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Approver's Information

Overview

This page provides information for staff fulfilling the role of 'approver' for the ESS Online Timesheets system. Below you will find information on Approver set-up, the steps to be followed when approving timesheets online as Approver 1 and Approver 2, payroll deadlines and Quick Guides for approvers.

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Approver Set-up

All approvers are nominated  by Heads of School & Units and notified annually to UCD HR Compensation and benefits by completing the Online Timesheets Approver Administrator Authorisation Form. Approvers are then set-up in the HR System within relevant School / Unit and receive relevant menu options within Employee Self Service (ESS) to approve timesheets. Approvers who have not been confirmed for 2017/18 will lose access to approve timesheets via ESS. 

 

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Responsibility of Schools and Units

It is the responsibility of all Schools/Units to ensure that all claimants are informed of:

  1. The position description they should choose when claiming e.g. Tutor_2010 or Tutor_2011, Occasional Lecturer_2010 or Occasional Lecturer _2011.  Once the relevant rate is applied this is the only rate that can be paid for all claims for similar work.
  2. The names of their Approver 1 and 2 in advance of the claim being made.
  3. That Legislation requires UCD to ensure that the appropriate breaks are taken by all employees during their hours of work.  The general rules on this are that an employee must take a paid break of 15 minutes after a 4.5 hour work period.  If working more than 6 hours, an unpaid break of 30 minutes should be taken, which can include the 15 minute break
  4. In line with point 3 above, that hours claimed must reflect actual hours worked (excluding breaks).
  5. Claims for work carried out on a Sunday should be completed on the Sunday Premium (Hourly Paid Form) www.ucd.ie/hr/forms. The premium is Time and a Quarter and applies to rates of pay which do not have a full time equivalent.

It is the responsibility of the Approvers to ensure that:

  1. Claimants have selected the correct rate i.e. 2010 rate or 2011 rate (if they have no previous relevant Public Sector work experience).  If claimants select the incorrect rate, the timesheets should be rejected.
  2. Research Funded Claims: Where staff are chargeable to research accounts the following conditions should be observed:-
    - the Principal Investigator (grant-holder) must be set up as either Approver 1 or Approver 2;
    - there should be sufficient budget available in the research account to fund the ESS timesheet;
    - where the pay costs exceed €3,000, Approver 1 or 2 should always contact the Research Finance Office (rfo@ucd.ie) for additional off-line approval before completing the process.
  3. All hours worked and the taking of breaks is in line with legislation. UCD HR/Payroll are not responsible for monitoring this on a consistent basis. However, we do carry out spot checks and claims in breach of legislation will be rejected and payment not processed. 

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Logging On

  • Step 1: Go to ESS Home Page & click the 'Employee Self Service Button'
  • Step 2: Type in your UCD Connect username (also known as Novell or Network username) and password & click login
  • Step 3: If you are having difficulties please refer to the trouble shooting guide on the ESS Home Page

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Approval Level 1

  • Step 1:  Once a Timesheet has been submitted to you, as Approver 1 you will receive an email stating that a timesheet has been submitted for approval
  • Step 2:  Login to ESS & Select My Hourly Timesheets Self Service
  • Step 3:  Under Select  New  - a screen appears which shows claims which have been submitted and are waiting for approval
  • Step 4:  To view a particular time sheet click on View
  • Step 5:  Select the rate of pay from the dropdown menu
  • Step 6 : Select the cost centre / Research project account from the dropdown menu
  • Step 7: If you are rejecting the timesheet state a reason why
  • Step 8: Select ‘Approve’ or ‘Reject’ or ‘Save for later’ (as appropriate)

Note:  In your absence you can select Timesheet Approver Nomination - See Quick Guide for Approver 1

What Happens Next?

  • If Approver 1 approves a timesheet it then goes to Approver 2.
  • If Approver 1 rejects a timesheet it goes back to the claimant who will need to resubmit.

Note:  If a claim is rejected by Finance / Payroll the timesheet goes back to Approver 2, who then must decide if it should be returned to the claimant or to Approver 1. The claim must be resubmitted by Approver 2 as per the current deadline in order to be paid in that payroll run.

Hourly Timesheets Summary

The Screen shows a summary of timesheets submitted and what stage they are at:

  • New (timesheets with of  Status of Submitted)
  • Rejected by finance
  • Historic/previously approved claims
  • Approver nomination – see Quick Guide for Approver 1

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Approval Level 2

  • Step 1: Once a Timesheet has been submitted to you, as Approver 2 you will receive an email stating that a timesheet has been submitted for approval
  • Step 2: Login to ESS  & select My Hourly Timesheets Self Service
  • Step 3: Under Select  New  - a screen appears which shows claims which have been submitted and are waiting for approval.
  • Step 4: To view a particular time sheet click on View
  • Step 5: Confirm the details of the claim
  • Step 6: If the details are correct select ‘Approve’
  • Step 7: If the details are not correct state a reason why you are rejecting & ‘Reject’ the timesheet

Note:  In your absence you can select Timesheet Approver Nomination - See Quick Guide for Approver 2

What Happens Next?

  • If you approve a timesheet it goes to Finance / Payroll for payment processing.
  • If you wish to reject a timesheet you may choose to reject it back to either the claimant or Approver 1.
    Note:  If a claim is rejected by Finance / Payroll the timesheet goes back to Approver 2, who then must decide if it should be returned to the claimant or to Approver 1. The claim must be resubmitted by Approver 2 as per the current deadline in order to be paid in that payroll run.

 

Hourly Timesheets Summary

The Screen shows a summary of timesheets submitted and what stage they are at:

  • New (timesheets with of  Status of Submitted)
  • Rejected by finance
  • Historic/previously approved claims
  • Approver nomination – see Quick Guide for Approver 2

 

 

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Relevant Documents & Links

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Ask HR

If you cannot find the information you are looking for please 'Ask HR' by completing this form below.

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If you need to speak to a member of UCD HR staff in relation to this service,  please call us on + 353 (01) 716 4955.