Learn more about:
- Information for Hourly Paid Employees
- I want to complete a set up form
- I want to complete a timesheet
- Deadlines
- FAQs
- Garda Vetting & Work Permits
Hourly Paid - Overview
This page contains a general overview of the Hourly Paid process from setup to payment and information for both Hourly Paid Employees and Administrators. You can explore a simplified timeline or a more detailed, end-to-end overview of the process.
These section contains a summary of the Administering Hourly Paid Appointments Policy but, in all cases, the Policy in the Governance Library remains the ultimate source of information.
Employee or School/Unit Contact?
Process Outline
Below is a high-level overview of the Hourly Paid process. For more detail on each of the steps go to the 'Process in detail' section.
-
Step 1
Gather Setup Information
-
Step 2
Access Setup Form
-
Step 3
Complete Online Setup Form
-
Step 4
Submit the Setup Form
-
Step 5
Submit your timesheet
-
Step 6
Payment
Process in detail
These section contains a summary of the Administering Hourly Paid Appointments Policy but, in all cases, the Policy in the Governance Library remains the ultimate source of information.
Step 1 - Gather your information
You will need:
- School/Unit Name
- School/Unit Contact Name
- Type of Work (e.g., Tutor/Demonstrator, Occasional Lecturer, Other)
- Description of Work
Step 2 - Access the Setup Form
- Use a laptop or desktop (this process isn’t supported on mobile devices).
- Go to www.ucd.ie/external and click on Campus > My HR Forms.
- Log in using your UCD credentials (or create a new account if you’re new to UCD).
Step 3 - Complete the Online Setup Form:
Click 'Create' to start a new setup form.
- Select Hourly Set-Up Form from the dropdown.
- Choose your School/Unit and School/Unit Contact.
- Click Start Process.
- Fill in Required Details
- Personal Information: Enter your personal details, address, next-of-kin/emergency contact, and bank details (PPS number is mandatory; if pending, enter "0000" and update later).
- Claimant Setup Information: Select your type of work and provide a work description.
- Document Upload: If you’re a non-EU citizen, upload your work permit (both front and back).
Step 4 - Submit the Setup Form
- Review your form for accuracy.
- Click Submit to School/Unit Contact for Review.
- Once approved, you’ll be registered in the payroll system.
Step 5 - Submit your timesheet
- After setup approval, log in to the Employee Self Service (ESS) system.
- Create a new timesheet, fill in your work hours and details, and then submit it for approval.
Step 6 - Payment
- Your timesheet is reviewed and approved by your designated approvers.
- Once approved, your payment will be processed in the next payroll run.