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Hourly Paid Employees

NEW Process for engaging Tutor Dems – June 2020


An hourly-paid employee is an individual who completes work for UCD in respect of various activities. They receive payment on a monthly basis for this activity. 

To claim payment for hourly-paid work, the individual must first complete an Hourly Set-up Form

NOTE for Occasional Lecturers who claimed for work in 2019/20 and who will claim for work in 2020/21  - please see information note below.

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How it works

This page sign-posts important information on the process for paying hourly-paid employees: 

(1) The Hourly Set-up process must be completed prior to claiming online. 

(2) Information for Claimants including how to submit your online timesheet.

(3) Information for Timesheet Approvers

(4) Information for Timesheet Administrators

(5) Hourly Paid Rates

Please also see below information on DeadlinesGarda VettingWork Permits, Continuing Occasional Lecturers and information on the 2011 New Entrant Rates.

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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.

January 2021 January 5th
February 2021 February 1st
March 2021 March 1st
April 2021 April 1st
May 2021 May 4th
June 2021 June 1st

Monthly ESS Timesheets

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

  Approver 2 Deadline
January 2021 January 14th
February 2021 February 11th
March 2021 March 15th
April 2021 April 15th
May 2021 May 14th
June 2021 June 15th

Timesheets are released to Payroll at 5.00 pm 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.


Weekly ESS Timesheets

Please note that timesheets will be released to Payroll on Thursdays at 5.00 pm each week.
For Public Holidays, Easter. etc. the deadline is 5.00 pm on Wednesday.


Monthly Manual Claim Form deadline to HR

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


  Claimant Deadline
January 2021 January 7th
February 2021 February 1st
March 2021 March 1st
April 2021 April 1st
May 2021 May 4th
June 2021 June 1st

Manual claim forms must be received by HR Operations by close of business on the dates above or the claim will be paid the following month.

Payday falls on the last working day of every month.


Weekly Manual Claim Form Deadline to HR

Deadline for submission of manual claim forms to HR to ensure payment is Wednesdays at 5.00 pm each week.

Please note: For Public Holidays, Easter etc. the deadline is 12.00 noon on Tuesday.

A claimant may be set up on weekly payroll if they meet all of the below criteria:

New to UCD, working for less than a 12 week period, Casual Rate_2011 or Temp Exec Asst_2013 (2011)

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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 new hourly paid claimants carrying out relevant work.  “Relevant work” refers to any work or activity carried out by a person, where a necessary and regular part of the work includes access to or contact with children or vulnerable persons.

Garda Vetting must be completed prior to the staff member starting their post. This includes short term appointments and casual staff.

For any new hourly paid claimants, hiring managers need to consider whether the role requires Garda Vetting.  To help you determine if Garda Vetting is required, please refer to the Garda Vetting Questionnaire and complete the questions within.  

You can also email for assistance.

Hourly paid staff who were vetted in 2019 do not need to be re-vetted for the 2020/21 academic year.  Hourly paid staff vetted prior to 2019 should contact their manager to determine if their role requires vetting.

Further information:

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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

Continuing Occasional Lecturers refer ONLY to those who were paid for work in 2019/20 and who will claim for work in 2020/21. 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 2020/21, 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 2020/21. 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 2020/21. Access to ESS Timesheets will be removed for Occasional Lecturers who will not be continuing. 

Please review the Garda Vetting Questionnaire available on the HR website to assess if Garda Vetting is required.

To facilitate payment in the October 2020 payroll, the deadline for receipt by HR Operations of the completed listing of continuing lecturers and set-up forms for new lecturers is Tuesday, 1st September 2020.

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


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Notice: 2011 New Entrant Rates

In Budget 2011, the Government announced a measure whereby ‘New Entrants’ to the public service would be employed on rates of pay which are 10% less than current rates.  This is to take effect for relevant ‘New Entrant’ hourly paid staff commencing work in UCD effective from 1st September 2012.

This new rate will be applicable to anyone who has no experience of working in a similar role in the Public Sector prior to their commencing work in UCD.  On the Hourly Set-up Form the hourly claimant will be asked to indicate if they have previous Public Service work experience.  If they select no, they should be treated as a ‘New Entrant’ and placed on the 2011 New Entrant hourly rates.  If they select yes, they will then need to complete an additional section on the online set-up form giving details of their previous experience. This will be reviewed by HR, who will determine which rate they should be paid. The claimant and the School/Unit will be notified by HR of which rate will be applicable.

Please view the following quick links for further information on Hourly Paid Rates and Manual Claims Hourly Rates.





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