Department of Education and Skills
VOLUNTARY DEDUCTIONS AT SOURCE POLICY
This document outlines Department policy with regard to the operation of Voluntary
Deduction at Source facilities in respect of Teachers, SNA’s, Clerical Officer’s,
Caretaker’s and Retired Teachers paid on payrolls operated by the Department of
Education and Skills.
CONDITIONS OF OPERATION OF A DEDUCTION AT SOURCE (DAS)
FACILITY FOR VOLUNTARY DEDUCTIONS
The payrolls operated by the Department of Education and Skills provide a facility for
certain voluntary deductions to be made from the salaries of Teachers, SNA’s, Clerical
Officer’s, Caretaker’s and Retired Teachers. A full list of approved deduction agencies for
each payroll is attached at Appendix A.
Note. The Department does not facilitate voluntary deductions in respect of staff that have an
employment status of a substitute.
1.
Commencement/Amendment of Deductions.
1.1
Anyone wishing to:

avail of a deduction at source where an approved facility exists,

cease an existing arrangement,

amend or query the rate of the deduction,

must contact the agency that is providing the product directly.
1.2
Prior to commencement of the deduction at source facility for each staff member (i.e.
teacher, SNA, etc.), it is necessary to sign a mandate authorising the deduction to be
taken from your salary (Please see Appendix B which provides the required wording
for the payroll deduction mandate). The completed mandate will be retained by the
deduction agency for inspection by the Department on request.
1.3
The timeframe for commencing, amending or end dating a deduction can take up to six
weeks from the time that a deduction agency is notified by a staff member. This is due
to payroll scheduling and the fact that amendments to mandates are submitted to the
Department of Education and Skills on a monthly basis.
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2.
Responsibilities
2.1
The DAS facility is made available solely as a matter of convenience to staff members.
2.2
This Department shall have no responsibility of any kind whatsoever in respect of the
deduction except for making deductions and remitting such deductions as instructed by
the deduction agency based on the signed mandate from staff members.
2.3
Responsibility for notification of the details of the deduction arrangements to this
Department rests with the deduction agency.
2.4
It is a matter for the deduction agency and the staff member to ensure that the data
supplied to this Department is accurate.
2.5
It is also the responsibility of the deduction agency and the staff member to ensure that
the deduction made by this Department on foot of the data supplied is accurate.
2.6
Deduction Agencies are required to meet certain criteria in order to continue to avail of
a deduction at source facility. In the event the Department withdraws the facility it is a
matter for the deduction agency to advise staff members accordingly. It is also a matter
for the agency concerned to contact staff members in order to make alternative
arrangements for the collection of any monies due.
2.7
The Department shall have no responsibility of any kind where policies of any nature
lapse due to the withdrawal of a DAS facility.
2.8
The calculation and payment of any refund and the collection of any arrears owing in
respect of voluntary deductions will be a matter between the deduction agency and the
staff member. Any refunds that may be due will be issued by the voluntary deduction
agency directly to the staff member where applicable.
2.9
A request for a statement of the amount paid by a staff member to any voluntary
deduction scheme must be sent directly to the deduction agency involved.
2.10 Staff members should check their payslip on a regular basis to ensure that the correct
deductions are taken from salary.
Note: The Department reserves the right to withdraw a DAS facility at any time irrespective
of membership numbers. The Agency will be given three months advance notice of the
withdrawal of the facility to enable it make alternative arrangements for the collection
of any monies due.
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3.
Arrangements while on unpaid leave of absence.
3.1
Currently, voluntary deductions are not end dated in cases where a person is availing of
unpaid leave of absence such as a career break or unpaid sick leave. Where such an
absence results in salary not being paid, details of the voluntary deductions will remain
on the payroll record and therefore, any deductions in place prior to the staff member’s
absence will recommence on their return to the payroll unless it has been end dated at
the request of the person involved via the deduction agency.
3.2
This Department will not make any deduction in respect of any accumulated unpaid
amounts for the period of their absence.
3.3
Staff members should contact the deduction agency at the commencement of the
unpaid leave to arrange for the cessation of deductions if they do not wish to have the
deductions recommence on their return to payment.
3.4
The arrangements for the payment of deductions during periods when staff members
are not being paid on the payroll is a matter between the deduction agency and the
individual staff member. If payment ceases for any reason (e.g. unpaid leave etc.), the
staff member must contact the relevant deduction agency in order to make alternative
arrangements for payment.
3.5
It is a matter for staff members who take unpaid leave to ensure that insurance policies
etc. do not lapse if they go off the payroll either on unpaid leave or if they retire. This
Department shall have no responsibility of any kind for policies of any nature which
lapse.
3.6
On resumption of salary payment following unpaid leave of absence it is important that
staff members examine their payslip to ensure that the correct voluntary deductions are
being made. If there is a difficulty in relation to a voluntary deduction contact should
be made with the deduction agency directly.
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4.
Cessation of deductions.
4.1
Staff members should contact the relevant deduction agency directly if they wish to
cease an existing arrangement.
4.2
Deductions will be end dated on receipt of an instruction to do so directly from the
deduction agency.
4.3
The Department will not cease deductions on receipt of an instruction to do so directly
from a staff member except where a dispute has arisen between the staff member and
the deduction agency. In such cases:

the reason for the dispute, and

the actions already taken in order to have the deduction ceased must be clearly
outlined in the cessation request that is sent to the Department. A copy of the
request will be sent to the deduction agency involved unless it clearly states that
it is of a confidential nature and should not be sent to the deduction agency. The
Department will contact the Agency and advise the deduction has ceased. Please
see Appendix C which is a copy of the letter this Department will issue to the
staff member in such cases
4.4
The timeframe for end dating a deduction can take up to six weeks from the time that a
deduction agency is notified by a staff member. This is due to payroll scheduling and
the fact that amendments to mandates are submitted to the Department of Education
and Skills on a monthly basis.
5.
Deductions following Retirement.
5.1
Staff members, who wish to continue paying their voluntary deductions on retirement,
must make alternative arrangements to pay them when they leave the payroll. The list
of the approved deduction agencies on the Retired Teachers payroll is attached at
Appendix A.
5.2
Staff members must contact the deduction agencies directly to have any of these
deductions set up on the Retired Teacher payroll as they are not automatically
transferred from the Primary or Post Primary Teachers’ payroll.
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6.
Data Protection.
6.1
The Department of Education and Skills will treat all personal data provided as
confidential and will use it solely for the purpose intended.
6.2
The information will only be disclosed as permitted by law or for the purposes listed in
the Department’s registration with the Data Protection Commissioner - REF 10764/A
6.3
Deduction agencies are required to ensure that there are adequate controls, security and
monitoring arrangements in place to protect data in respect of their customers.
6.4
The Department will not supply information to a deduction agency that is not required
for the purpose outlined above without the written permission of the staff member(s)
involved. It will be a matter for the agency concerned to obtain the written permission
of the relevant staff member(s).
Financial Control
Payroll Division
Department of Education and Science
Athlone
Co. Westmeath
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Appendix A – Approved Deduction Agencies
Primary Payroll
Agency name
Address
Contact Number
INTO
Irish National Teachers’ Organisation
35 Parnell Square
(01) 804 7700
Dublin 1
INTO Credit Union
Comhar Linn INTO Credit Union Ltd.
33 Parnell Square,
Dublin 1.
(1850) 277 377
(01) 873 1101
Fax: (01) 873 3253
E-mail: [email protected]
www.intocu.ie
Cornmarket
Cornmarket Group Financial Services
Liberties House
(01) 408 4000
Christchurch Square
Dublin 8
VHI Primary Teachers
Group Scheme No. 18/625 Voluntary Health Insurance
IDA Business Park
Purcellsinch
Dublin Road
Kilkenny
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(1850) 44 4444
Post Primary Payroll
Agency name
Address
Contact Number
A.S.T.I.
Thomas MacDonagh House
Winetavern Street
Dublin 8
Tel: 01 604 0164
Email: [email protected]
T.U.I.
73 Orwell Road
Rathgar
Dublin 6
Tel: 01 492 2588
Fax: 01 492 2953
Email: [email protected]
A.S.T.I. Credit Union
Wellington House
25 Wellington Quay
Dublin 2
Tel: 01 675 0670
Email: [email protected]
Voluntary Health
Insurance
(V.H.I.)
IDA Business Park
Purcellsinch
Dublin Road
Kilkenny
Tel.: 1850 44 4444
Liberties House
Christchurch Square
Dublin 8
Tel.: 01 408 4000
Email: [email protected]
Group Scheme No. 22514
Cornmarket Group
Financial Services
Retired Teachers Payroll
Agency name
Address
Contact Number
INTO Credit Union
Comhar Linn INTO
Credit Union Ltd
Comhar Linn
INTO Credit Union Ltd,
33 Parnell Square,
Dublin1.
(1850) 27 7377
(01) 873 1101
Fax : (01) 873 3253
E-Mail:
[email protected]
www.intocu.ie
Voluntary Health
Insurance
(V.H.I.)
IDA Business Park
Purcellsinch
Dublin Road
Kilkenny
Tel.: 1850 44 4444
Mr Denis Desmond
Retired Teachers Association
of Ireland
Vere Foster House,
35 Parnell Square,
Dublin 1
Tel./Fax: 01-245 4130
Group Scheme No: 13/655
Retired Teachers'
Association of Ireland
(R.T.A.I.)
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email: [email protected]
Non-Teaching Staff Payroll
Agency Name
Address
Contact Number
IMPACT UNION
Clerical Officers
IMPACT
Nerney’s Court, Dublin 1
(01) 817 1500
CORNMARKET
Cornmarket Group
Financial Services
Clerical Officers
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Cornmarket Group Financial Services
Liberties House
(01) 408 4000
Christchurch Square
Dublin 8
APPENDIX B
Wording of Mandate
Voluntary Deduction at Source Mandate
The written mandate authorising voluntary deductions to be made from the salary/pension of
persons who receive their payment from Payroll Division, Department of Education and
Skills must contain the following information:

First Name

Surname

Home Address

Payroll Number as it appears on their payslip

Position held i.e. Primary Teacher, Retired Teacher, Special Needs Assistant etc

Date from which deductions are to commence

Signature

Date of signature

An undertaking worded as follows:
I hereby authorise the Payroll Division of the Department of Education and Skills, to make a
deduction directly from my salary/pension in respect of the AGENCY and to pay this amount
to AGENCY on my behalf. I understand and agree that:
o The deduction at source facility is being made available solely as a matter of
convenience to me
o Beyond paying the sums deducted to AGENCY the Department of Education and Skills
accepts no responsibility of any kind in the matter
o The deduction is to commence as soon as possible and to continue until and unless I
serve further written notice to AGENCY. The AGENCY has the right to alter the
amount of this deduction in line with agreed amendments in the rate of subscription
o Any arrangements for refund of deductions or collection of arrears are to be made
directly with the AGENCY and that the Department of Education and Skills will not be
responsible for such matters
o It is my own responsibility to ensure the correct deduction is made from my
salary/pension and to notify AGENCY if I wish to amend or cancel the deduction from
my salary/pension.
o There may be a delay in commencing, amending or ceasing my deduction due to
payroll scheduling and the fact that amendments to mandates are submitted to the
Department of Education and Skills on a monthly basis.
o I will correspond directly with AGENCY in relation to the deduction from my
pension/salary or the product that I am availing of.
o It is a matter for the deduction agency to advise me of the withdrawal of the DAS
facility and to contact me to make alternative arrangements for the collection of any
monies due. I understand that the Department shall have no responsibility of any kind
where policies of any nature lapse due to the withdrawal of a DAS facility.
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APPENDIX C
Dear Sir/Madam
Further to your correspondence of INSERT DATE requesting the Department of Education
and Skills to end date your salary deduction in respect of (Name Agency).
The deduction will cease with effect from payroll date ………. You are now advised to
contact (NAME AGENCY) and advise them of this development. This is important in order
to eliminate any potential for the deduction to re-commence due to (NAME AGENCY) not
being aware of your decision to cancel the deduction at source facility.
You should be aware, as a result of your decision to end date the deduction, there may be
financial/contractual implications for you in relation to your business dealings with (NAME
AGENCY) however, this Department bears no responsibility in this regard.
If you have any further queries please do not hesitate to contact me.
Yours sincerely
_______________
Executive Officer
Financial Control Section
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