Submit a timesheet

This page will guide you through the process of logging in, creating and submitting a timesheet for hourly work completed.  You will also find details of deadlines and a selection of Frequently Asked Questions. 

Before you begin, make sure you have completed the set-up process. You must have supplied HR with a PPS number and bank account details in order to submit claims online.

Logging On

  • Step 1: Go to ESS Home Page
  • Step 2: Click on the 'Employee Self Service' button, which launches the login page for ESS 
  • Step 3: Type in your UCD Connect username and password, and click login

If you do not have a UCD Connect account (with username and password) but have completed the UCD Hourly Paid Staff Online Timesheets Set-up process, please contact UCD IT Services on ext. 2700 and they will supply these details.

If you are having difficulties please refer to the trouble shooting guide on the ESS Home Page.

Create and submit a timesheet

  • Step 1: In ESS select My Hourly Timesheets from the menu on the left
  • Step 2: In the My Timesheets section click 'ADD' to open a new timesheet
  • Step 3: Under Hours Completed select the relevant position, module code (if relevant), date, time from & to for each day or part of day you are claiming for. Total hours will automatically calculate.
  • Step 4: If relevant complete Items Completed section.
  • Step 5: Select the relevant approver 1 and approver 2 from the dropdown list.
  • Step 6: There is an option to enter any comments in the Timesheets Comments box
  • Step 7: Tick the declaration box and click ‘Submit timesheet’

'Save For Later'

You can save a draft of the timesheet for submission at a later date however please only submit one timesheet per pay period i.e. Weekly - one timesheet per week, Monthly - one timesheet per month.

Printable guide

What happens next?

  • Clicking SUBMIT sends an email to Approver 1 letting them know your timesheet is ready for approval.
  • Approver 1 confirms the pay rate and cost centre and submits to Approver 2 for approval (or rejection).

(If Approver 1 rejects your timesheet you will receive an email notifying you of this and requesting that you login to amend and resubmit the timesheet. The reason for rejection is stated on the timesheet)

  • If Approver 2 rejects the timesheet to you or the Approver 1, an email notification will be sent to the relevant person with the reason for rejection stated on the timesheet.
  • If Payroll/Finance reject the timesheet, it is returned to Approver 2 who must then decide if the correction is required by you or by the Approver 1. 
  • Approver 2 approves the timesheet. The claim is submitted to Payroll/Finance for payment. 

Frequently Asked Questions

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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.

 

You can not claim for work in the future.

Payment is made on a weekly basis/monthly basis in arrears.

When entering hours for a full day you must enter in hours for the morning and (if applicable) the afternoon separately. Please note mandatory unpaid rest breaks need to be reflected in hours claimed.

You can check the live status of your timesheet claim(s) in Employee Self Service (ESS), under the Timesheets module. The following is an explanation of the timesheet status:

    • New – Saved for later, can edit/view
    • Submitted – Submitted for approval
    • Rejected – Returned for amendment 
    • Resubmitted – if rejected and resubmitted
    • Approved – Approved at level 1 and 2
    • Waiting to be paid – Submitted to Payroll for payment
    • Paid – Paid by Payroll

 

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.

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_2010 or Temp Exec Asst_2013 (2010)

Using system functionality your line manager will have nominated someone else to approve timesheets in their absence. Please select your Approver 1 and Approver 2 as usual.

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.