Hourly Paid Employees

Hourly Paid Employees

Engaging Hourly Paid Employees

The University routinely engages hourly paid employees to assist in the delivery of its academic programmes.

The processing of hourly paid employee timesheets is outsourced to an external company. This company updates the payroll system with the relevant data that is captured via excel templates, and submitted to the outsourced company's email address. The company also sets up new hourly paid employees, in conjunction with the Payroll Office team.

Please see further information below in relation to Hourly Paid Employees.

Managers Information for Paying Hourly Paid Employees

Step 1.  

Before engaging the services of any individual it is important that the engaging managers understand the differences between an employee and 'self-employed'.

Please ensure you follow HR Policies and Procedures available on HR Website

Step 2.   

When the manager believes the engagement to be one of:

  • self-employment, (s)he should follow Accounts Payable policies and procedures (Sub-Office of Financial Accounting) in order to effect payment via 'invoice' (this is very rare as the vast majority of engagements are 'employees' and must be processed via the Payroll System).
  • employment *, the individual should be paid via Payroll & Expenses Office. Please see futher details below.  (Administrators and Researchers can't be paid on timesheets as they must be hired via HR Office.)

Step 3.  

  1. Please ensure the individual has a PPS Number & provide proof of this to the manager - How to apply for PPS number
  2. Please ensure the individual has an Irish Bank Account to get paid into. There is a Bank of Ireland located at the end of the concourse building. Information on banks and banking in Galway is available here
  1. The head of School/Discipline (or nominee) employing part-time teaching assistants (PTTA) must return a contract to HR prior to the start date of the individuals employment in the University. The contracts are available on HR's website under Forms and the guidelines are as follows:

 

Step 4.

Within the first week the individual commenced employment in the University:        

  • Rehired Hourly Paid Employee's - Must complete 

Request payment at the latest in the following month of when the work was carried out:

  • Hourly Paid Employees must request payment on the correct Hourly Paid Timesheet/Form relevant to their work.

Step 5.  

Managers must ensure payment details are correct on the timesheet including the following:

  • We strongly advise that payment should be paid at the latest in the following month that work was carried out for tax deductions and PRSI entitlements within the correct tax year
  • Ensure correct work dates are entered with a payment value per date. This is very Important for individuals Social Welfare Benefits
  • Please ensure that all hourly paid employees receive their Annual leave & Public Holiday entitlements. Payment of this must be shown separately on their timesheet:
  1. Annual Leave entitlement information  can be found on the Citizens Information website under the rules for Calculating Annual Leave. 
  2. Public Holiday entitlement information can be found on the Citizens Information website under the rules for Part-time employees (same entitlements for hourly paid employees).
  • Authorised Section is complete on the payment form
  • The budget holder or delegate must email the timesheet from their own email address to the Bureau.

Budget Holder Delegating the Authorising of Casual Payments

Payroll provide to the Bureau a Budget Holders & Approvers list for each cost centre as per Agresso (Financial System) on the 1st of each month.

Adding a delegate:

Please follow these steps to delegate the approving process for payment of timesheets for casual work, this approval is only relevant for the Payroll Office and is manually added to the list provided to the Bureau:-

The Budget Holder must email payroll@nuigalway.ie with the following information:

  • The cost centre they are delegating approval for
  • The name of the person they are delegating this process to

Payroll will then add the delegated person to the authorisers list for that particular cost centre

Payroll will email the Budget Holder when this has been updated.

Note:

Timesheets can't be emailed from a general email address. The email address of the budget holder or delegate must be used.

Removing a delegate:

  • Please ensure you also notify payroll if any delegates that you had requested to be added to the authorisers list should be taken off the list.
  • They will remain on the authorisers list until we are notified of any change.

New Hourly Paid Employee Payroll Number Request

STEP 1

New Hourly Paid Employee to be paid for the first time by NUI Galway

Please note that Scholarship payments are paid under a different ID number and are not considered as work payments.

Please take note of the deadline for receipt of the form.

Within the first week of commencing employment at NUI Galway the following form should be completed and emailed to payroll@nuigalway.ie

 New Hourly Paid Employee Set Up Form (PRD10 form no longer exists as of 1st Jan 2019) - English Version

 ‌ Foirm um Shocrú Conartha d’Fhostaithe a Íoctar de réir na hUaire - Leagan Gaeilge

This form must be completed accurately or it will be returned for correction.

Once we have a Payroll ID number (within 6 working days) for the employee we will reply to the email with this information which must be entered onto the claim form.

Quick Start Guide For Campus Account: When you are notified of your Payroll number, your campus account can be activated within 24 hours.  

 

STEP 2

Register your employment with the Revenue - Please see information on this link of what you need to do to avoid being on emergency tax.

 

Step 3

Complete payment form/timesheet in the following month of when you carried out the work

  • Complete the appropriate timesheet / payment form in relation to the work you carried out.
     
  • Ensure you do not omit any information as the form/timesheet will be rejected and may miss the deadline for payment.
     
    • Payment should be processed in the following month that work was carried out or no later than 3 months; to ensure tax deductions and PRSI entitlements within the correct tax year
       
    • Ensure correct work dates are entered with a payment value per date (This is very important for the claimants Social Welfare Benefits)
     
  • Once the claimant has completed the form/timesheet, please email it to the approver in the School to authorise the details on the form/timesheet.
     
  • The authoriser will email the form to the Bureau for payment.
     

    Please click the following for Payroll Forms/Foirmeacha Párolla

Re-hired as Casual Employee

Step 1.

Please note if previously you were only paid for a Scholarship at NUI Galway then you need to be set up as a New Casual Employee (Scholarship payments have a seperate payroll number and can't be used for Casual Payments)

  • Locate your previous NUI Galway Payroll ID / Staff ID 6 digit number - This can be found on a previous document received from NUIG payroll like a Payslip / P60 or it's referenced on your bank statement with your previous payment.
  • Amend Personal Details - If your Payslip / P60 postal address or Bank Details has changed since you last worked here you must notify the payroll office.

      Change of Bank Details Form - Complete this form if your bank details have changed

      Postal Address Change- Email payroll@nuigalway.ie

  • Access to campus Account- Click on the link for more information.  If your last employment was with NUI Galway over a year ago your account could be closed.  If you want to activate it again you should complete the New Hourly Paid Employee Set Up Formif you haven't already done so and once we have activated you on Payroll you can proceed to activate your account as detailed on the link above "Access to campus account"

STEP 2

Register your employment with the Revenue - Please see information on this link of what you need to do to avoid being on emergency tax.

Step 3

Complete payment form/timesheet at the latest in the following month of when you carried out the work

  • Complete the appropriate timesheet / payment form in relation to the work you carried out.
     
  • Ensure you do not omit any information as the form/timesheet will be rejected and may miss the deadline for payment.
     
    • I strongly advise that payment should be paid at the latest in the following month that work was carried out for tax deductions and PRSI entitlements within the correct tax year
       
    • Ensure correct work dates are entered with a payment value per date (Very Important for individuals Social Welfare Benefits)
     
  • Once the claimant has completed the form/timesheet, please email it to their approver in the School to authorise the details on the form/timesheet.
     
  • The authoriser will email the form to the Bureau for payment.
     

    Please click the following for Payroll Forms/Foirmeacha Párolla

Employee V's Self Employed

‌‌The following provides important information for NUI Galway Budgetholders planning to engage the services of an individual.

In summary, budget-holders are asked to review the checklist below and to seek any clarifications/advice necessary before engaging the services of an individual.

Before engaging the services of any individual, it is important that budget-holders understand the differences between an employee and self-employed individual. The definition of both comes back to the nature of the engagement rather than the usual status of the individual/business being engaged.

The following is a very helpful tool for budget-holders in deciding if an engagement is more akin to a contract of service (employment) or for service (self-employed).

AreaSigns that the human resource is an employee (contract of service)Signs that the human resource is self-employed (contract for service)
 Control They are under the control of NUIG who directs them as to how, when and where the work is to be carried out                                                 They have control over what they do, how they do it, when and where they do it and whether they do it themselves
 Supply They supply labour only They supply labour and materials
 Payment They receive a fixed hourly/weekly/monthly wage They cost and agree a price for the job 
 Ability to sub-contract They cannot sub-contract the work They are free to hire other people, on terms of their own choice to do the work that they have agreed to undertake 
 Materials They do not supply materials for the job They provide the materials for the job
 Equipment They do not supply equipment other than the small tools of the trade They provide equipment and machinery necessary for the job, other than the small tools of the trade 
 Personal financial risk They are not exposed to personal financial risk in carrying out the work They are exposed to financial risk, by having to bear the cost of making good faulty or substandard work carried out. under the contract  
 Work-hours They work set hours or a given number of hours per week or month   They control their own hours of work in fulfilling the job obligations 
 Number of employers/customers They work for one person or for one business (i.e. NUIG in this case) They can provide the same services to more than one person/business at the same time 
 Entitlements They are entitled to sick pay/holiday pay/pension etc. No entitlement to sick pay/holiday pay/ pension, etc. 
 Expense reimbursements They receive expense payments to cover subsistence and/or travel expenses  The supplier's expenses are covered in the price for the job 
 Overtime They are entitled to extra pay or time off for overtime No overtime paid
 Business ownership They do not typically have a business set up They own their own business 
 Place of business They work on NUIG premises, have a telephone extension, desk, NUIG email address They have a fixed place of business where they store materials equipment etc. 
 Insurance Insurance is provided by NUIG  They provide their own insurance cover e.g. public liability etc. 
 General They could have considerable freedom and independence in carrying out their work and still remain an employee Generally they should satisfy each of the self-employed guidelines above, otherwise they will normally be an employee
 General Some employees do not work on the employer’s premises. While they may have registered for Self-Assessment or V.A.T. it does not automatically mean they are self-employed 
 General Some employees work for more than one employer at the same time. 

A self-employed contractor in one job is not necessarily self-employed in the next job. It is also possible to be employed and self-employed at the same time in different jobs. For example, they could be employed on a part-time basis as a shop assistant and spend the rest of the their time running their own business from home

The following are some good examples to indicate an engagement being one of employment in NUIG. The individual:

  1. has an NUIG email address, telephone extension, desk/office
  2. is being paid for working with a PI on a research project (e.g. collecting, collating, presenting data)
  3. is providing teaching, training, workshops, tutorials, transcriptions for NUIG students as part of their academic programmes (these claimants should use the PTTA forms here)
  4. is doing administration work for a unit
  5. is providing back-up services under the direction of an employee of NUIG

Exception to the above Rules for "once off" lecture:

Revenue states the above rule need not apply in situations where the lecturers give “once off” lectures which is stated on PSWT document on Page 43. This means if a person gives a lecture once or twice (no more) in one tax year at NUI Galway then the payment can be returned by the lecturer under the self-assessment rules.

This is paid via Accounts Payable using the same lecture rates applicable to casual employees (it must be stated on the document that this is a once off payment to avoid further queries relating to this).

If you decide to hire a person for a series of “once off” lecturing (see page 43 paragraph in bold on PSWT) i.e. one lecture every year, this might be subject to PAYE which is paid on a timesheet via Payroll. But it all depends on each individuals situation.

If in doubt please contact payroll before agreeing how to pay the individual. We can then decide what is the right way to pay the person as per Revenue guidelines. It will avoid frustration for the individual if we have the payment process decided before they proceed with requesting their payment.