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Manual Timesheets

Overview

An hourly paid claimant is an individual who completes work for UCD in respect of various activities. They receive payment on a weekly/monthly basis for this activity. An online hourly paid set-up form must be completed as part of the online set-up process prior to claiming for work completed. A claim form must be completed in full and approved by the Head of School / Unit when claiming for work done.  Specific hourly paid staff rates of pay are applied.

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Setting up Hourly Staff

Before you begin, it is important that you have received the below information from your School or Unit. It is the responsibility of the School or Unit to convey this information to the claimant. The hourly claimant begins the process online.

The online set-up process is accessed through Infohub at the following links:

  • Hourly Claimant Login - www.ucd.ie/external. The claimant should click on Campus and then on My HR Forms
  • School or Unit Login - www.ucd.ie/infohub. The school/unit user should click on Human Resources, then My Responsibilities, and then Hourly Paid

The claimant's school/unit must then approve the online form so that they can submit it to UCD HR for processing.

UCD HR will then set up the claimant on the personnel system, and the claimant will be notified by email to confirm their set-up to submit claims on ESS is complete. If the claimant is on an ad-hoc rate, the School Administrator will be emailed to confirm the set-up has been completed.

Claimants who do not already have a UCD Connect userame must ring the IT Helpdesk (01 716 2700) to request their UCD Connect login details.

Note: Student claimants willnot be set up with a second UCD Connect username - their ESS access will be set up with their student UCD Connect username and password.

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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 staffvetting@ucd.ie

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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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Claiming payment

IMPORTANT POINTS TO NOTE

  • Your payment will only be processed if an Online Hourly Paid Set-up Authorisation Form‌ has been received by HR.
  • Please note that Payment will be withheld if a PPS number has not been supplied.
  • The Organisation of Working Time Act 1997 limits the maximum average working week to 48 hours. Weekly working time can be averaged out over a 4-month reference period.
  • The Head of School  or Unit should ensure that all approved forms are returned to the Compensation and Benefits Section by the 3rd of the month. If the 3rd falls on a weekend day, claims received first post Monday will be processed. (Exceptions December and February: Deadline is the 1st).
  • Claims must be made within one month of the date on which work was performed.
  • Payment will not be made on incomplete or photocopied forms. These will be returned. 
  • Step 1: Download & complete the relevant claim form 
  • Step 2: Claim form should be completed in full and approved by the Head of School / Unit before submission for payment.
  • Step 3: Claim is submitted to UCD HR (Compensation & Benefits) for payment, taking into account payroll deadlines outlined in claim forms.
  • Step 4: Payment is made on a weekly/monthly basis in arrears.

 

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PPS & Tax

Learn about Tax Certs and find out how to apply for a PPS Number.

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Forms

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Ask HR

  • What are the Payroll Deadlines?

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.