If you need to hire someone on an hourly basis but their role doesn’t clearly fit into any of the existing hourly-paid categories (e.g. Demonstrators, Occasional Lecturers, Teaching Assistants), you should use the general Hourly Paid category.
This option is designed to cover roles that fall outside the standard definitions, while still ensuring proper setup and payment through the University payroll.
To hire someone under the Other Hourly Paid category:
Select the Hourly Set-Up Form
In the Description of Work section, enter a clear and specific summary of the work the person will carry out. This is a free-text field.
Providing detailed information helps ensure the role is processed and approved correctly.
Research positions not covered by an existing category
Teaching roles that do not meet the criteria for Occasional Lecturers
Technical, administrative, or specialist support roles outside standard classifications
If you're unsure whether a role fits this category or need help with the setup, please contact (opens in a new window)hrhelpdesk@ucd.ie for guidance.
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 |
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