This page contains information to bring you through the processes for getting set up and paid for hourly paid work. There is also information on important deadlines and an FAQ covering topics relating to timesheets and payment.
Before you can start submitting timesheets for work, you need to complete the hourly paid employee set-up process. This is done online through UCD’s Service Portal. Below, you'll find step-by-step instructions and answers to common questions.
https://www.ucd.ie/external
Watch this video with step by step instructions on how to compete your set up form.
This page will guide you through how to log in, create, and submit a timesheet for work you’ve completed. You’ll also find important deadlines and answers to common questions.
Before you begin
Before submitting a timesheet, make sure you have:
Submitting your Timesheet
To ensure timely payroll access, your Hourly Set-Up Form must be submitted to HR by:
| Month |
Deadline |
| June 2025 |
Tuesday, 3rd June |
| July 2025 |
Tuesday, 1st July |
| August 2025 |
Friday, 1st August |
| September 2025 |
Friday, 22nd August |
| October 2025 |
Wednesday, 10th September |
| November 2025 |
Monday, 3rd November |
| December 2025 |
TBC |
Timesheet Submission Deadlines (Monthly Payroll)
Timesheets must be approved by Approver 2 by 5:00 PM on the deadline date to be processed that month.
You will receive an email once your timesheet has been approved by Approver 1 and Approver 2. Please contact your School / Unit contact if there is a delay, to ensure your timesheet is fully approved by the deadline.
| Month | Approver 2 Deadline |
| June 2025 | Friday, 13th June |
| July 2025 | Wednesday, 16th July |
| August 2025 | Thursday, 14th August |
| September 2025 | Monday, 15th September |
| October 2025 | Wednesday, 15th October |
| November 2025 | Thursday, 13th November |
| December 2025 | TBC |
Timesheet Submission Deadlines (Weekly Payroll)
Thursdays at 5.00 pm each week.
For Public Holidays, Easter. etc. the deadline is 5.00 pm on Wednesday.
From time to time you may need to change or update some of your personal information , visit the update my details section under HR A-Z for instructions.
Payment will be processed in the next payment period.
Payday falls on the last ‘working day’ of every month. For example; Tuesday 31st August or Friday 28th of February.
No, timesheets can only be submitted for completed work.
Hours must be entered separately for the morning and afternoon. Unpaid rest breaks must be reflected in your claimed hours.
Log in to Employee Self Service (ESS) and go to the Timesheets module.
| Status | Meaning |
|---|---|
| New | Saved but not submitted |
| Submitted | Awaiting approval |
| Rejected | Sent back for changes |
| Resubmitted | Amended and submitted |
| Approved | Fully approved |
| Waiting to be paid | Sent to UCD Payroll |
| Paid | Processed and paid |
Your line manager will have nominated an alternative Approver 1 and Approver 2 to approve timesheets in their absence. Submit your timesheet as usual.
For additional questions, contact UCD HR Helpdesk at (opens in a new window)hrhelpdesk@ucd.ie.
UCD is required to conduct Garda Vetting for any staff members who will have regular access to children or vulnerable adults as part of their role. This applies to all staff, including hourly paid and short-term appointments. Vetting must be completed before the employee starts their position. Read more on Garda Vetting by clicking here.
Does the Role Require Garda Vetting?
Before hiring a new hourly paid employee , hiring managers must determine whether the role requires Garda Vetting. To check:
Refer to the Garda Vetting Policy in the Governance Library.
Contact the Resourcing Team for guidance
How Long Does Garda Vetting Last?
Garda Vetting in UCD is valid for three years.
UCD may request re-vetting at any time during employment, as required by law or university policy.
Can Garda Vetting Be Transferred from Another Organisation?
No, Garda Vetting is not transferrable between organisations.
Exceptions may apply if there is a formal vetting-sharing agreement between UCD and the other organisation.
Need Help?
For queries about Garda Vetting, contact (opens in a new window)staffvetting@ucd.ie.
For more details, read more on the Garda Vetting Policy for Staff.
Non-EU/EEA nationals must have a valid work permit before beginning any work at UCD. Payment cannot and will not be processed for individuals who start work without the appropriate authorisation.
It is the responsibility of the hiring School or Unit to ensure all required work permit and immigration paperwork is fully in place before the hourly paid employee commences work.
If an individual’s current immigration permission has expired before they submit a renewal application, they are considered out of permission and are not legally allowed to remain or work in Ireland. In such cases, access to submit claims will be removed and payment records ended until valid documentation is provided.
For more information on immigration permissions, permits, and renewals, please visit:
(opens in a new window)www.irishimmigration.ie/registering-your-immigration-permission