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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 (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.

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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. For Tutors & Demonstrators please refer to the Tutors & Demonstrators Set-up as their set-up requirements differ slightly.  

(2) Information for Claimants

(3) Information for Approvers 

(4) Information for Administrators

(5) Hourly Paid Rates

Please also see below information on DeadlinesImportant Note on Work Permits, Garda Vetting and information on the 2011 New Entrant Rates.

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Monthly ESS Timesheets:

  Claimant Deadline Approver 1 Deadline Approver 2 Deadline
February 07-Feb 09-Feb 13-Feb
March 07-Mar 09-Mar 13-Mar
April 09-Apr 11-Apr 13-Apr
May 10-May 14-May 16-May
June 08-Jun 12-Jun 14-Jun
July 10-Jul 12-Jul 16-Jul
August 10-Aug 14-Aug 16-Aug
September 07-Sep 11-Sep 13-Sep
October 09-Oct 11-Oct 15-Oct
November 09-Nov 13-Nov 15-Nov

*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.


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:

  Claimant Deadline
February 05-Feb
March 05-Mar
April 04-Apr
May 04-May
June 05-Jun
July 04-Jul
August 03-Aug
September 04-Sep
October 04-Oct
November 05-Nov

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


Payday falls on the last working day of every month.


Weekly Manual Timesheets:

Deadline for claims to UCD HR Operations is Wednesdays at 5.00 pm each week.

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

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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

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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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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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