Information for Approvers

This page provides information for staff fulfilling the role of 'approver' for the ESS Online Timesheets system. Below you will find information on Approver set-up, the steps to be followed when approving timesheets online as Approver 1 and Approver 2, payroll deadlines and Quick Guides for approvers.

Approver set-up

All approvers are nominated  by Heads of School & Units and notified annually to UCD HR Operations by completing the Online Timesheets Approver Administrator Authorisation Form. Approvers are then set-up in the HR System within relevant School / Unit and receive relevant menu options within Employee Self Service (ESS) to approve timesheets. 

It is the responsibility of the School/Unit or relevant person to ensure that the list of School approvers is up to date. A list of approvers can be downloaded from Infohub and correctsions should be send to hrhelpdesk@ucd.ie

Approver log in (all levels)

  • Step 1: Go to ESS Home Page & click the 'Employee Self Service Button'
  • Step 2: Type in your UCD Connect username (also known as Novell or Network username) and password & click login
  • Step 3: If you are having difficulties please refer to the trouble shooting guide on the ESS Home Page

Please note My Hourly Timesheets on Employee Self-Service is not supported on mobile phones.

Approval process

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  • Step 1:  Once a Timesheet has been submitted to you, as Approver 1 you will receive an email stating that a timesheet has been submitted for approval
  • Step 2:  Login to ESS & Select My Hourly Timesheets from the menu on the left
  • Step 3:  Scroll down to the Approvals section to see timesheets waiting for approval
  • Step 4:  To view a particular time sheet click on View
  • Step 5:  Select the rate of pay from the dropdown menu
  • Step 6 : Select the cost centre / Research project account from the dropdown menu
  • Step 7: If you are rejecting the timesheet state a reason why
  • Step 8: Select ‘Approve’ or ‘Reject’ or ‘Save for later’ (as appropriate)

Note:  In your absence you can select Timesheet Approver Nomination - See  Quick Guide for Approver 1

What Happens Next?

  • If Approver 1 approves a timesheet it then goes to Approver 2.

  • If Approver 1 rejects a timesheet it goes back to the claimant who will need to resubmit.

Note:  If a claim is rejected by Finance / Payroll the timesheet goes back to Approver 2, who then must decide if it should be returned to the claimant or to Approver 1. The claim must be resubmitted by Approver 2 as per the current deadline in order to be paid in that payroll run.

Hourly Timesheets Summary

The Screen shows a summary of timesheets submitted and what stage they are at:

  • New (timesheets with of  Status of Submitted)
  • Rejected by finance
  • Historic/previously approved claims
  • Approver nomination form
  • Step 1: Once a Timesheet has been submitted to you, as Approver 2 you will receive an email stating that a timesheet has been submitted for approval
  • Step 2: Login to ESS  & select My Hourly Timesheets Self Service
  • Step 3: Under Select  New  - a screen appears which shows claims which have been submitted and are waiting for approval.
  • Step 4: To view a particular time sheet click on View
  • Step 5: Confirm the details of the claim
  • Step 6: If the details are correct select ‘Approve’
  • Step 7: If the details are not correct state a reason why you are rejecting & ‘Reject’ the timesheet

Note:  In your absence you can select Timesheet Approver Nomination - See Quick Guide for Approver 2

What Happens Next?

  • If you approve a timesheet it goes to Finance / Payroll for payment processing.

  • If you wish to reject a timesheet you may choose to reject it back to either the claimant or Approver 1.
    Note:  If a claim is rejected by Finance / Payroll the timesheet goes back to Approver 2, who then must decide if it should be returned to the claimant or to Approver 1. The claim must be resubmitted by Approver 2 as per the current deadline in order to be paid in that payroll run.

 Hourly Timesheets Summary

The Screen shows a summary of timesheets submitted and what stage they are at:

  • New (timesheets with of  Status of Submitted)
  • Rejected by finance
  • Historic/previously approved claims

Approver nomination form

Roles & Responsibilities

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It is the responsibility of all Schools/Units to ensure that all claimants are informed of:

  1. The position description they should choose when claiming e.g. Tutor_2010 or Occasional Lecturer_2010.  Once the relevant rate is applied this is the only rate that can be paid for all claims for similar work.
  2. The names of their Approver 1 and 2 in advance of the claim being made.
  3. That Legislation requires UCD to ensure that the appropriate breaks are taken by all employees during their hours of work.  The general rules on this are that an employee must take a paid break of 15 minutes after a 4.5 hour work period.  If working more than 6 hours, an unpaid break of 30 minutes should be taken, which can include the 15 minute break
  4. In line with point 3 above, that hours claimed must reflect actual hours worked (excluding breaks).

Claims for work carried out on a Sunday should be completed on the Sunday Premium (Hourly Paid Form). The premium is Time and a Quarter and applies to rates of pay which do not have a full time equivalent.

  1. Check that Claimants have selected the correct rate. If claimants select the incorrect rate, the timesheets should be rejected.
  2. Research Funded Claims: Where staff are chargeable to research accounts the following conditions should be observed:-
    - the Principal Investigator (grant-holder) must be set up as either Approver 1 or Approver 2;
    - there should be sufficient budget available in the research account to fund the ESS timesheet;
    - where the pay costs exceed €3,000, Approver 1 or 2 should always contact the Research Finance Office (rfo@ucd.ie) for additional off-line approval before completing the process.
  3. All hours worked and the taking of breaks is in line with legislation. UCD HR/Payroll are not responsible for monitoring this on a consistent basis. However, we do carry out spot checks and claims in breach of legislation will be rejected and payment not processed.

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.

      Month

     Deadline

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.

      Month

     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.

       Month

        Deadline

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.

 

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.