Ad-hoc payments

Ad-Hoc payments cover the payment, at a non-standard rate, to individuals who provide once off or occasional services in the core activities of teaching, research, administration and technical support. All payments are processed through the University monthly payroll and are subject to  PAYE and PRSI as with regular salaried payments. Ad-Hoc hourly rates should only be agreed if the standard University Hourly rates are not deemed appropriate.  

Learn more about the process of setting an individual up for payment and how to claim a payment below.

Ad-hoc payments process

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The person making the claim for payment (claimant) starts the set up process via the online system. You cannot receive payment until the set-up process is complete and an Online Hourly Set-up Form is required for each separate piece of work.

Gather key information

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

Go online and complete set up

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

  • The person making the claim - www.ucd.ie/external. 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. The School Administrator will be emailed to confirm the set-up has been completed.

Notes on login details and usernames

  • 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 so they can acess the Employee Self Service system
  • Student claimants will not be set up with a second UCD Connect username - their Employee Self Service access will be set up with their student UCD Connect username and password.
  • Step 1: The Ad-hoc Claim Form should be completed in full and approved by the Head of School / Unit/Principal Investigator before submission for payment.
  • Step 2: Submit the Ad-hoc Claim Form to UCD HR Operations for payment, taking into account the monthly payroll deadlines.
  • Step 3: Payment is made on a monthly basis in arrears.

Where Ad Hoc claims for staff are chargeable to Research Accounts the following conditions should be observed:

  • The Principal Investigator (grant-holder) must be set up either as Approver 1 or Approver 2. This is to ensure that the Principal Investigator authorises expenditure in line with the terms and conditions of the research funding agency. Failure to establish the principal investigator as one of the E.S.S. approvers may result in expenditure being disallowed by the funding agency and charged against the School budget.
  • There should be sufficient budget available in the research account to fund the E.S.S. timesheet. Existing on-going pay commitments should be considered when calculating the remaining budget. The grant-holder can calculate the current budgetary position on a research grant by referring to the online report via the Research Management System (RMS) or Infohub.
  • It is the responsibility of the approvers to ensure funds are available and where the pay costs exceed €3,000 Approver 1 or 2 must contact the Research Finance Office (rfo@ucd.ie) for further approval.
  • Please ensure the Research project account is selected by Approver 1 when approving the claim.

These steps should be carried out in relation to Ad Hoc claims for all staff, including both Hourly Paid staff and Contractual Staff.

Forms

Garda Vetting

Following the commencement of the National Vetting Bureau (Children and Vulnerable Persons) Acts 2012 to 2016 on the 29th of April 2016, UCD must ensure that Garda Vetting is conducted for any staff members with access to children and/or vulnerable adults as a necessary and regular part of their employment/engagement. 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, hiring managers need to consider whether the role the claimant will be doing requires Garda Vetting. To determine this, please consult the Garda Vetting Policy for Staff on the UCD HR website or speak to a member of the Resourcing Team. Garda Vetting in UCD lasts 3 years, however the University reserves the right to request any employee/third party to undergo vetting/police clearance at any time in their employment/engagement but in any event at appropriate intervals or such shorter periods as may be prescribed under the Act or as may be deemed appropriate by the University.

Garda Vetting between organisations is non-transferrable (exceptions are made if a sharing agreement in place between UCD and the organisation).

Queries on Garda Vetting should be directed to staffvetting@ucd.ie

Further information:

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 Business, 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.

Hosting Agreements (Researchers)

UCD is an accredited research organisation and as such can form hosting agreements with third country nationals (non-EEA nationals) for the purpose of conducting research in the University.

The minimum requirements for a Hosting Agreement are as follows:

  • Minimum salary: €23,481 per annum (without dependents), €30,000 per annum (with dependents)
  • Minimum contract duration: 3 months
  • The role must be a minimum of 70% research

Entry Visa information: Visas for Ireland - Department of Foreign Affairs (Opens dfa.ie)

UK Citizens

UK citizens have the right to work in Ireland without an employment permit under the Common Travel Area.

Contact the HR Helpdesk

The HR Helpdesk is the primary point of contact for all your employment-related queries.  We are here to help you with any queries on employee benefits, terms & conditions and HR policies & procedures. If we can’t help you directly we will refer your query to a HR specialist area.

hrhelpdesk@ucd.ie

353-1-716-4900

HR Helpdesk,
2nd Floor Roebuck Offices,
UCD Belfield Campus.