Occasional Lecturers play an important role in delivering teaching at UCD. As part of the Hourly Paid Project , we’ve made updates to the annual set-up and continuation process to improve clarity and reduce duplication for Schools and Units. This page contains information to bring you through the processes for getting set up and paid for hourly paid work if you are an Occasional Lecturers or hiring one. There is also information on important deadlines and an FAQ covering topics relating to timesheets and payment.
Continuing Occasional Lecturers are those who were paid during the 2024/25 academic year and will continue to claim for work in 2025/26.
This year, rather than requesting Schools/Units to confirm returners via InfoHub, the Hourly Paid Project team collected this information as part of the project’s data validation phase. That data will now be used to confirm who is continuing into 2025/26.
✅ You do not need to review or update the ‘Confirm Continuance’ column in InfoHub.
✅ We will not remove access to claim for anyone confirmed as continuing through the Hourly Paid Project.
📌 You will still have access to the (opens in a new window)InfoHub report showing Occasional Lecturers who were paid during 2024/25 for reference purposes.
Where to find it:
InfoHub → Human Resources → Hourly Paid → Online Timesheets Management
Continuing Occasional Lecturers who need to inform UCD HR of any changes to personal details should refer to the 'Update my details' webpage, or complete the relevant forms and return to hrhelpdesk@ucd.ie
Any updates to the process outlined above, as a result of the Hourly Paid Project's phased rollout, will be communicated in a clear and timely manner.
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.
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