Submit a timesheet

Page updated 12 August 2022

This page will guide you through the process of logging in, creating and submitting a timesheet for hourly work completed.  You will also find details of deadlines and a selection of Frequently Asked Questions. 

Before you begin, make sure you have completed the set-up process. You must have supplied HR with a PPS number and bank account details in order to submit claims online.

Logging On(opens in a new window)

• Step 1: Go to ESS Home Page
• Step 2: Click on the 'Employee Self Service' button, which launches the login page for ESS 
• Step 3: Type in your UCD Connect username and password, and click login

If you do not have a UCD Connect account (with username and password) but have completed the UCD Hourly Paid Staff Online Timesheets Set-up process, please contact UCD IT Services on ext. 2700 and they will supply these details.

If you are having difficulties please refer to the trouble shooting guide on the ESS Home Page.

Create and submit a timesheet(opens in a new window)

• Step 1: In ESS select My Hourly Timesheets from the menu on the left
• Step 2: In the My Timesheets section click 'ADD' to open a new timesheet
• Step 3: Under Hours Completed select the relevant position, module code (if relevant), date, time from & to for each day or part of day you are claiming for. Total hours will automatically calculate.
• Step 4: If relevant complete Items Completed section.
• Step 5: Select the relevant approver 1 and approver 2 from the dropdown list.
• Step 6: There is an option to enter any comments in the Timesheets Comments box
• Step 7: Tick the declaration box and click ‘Submit timesheet’

'Save For Later'

You can save a draft of the timesheet for submission at a later date however please only submit one timesheet per pay period i.e. Weekly - one timesheet per week, Monthly - one timesheet per month.

Printable guide

• Timesheet Claimant Quick Guide

What happens next?(opens in a new window)

• Clicking SUBMIT sends an email to Approver 1 letting them know your timesheet is ready for approval.
• Approver 1 confirms the pay rate and cost centre and submits to Approver 2 for approval (or rejection).

(If Approver 1 rejects your timesheet you will receive an email notifying you of this and requesting that you login to amend and resubmit the timesheet. The reason for rejection is stated on the timesheet)

• If Approver 2 rejects the timesheet to you or the Approver 1, an email notification will be sent to the relevant person with the reason for rejection stated on the timesheet.
• If Payroll/Finance reject the timesheet, it is returned to Approver 2 who must then decide if the correction is required by you or by the Approver 1. 
• Approver 2 approves the timesheet. The claim is submitted to Payroll/Finance for payment. 

Frequently Asked Questions

Contact the HR Helpdesk

The HR Helpdesk is the primary point of contact for all your employment-related queries by email and telephone.  We are here to help you with any queries on employee benefits, terms & conditions and HR policies & procedures. If we can’t help you directly, we will refer your query to a HR specialist area.

All visitors to UCD HR, Roebuck offices should be by appointment only and arrangements to be made with specific HR staff members.

(opens in a new window)hrhelpdesk@ucd.ie

+ 353-1-716-4900

UCD HR
Roebuck Offices,
UCD Belfield Campus.