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Research Funded Recruitment (Pre RCF)

Overview

This page contains information for those wishing to advertise for and recruit Research Funded staff. Information in relation to changing working hours, changing R-Codes, implementing salary increases or ending contracts is also detailed. Information on Visas and Work Permits can be found on our Work Permits page.

Note: Research Funded employees are staff defined as those paid from an externally funded research account – rather than a UCD/HEA source. Generally these accounts begin with an R or V, for example, R1234 or V1234.

Setting up a Researcher

If you are proceeding straight to appointment, and do not require advertising, please follow the steps below. If you plan to advertise your vacancy prior to appointment then please consult our advertisement page before you begin.

Step 1: Download a Contract for Research Funded Staff and Research Authorisation Form (Non SET Colleges)

Step 2: The Principal Investigator (PI) completes both documents electronically, prints and signs the Research Authorisation Form. Please ensure the following:

Start and end dates are within the time frame of the research project account. If project receives a time extension you must attach authorisation from the funding agency
The employment complies with the terms and conditions of the research grant
There is sufficient funds within the budget to cover the salary proposal
The employee does not commence work before their contract is fully processed. There will be no retrospection of employment allowed

Step 3: The PI sends both documents to the Head of School and College Principal for authorisation and approval of objective grounds

Step 4: The Research Accountant verifies the funds and signs the Research Authorisation Form and sends the documents to UCD HR

Step 5: UCD HR set-up the position when the contract has been confirmed and a fully signed Research Authorisation Form has been received from the Research Finance Office

Step 7: A copy of both documents are scanned to the PI and a copy of the contract is scanned to the employee along with an employee set-up form for completion.

What happens next?

The employee is invited to sign the contract in UCD HR and return their set-up form. They must bring with them their P45, tax details and academic transcripts where appropriate.

A copy of both documents are scanned to the PI and a copy of the contract is scanned to the employee

Note: Please ensure you follow the guidelines on objective grounds prior to sending to the Head of School and College Principal. If you would like advice in relation to these grounds please contact UCD HR directly through our contact form.

Renew a contract

Follow the procedure for setting up a new Researcher. Any extension must go through the same process as an initial application so that funds can be verified and new "objective grounds" can be provided on the contract.

Note: Employees must not begin work on this appointment until a fully completed contract has been processed by the Research Finance Office and UCD HR. If you wish to renew your employee and the documentation has not reached HR before they are due to start their new contract, they must to finish up completely on their existing end date and can only recommence working when the documentation has been processed.

Changing the payment source

On occasion it may be necessary to alter the funding source listed on a research contract / research authorisation form. Please follow the steps below if you wish to change or replace an existing code or introduce split a payment between a number of codes.

Step 1: The PI downloads, completes and returns the Research Funded R Code Change Form.

Step 2: The PI should ensure the form is signed by all relevant parties

Step 3: The PI sends the R-Code Change Form to UCD HR

Note: A change in the Research Account Number will also mean that the new Research Account has to be verified by the Post Award Section of the OFRSS.

Changing working hours

On occasion it may be necessary, or desirable, to change the working hours listed on a research contract / research authorisation form. Please follow the steps below if you wish to change a researchers working hours.

Step 1: The PI downloads, completes and returns the Research Funded Hours Change Form.

Step 2: The PI ensures the form is signed by all relevant parties

Step 3: The PI sends the form to UCD HR

Changing a salary

Changes to a researchers salary generally occur as a result of the release of additional funding for pay increases. To change the salary listed on a research contract / research authorisation form please follow the steps below.

Step 1: The PI downloads, completes and signs a Research Funded Salary Change Form

Step 2: The PI forwards the Salary Increase Form to the College Principal & Head of School for authorisation

Step 4: The PI forwards the Salary Increase Form to the Research Accountant so funds can be verified

Step 5: The PI forwards the Salary Increase Form to UCD HR who authorise and implement the increase

Note: Although Research Funded Contracts are currently "non-scale" and have no provision for automatic Salary Increases, on occasion, increases in salary may be made when funds permit it.

Ending a research contract

An employment contract can end in two ways – either the contract is not renewed at the end of the original term or the contract is ended prematurely.

If the contract is not being renewed:

Step 1: The PI should notify UCD HR in writing that a contract is not going to be renewed (This notification often follows a reminder from UCD HR as part of the general renewal process).

Step 2: The PI should indicate if the employee has any outstanding holiday payments due

Note: PIs who have researchers approaching the end of their contracts will be sent notifications on a monthly basis to keep you up to date. We ask that you inform us as soon as possible if you know that your researcher will end as planned or if you plan to renew the contract.

If the contract is being ended due to a researcher resigning

Researchers who intend to resign from their position prior to its end date should follow the steps outlined in the UCD Resignation Policy

Payroll Deadlines

Documents must reach UCD HR by the 20th of the month prior to the month of payment/end or adjustment

e.g. for payment at the end of November, the deadline is 20th October.

Files must reach the Research Finance Office by 15th of the month for processing and sending on to UCD HR. Documents that arrive with Research Finance by this date will be given first priority, if your documents arrive in their Office after the 15th of the month they may not be processed in that coming payroll month.

Note: As the university is closed for some time at Christmas, the payroll deadline for December is generally in mid-late November.

Note: It is important for all parties to note that advances will not be issued to employees whose contract is submitted after the payroll deadline and payment will be made in the following months payroll.

Work Permits

Staff or managers seeking information on Work Permits / Green Cards / Hosting agreements should consult our Work Permits page for information.

PPS & Tax

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

Forms

Appointments

Please note that the Research Funded Recruitment team are available to meet with you if you have any queries. Appointment times are available on Tuesdays and Thursdays between 10am – 12pm. Please book an appointment with any of the team members.

Ask HR

If you need to speak to a member of UCD HR staff in relation to
this service, please call us on + 353 (01) 716 4933 / 4904 / 4966.

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