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Hourly Paid Employees

Page updated 12 August 2022

Hourly paid employees engage in tutoring, occasional lecturing or other general casual work and receive payment on a monthly basis. Below you can view information on the set-up and timesheet process for either Claimants, Administrators or Approvers. You will also find general information on deadlines, Work Permits and Garda Vetting for hourly paid.

The Hourly Paid Process (Claimants)

  1. Complete the Hourly Paid Set Up process
  2. Submit a timesheet

The Hourly Paid Process (Approvers & Administrators)

Learn about the process for

(including Approver set-up, login, approval process, roles & responsibilities)

Learn about the process for

(including Administrator set-up, login, input process, roles & responsibilities)

Deadlines for set-up and payment

Deadlines for Set-up / Payment

Hourly Set-up Form deadline to HR

Deadline for submission of Hourly Set up Forms to HR to ensure timely set up on the HR system.



June 2022

Wednesday, 1st June

July 2022

Friday, 1st July

August 2022

Tuesday, 2nd August

September 2022

Friday, 26th August

October 2022

Wednesday, 14th September

November 2022 

 Monday 1st November

Submitting a timesheet (monthly)

(Online) Deadline for ESS timesheets to be approved by Approver 2 to ensure payment.


     Approver 2 Deadline

June 2022

Wednesday, 15th June

July 2022

Thursday, 14th July

August 2022

Tuesday 16th August

September 2022

Thursday, 15th September

October 2022

Friday, 14th October

 November 2022

 Tuesday, 15th November

Timesheets are released to Payroll at 5:00pm on the Approver 2 deadline date.

Please note: Any timesheets approved by Approver 2 after this time will not be paid until the following month.

(Offline) Deadline for submission of manual claim form to HR to ensure payment.



June 2022

Wednesday, 1st June

July 2022

Friday, 1st July

August 2022

Tuesday, 2nd August

September 2022

Thursday, 1st September

October 2022

Monday, 3rd October

 November 2022

 Monday, 1st November

Submitting a timesheet (weekly)

Thursdays at 5.00 pm each week.

For Public Holidays, Easter. etc. the deadline is 5.00 pm on Wednesday.

Occasional Lecturers

Continuing Occasional Lecturers refer ONLY to those who were paid for work in 2021/22 and who will claim for work in 2022/23. They DO NOT need to complete the hourly set up online again. ALL other lecturers (even if they worked in other academic sessions) must complete the hourly set-up process again.

For Continuing Occasional Lecturers for 2022/23, school administrators have been given access to an InfoHub report  [Location on InfoHub: Human Resources Hourly Paid /Online Timesheets Management] which lists those who were paid for Occasional Lecturing during the academic year 2021/22. They are asked to export this report into Excel and complete the 'Confirm Continuance' column indicating Occasional Lecturers who will be lecturing during the academic year 2022/23. Please return this to hrhelpdesk@ucd.ie Access to ESS Timesheets will be removed for Occasional Lecturers who will not be continuing. 

To facilitate payment in the October 2022 payroll, the deadline for receipt by HR Operations of the completed listing of continuing lecturers and set-up forms for new lecturers is Thursday, 1st September 2022.

Continuing Occasional 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 hrhelpdesk@ucd.ie

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 Employment and must be strictly adhered to.

Payment cannot and will not be made to any person who is not authorised to work in Ireland.

Entry Visa information: Information on coming to Ireland can be found at www.irishimmigration.ie/

UK Citizens

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

Frequently Asked Questions

Pay day is the last working day of each month.

in order to receive weekly payment, you must meet all of the below criteria

  1. You are new to UCD
  2. The period of work is less than 12 weeks
  3. You are paid at one of the casual rates 'Casual Rate_2010' or 'Temp Exec Asst_2013 (2010)'

No claims will be paid until the Set Up process is complete.

Contact the HR Helpdesk

The HR Helpdesk is the primary point of contact for all your employment-related queries by email and telephone.  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.

All visitors to UCD HR, Roebuck offices should be by appointment only and arrangements to be made with specific HR staff members.



Roebuck Offices,
UCD Belfield Campus.

UCD Human Resources

Roebuck Offices, University College Dublin, Belfield, Dublin 4, Ireland.
T: +353 1 716 4900 | E: hrhelpdesk@ucd.ie | Location Map