Claims and Payment Policies

HR Set-up Information for the new Part-Time Staff member

• If you are not set up for payment with UCD please follow the instructions found on HR’s webpage: https://www.ucd.ie/hr/pay/hourlypaidemployees/. Please note, this process involves competeing UCD Garda Vetting regardless if you have Teaching Counci Garda Vetting already.
• You will be working with the School of Education and Ms Sarah Conroy will be your point of contact for HR set up.
• If you are an Occasional Lecturer, under ‘Type of Work,’ please select ‘Occasional Lecturer’ and type in ‘PME Lecturer’ by ‘Description of Work.’
• If you are a School Placement Supervisor, under ‘Type of Work,’ please select ‘Other’ and type in ‘Professional Placement Supervisor’ by ‘Description of Work.’
• Once set-up is complete, HR will email you directly with your personnel number. Please read the entire email from HR and scroll down as this message will provide further details on how to create a UCD Connect account and email address (required for submitting hourly paid claims).
• Please note that you will not be able to submit any claims until this set up process is complete.
• HR provides workshops and an online guide to support all UCD tutors, demonstrators, and teaching assistants. For more information, visit: https://www.ucd.ie/teaching/.

Timesheet Claims

• Please read through our updated 2022 PME Policy on Payment Claims attached below.
• For 2022/2023 claims, your approver 1 in ESS = Jacqueline Boyd and approver 2 in ESS = Sarah Conroy.
• To find the appropriate module code, type in the module name on your ESS timesheet and you will see a list of modules to select from. School visits are claimed under the following module codes: Professional Placement 1A EDUC43960, Professional Placement 1B EDUC43970, and Professional Placement II EDUC42330. Corrections of portfolios is claimed under  EDUC43440. 
• Please see HR’s webpage for more details on how to submit hourly paid claims.
• Deadlines: Please submit your timesheets by the 3rd of each month to ensure you are paid by the end of each month. For example, if you are submitting a claim for hours completed in September 2022, you will need to submit this claim by October 3rd to ensure payment is received in your account by the end of October. If you miss this deadline, we cannot guarantee that you will be paid on time, and therefore you may not receive payment until the following month.

Expenses and Mileage Claim Forms:

• Once again, please review the 2022 PME Policy on Payment Claims attached below.
• Please continue to email your completed expense claims to education@ucd.ie and my colleague, Niamh, will be happy to assist with any queries pertaining to these items.
• If possible, please submit these claims to us by the end of each month so that we can ensure timely payment.

Parking:

• Just as a reminder, we do arrange parking permits for part-time staff on UCD’s campus and we ask that you please send your request to us approximately 24 hours in advance. In your email, please provide the following information:
• Name
• Vehicle Registration Number
• Mobile number
• Date you require the permit
• I will send confirmation and a screenshot of the receipt once the permit has been arranged and nothing further will be required on your end. You do not need to display the permit on your dashboard as the permits are checked electronically. Your permit will allow you to park in the permit zones but not the premium/hourly spots on campus.

Please see the following documents attached:

• Policy on Payment Claims for PME 2022
• PME Mileage Detail Form
• Staff Expenses Claim Form
• Additional Journeys Detailed Mileage For
• UCD Garda Vetting

More Information around this process can be found at this lin