Hourly Paid Employees

Page updated 23 May 2023

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 Approvers (including Approver set-up, login, approval process, roles & responsibilities)
• Learn about the process for Administrators (including Administrator set-up, login, input process, roles & responsibilities)

Deadlines for set-up and payment

Occasional Lecturers

Continuing Occasional Lecturers refer ONLY to those who were paid for work in 2022/23 and who will claim for work in 2023/24. 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 2023/24, 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 2022/23. 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 2023/24. 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 2023 payroll, the deadline for receipt by HR Operations of the completed listing of continuing lecturers and set-up forms for new lecturers is Friday, 1st September 2023.

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:

• Garda Vetting Policy for Staff

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

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.

hrhelpdesk@ucd.ie

353-1-716-4900

UCD HR
Roebuck Offices,
UCD Belfield Campus.