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Hourly Paid Employees


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. 

To claim payment for hourly-paid work, the individual must first complete an Online Hourly Set-up Form

NOTE for Occasional Lecturers who claimed for work in 2018/19 and who will claim for work in 2019/20  - please see information note below.

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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. 

(2) Information for Claimants including how to submit your online timesheet.

(3) Information for Approvers

(4) Information for Administrators

(5) Hourly Paid Rates

Please also see below information on DeadlinesGarda VettingWork Permits, Continuing Occasional Lecturers and information on the 2011 New Entrant Rates.

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*Important please take note of the October 2019 deadline.

Online Set-up Form deadline to HR

Deadline for submission of Online Set up Forms to HR to ensure timely set up on the HR system.

September 2019 03 September
October 2019 13 September
November 2019 04 November

Monthly ESS Timesheets

Deadline for ESS timesheets to be approved by Approver 2 to ensure payment.

  Approver 2 Deadline
August 2019 16 August
September 2019 13 September
October 2019 15 October 
November 2019 15 November

Timesheets are released to Payroll at 5.00 pm on the Approver 2 deadline date.

Please note: Any timesheets approved by Approver 2 after this time will not be paid until the following month.


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 Claim Form deadline to HR

Deadline for submission of manual claim form to HR to ensure payment.


  Claimant Deadline
September 2019 03 September
October 2019 03 October
November 2019 04 November

Manual claim forms must be received by HR Operations by close of business on the dates above or the claim will be paid the following month.

Payday falls on the last working day of every month.


Weekly Manual Claim Form Deadline to HR

Deadline for submission of manual claim forms to HR to ensure payment is Wednesdays at 5.00 pm each week.

Please note: For Public Holidays, Easter etc. the deadline is 12.00 noon on Tuesday.

A claimant may be set up on weekly payroll if they meet all of the below criteria:

New to UCD, working for less than a 12 week period, Casual Rate_2011 or Temp Exec Asst_2013 (2011)

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Garda Vetting

Following the commencement of the National Vetting Bureau (Children and Vulnerable Persons) Acts 2012 to 2016 on the 29th of 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 postThis requirement includes short term appointments and casual staff.

For any new hourly paid staff members, hiring managers need to consider whether the role the claimant will be doing requires Garda Vetting. To determine this, please consult the Garda Vetting Policy for Staff on the UCD HR website or speak to a member of the Resourcing Team. Hourly paid staff members who were vetted in 2018 and are being recommenced in 2019 will not need to be vetted again until the 2020/21 Academic Session. Hourly paid staff vetted prior to 2018 will need to contact their manager as they may be required to be re-vetted.

Queries on Garda Vetting should be directed to

Further information:

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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.

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Continuing Occasional Lecturers

Continuing Occasional Lecturers refer ONLY to those were paid for work in 2018/19 and who will claim for work in 2019/20. They DO NOT need to complete the online set-up process again. ALL other lecturers (even if they worked in other academic sessions) must complete the online set-up process again.

For Continuing Occasional Lecturers for 2019/20, school administrators have been given access to an InfoHub report which lists those who were paid for Occasional Lecturing during the academic year 2018/19. They are asked to export this report into Excel and complete the 'Confirm Continuance' column indicating Occasional Lecturers who will be lecturing during the academic year 2019/20. Access to ESS Online Timesheets will be removed for Occasional Lecturers who will not be continuing. 

To facilitate payment online and payment in the October 2019 payroll, the deadline for receipt by HR Operations of the completed listing of continuing lecturers and set-up forms for new lecturers is Tuesday, 3rd September 2019.

Continuing Occasional Lecturers who need to inform UCD HR of any changes to personal details should refer to the 'Update my details' page on ESS or complete the relevant forms and return to


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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.


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