This page contains information for 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.
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.
Watch this video with step by step instructions on how to compete your set up form.
In this video, we’ll walk you through how to review and accept your contract as an hourly paid employee—quick and easy, so you can get started with confidence.
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:
Submitting your Timesheet
To ensure timely payroll access, your Hourly Set-Up Form must be submitted to HR by:
| Month |
Deadline |
| January 2025 |
Monday, 6th January |
| February 2025 |
Tuesday, 4th February |
| March 2025 |
Monday, 3rd March |
| April 2025 |
Tuesday, 1st April |
| May 2025 |
Thursday, 1st May |
| June 2025 |
Tuesday, 3rd 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.
| Month | Approver 2 Deadline |
| January 2025 | Thursday, 16th January |
| February 2025 | Thursday, 13th February |
| March 2025 | Thursday, 13th March |
| April 2025 | Friday, 11th April |
| May 2025 | Thursday, 15th May |
| June 2025 | Friday, 13th June |
Please refer to the update my details section under HR A-Z.
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.
Hours must be entered separately for the morning and afternoon. Unpaid rest breaks must be reflected in your claimed hours.
Your payment will be processed in the next payroll cycle.
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
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 staff member starts their position.
Does the Role Require Garda Vetting?
Before hiring a new hourly paid staff member, hiring managers must determine whether the role requires Garda Vetting. To check:
Refer to the Garda Vetting Policy for Staff on the UCD HR website
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 Staff
Anyone coming to work at UCD from outside the EU must have legal authorisation to work in Ireland. It is the responsibility of the hiring School or Unit to ensure that all necessary work permit paperwork is in place before employment begins.
Employment Permits
Work permit regulations are set by the Department of Business, Enterprise and Employment and must be strictly followed.
Payment cannot and will not be made to anyone who does not have the legal right to work in Ireland.
Visa Information
If you require an entry visa to come to Ireland, visit(opens in a new window) www.irishimmigration.ie for more details.
UK Citizens
Under the Common Travel Area (CTA), UK citizens do not need a work permit to work in Ireland.
For further queries, contact your School or Unit or visit the UCD HR website.