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 Administrator?
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.
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Step 1
Gather Setup Information
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Step 2
Access Setup Form
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Step 3
Complete Online Setup Form
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Step 4
Submit the Setup Form
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Step 5
Submit your timesheet
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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.