Important set up and timesheet deadlines for Christmas and January payroll can be found in the HR A-Z.
Information for Hourly Paid Employees
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.
Complete a set up form
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.
Review / accept your contract
In this video, we’ll walk you through how to review and accept your contract as an Hourly Paid Administrative Employee —quick and easy, so you can get started with confidence.
Complete / Submit a timesheet
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:
- Completed the set-up process
- Provided HR with your PPS number and bank account details in the set-up form
Submitting your Timesheet
- Submit Your Timesheet. Once completed, click SUBMIT. This notifies Approver 1 that your timesheet is ready for review.
- Approval Process:
- Approver 1 checks the pay rate and cost centre, then submits to Approver 2 for final approval.
- If Approver 1 or Approver 2 rejects your timesheet, you will receive an email with the reason. You’ll need to amend and resubmit it.
- If Payroll/Finance rejects the timesheet, Approver 2 will determine whether you or Approver 1 need to make corrections.
- Final Approval & Payment – Once Approver 2 approves your timesheet, it is sent to Payroll for processing.
Deadlines
To ensure timely payroll access, your Hourly Set-Up Form must be submitted to HR by:
| Month |
Deadline |
| December 2025 |
Wednesday, 26th November |
| January 2026 |
Monday, 5th January |
| February 2026 |
Tuesday, 3rd February |
| March 2026 |
Monday, 2nd March |
| April 2026 |
Wednesday, 1st April |
| May 2026 |
Friday, 1st May |
| June 2026 |
Tuesday, 2nd June |
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 |
| December 2025 | Monday, 8th December |
| January 2026 | Thursday, 15th January |
| February 2026 | Thursday, 12th February |
| March 2026 | Friday, 13th March |
| April 2026 | Wednesday, 15th April |
| May 2026 | Thursday, 14th May |
| June 2026 | Monday, 15th June |
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.
Frequently Asked Questions
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.
- Monthly Payroll – Payment is made on the last working day of the month.
- Weekly Payroll – Payment is made in arrears each week.
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.
Garda Vetting & Work Permits
Garda Vetting
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.
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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.
Work Permits & Visa Requirements for Hourly Paid Employees
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