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Set-up

Overview

This page details the set-up process for ESS Online Timesheet claimants (including Occasional Lecturers). For Tutor & Demonstrator set-up, please refer to the Tutor & Demonstrator page as the set-up process differs. Please note this process must be completed for each hourly paid post undertaken.

NOTE for Occasional lecturers who claimed for work in 2016/17 and who will claim for work in 2017/18 - please see information note below.

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Online set-up process

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 will not 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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User guides

User Guides for the Hourly Claimant and the School or Unit can be found at the following links. It is important that you refer to these guides when you commence your online set-up:

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Important Points to Note

  • Payment can only be processed if a completed Online Hourly Set-up Form and Pension Related Deduction Declaration Form (if applicable) have been received by HR by the monthly deadline.
  • Please note that you will be unable to claim online unless a PPS number and Euro Bank Account details have 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.
  • Claims must be made within one month of the date on which work was performed.

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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 2017-2018

Continuing Occasional lecturers refer ONLY to those who claimed for work in 2016/17 and who will claim for work in 2017/18. 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 2017/18, school administrators have been given access to an InfoHub report which lists those who carried out Occasional Lecturing during the academic year 2016/17. They are asked to either export this report into excel or print down via PDF and complete the 'Confirm Continuance' column indicating Occasional Lecturers who will be lecturing during the academic year 2017/18. Access to ESS Online Timesheets will be removed for Ocassional Lecturers who will not be continuing. 

To facilitate payment on-line and payment in the October 2017 payroll, the deadline for receipt of the completed listing of continuing lecturers and setup forms for new lecturers to Compensation and Benefits  is Friday, 8th September 2017.

Continuing 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 compensationandbenefits@ucd.ie‌

 

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Relevant 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.

Your Name: *
Personnel No: (optional)
Your Email: *
Your Telephone: *
 

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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 49 55.