members experiencing delays in receiving certified payments under their contracts are asked to report these issues directly to their key CIF representative:

• Main Contracting: Paul Sheridan ([email protected]) and Kaleigh Scales ([email protected])
• M&E: Denise Tuffy ([email protected]) and Sinead Cronin ([email protected])
• Specialist Contracting: Gillian Ross ([email protected])
• Southern Region: Joanne Treacy ([email protected]) and George Gill ([email protected])
• Western, Midland & Northern Region: Justin Molloy ([email protected])
• Eastern Region: Dara Gillis ([email protected])

Once notified, the CIF will engage with the Department on the member’s behalf to ensure that any outstanding certified payments are addressed and processed in a timely manner. There was a clear commitment from the Department that it would not with-hold certified monies and that any certificates for payments that were invoiced in the appropriate manner would be paid when due.

This year the Department introduced a stricter administrative quality process which is likely contributing to some of the challenges members are facing. Members should be particularly aware that a more formalised protocol for agreeing change orders is now in place for Department-funded projects. The attached change order request form outlines the process ERs are required to follow when managing change orders.

While noting the provisions under clause 4.3.2 related to the Employers Representative, members are encouraged to make sure their ERs are applying the new protocols as per the new change order request form. The Department will also be hosting a webinar to outline this process in more detail.

Finally, the survey results show that 43% of respondents are not aware of the Prompt Payment of Accounts Act. Following the Department’s reassurance that certified payments will be issued in line with the contract, it is important that members make full use of the Act where delays in receiving certified monies arise. For further information on the Prompt Payment of Accounts Act, please visit Prompt Payment Policy.