Hourly Paid Employees
Overview
An hourly paid employee is an individual who completes work for UCD in respect of various activities. They receive payment on a monthly basis for this activity (if work is less than a 12 week period, a staff member may be set up on weekly payroll if they are on a UCD approved hourly rate). For the academic year 2017/2018, all existing and new hourly paid employees must claim payment via the ESS Online Timesheet system. Note, for operational reasons a small number of pre-approved areas will continue to operate Manual Timesheets.
Online Hourly Set-up Forms are now mandatory and are available on InfoHub for all schools and units. This online process facilitates the hourly claimant, school/unit and authorisers (Head of School or nominee) to create and authorise set-up forms online. The benefits include an improved process experience leading to faster turnaround, visibility of status history and the removal of the need for paper forms.
How it works
This page sign-posts important information on the process for paying hourly paid employees:
(1) The Online Hourly Set-up process must be completed prior to claiming online. For Tutors & Demonstrators please refer to the Tutors & Demonstrators Set-up as their set-up requirements differ slightly.
(4) Information for Administrators
Please also see below information on Deadlines, Important Note on Work Permits, Garda Vetting and information on the 2011 New Entrant Rates.
Deadlines
Monthly ESS Timesheets:
| Jul-17 | Aug-17 | Sep-17 | Oct-17 | Nov-17 | Dec-17 | |
| Claimant Deadline | Thurs 6th | Tues 8th | Wed 6th | Thurs 5th | Tues 7th | see link below** |
| Approver 1 Deadline | Tues 11th | Fri 11th | Mon 11th | Tues 10th | Fri 10th | see link below** |
| Approver 2 Deadline* | Fri 14th | Wed 16th | Thurs 14th | Fri 13th | Wed 15th | see link below** |
*Please note that timesheets will be released to Payroll at 5.00 pm on the Approver 2 Deadline date. Any timesheets approved by Approver 2 after release to payroll will not be paid until the following month.
**Christmas Period Payroll Deadlines 2017
Weekly ESS Timesheets:
Please note that timesheets will be released to Payroll on Thursdays at 5.00 pm each week.
For Public Holidays, Easter. etc. the deadline is 5.00 pm on Wednesday.
Monthly Manual Timesheets:
| Jul-17 | Aug-17 |
Sep-17 |
Oct-17 | Nov-17 | Dec-17 | |
| Deadline for claims to Compensation & Benefits, UCD Human Resources | Mon 3rd | Thurs 3rd | Sun 3rd* | Tues 3rd | Fri 3rd | see link below** |
*When 1st or 3rd falls on a week-end day, claims and set-up forms received first post of the working day following the week-end will be processed.
**Christmas Period Payroll Deadlines 2017
Payday falls on the last working day of every month.
Weekly Manual Timesheets:
Deadline for claims to Compensation & Benefits, UCD, Human Resources is Wednesdays at 5.00 pm each week.
For Public Holidays, Easter. etc. the deadline is 12.00 noon on Tuesday.
Garda Vetting
Following the commencement of the National Vetting Bureau (Children and Vulnerable Persons) Acts 2012 to 2016 on 29 April 2016, UCD must ensure that Garda Vetting is conducted for any new staff members who undertake activities that will bring them into contact with children or vulnerable adults. Existing staff working with children or vulnerable adults and employed prior to 29 April 2016 who have not been vetted are required to do so by the end of December 2017. Garda Vetting must be completed prior to the staff member starting in their post. This requirement includes short term appointments and casual staff.
For any new hourly paid staff members, you will need to consider whether the role they will be doing requires Garda Vetting. To determine this you can consult the Garda Vetting Policy for Staff on the UCD HR website (see link below) or speak to a member of the Resourcing Team. Hourly paid staff members who were vetted last year and are being recommenced in 2017 will not need to be vetted again until the 2018/19 Academic Session.
Queries on Garda Vetting should be directed to staffvetting@ucd.ie
Important Note on Work Permits
Any person coming to work in UCD from outside the EU requires authorisation to work legally in Ireland. For hourly paid staff, it is the responsibility of the School/Unit to ensure paperwork is in order before work commences. Regulations regarding employment permits are laid down by the Department of Jobs, Enterprise and Innovation and must be strictly adhered to. Payment cannot and will not be made to any person who is not authorised to work in Ireland. For more detailed information on requirements, please contact UCD HR Resourcing at ext. 4932.
Notice: 2011 New Entrant Rates
In Budget 2011, the Government announced a measure whereby ‘New Entrants’ to the public service would be employed on rates of pay which are 10% less than current rates. This is to take effect for relevant ‘New Entrant’ hourly paid staff commencing work in UCD effective from 1st September 2012.
This new rate will be applicable to anyone who has no experience of working in a similar role in the Public Sector prior to their commencing work in UCD. On the Online Hourly Set-up Form the hourly claimant will be asked to indicate if they have previous Public Service work experience. If they select no, they should be treated as a ‘New Entrant’ and placed on the 2011 New Entrant hourly rates. If they select yes, they will then need to complete an additional section on the online set-up form giving details of their previous experience. This will be reviewed by HR, who will determine which rate they should be paid. The claimant and the School/Unit will be notified by HR of which rate will be applicable.
Please view the following quick links for further information on Online Hourly Paid Rates and Manual Claims Hourly Rates.