General Information
The following are guidelines to facilitate you making a smooth transition into employment with Trinity College.
Further advice and information is available on the Human Resources website.
- Contracts
- Payroll
- Work Permits
- Bank Mandate & P45
- Opening an Irish Bank Account
- A.T.M Machines
- Staff Numbers
- Library Borrowing
- Staff ID
- Building Access
- Computer Access
- Pension
- Medical Insurance - VHI / Hospital Saturday Fund Application and Vivas Forms
- Employee Assistance Porgramme
- Travel Pass Scheme
- Relocation Expenses
- Car Parking Permits
- Perimeter Gate Keys
- Sports Facilities
- Applying for a P.P.S Number - Irish Citizen
- Applying for a P.P.S Number - Non-National
- Tax and PRSI Matters
- Certificate of Tax Credits and Standard Rate Cut-Off Point
- Voice Mail
- College Holidays
- Accidents in College
- Sick Leave
- Sexual Harassment and Bullying
- Catering Facilities
- Shops on Campus
- Day Nursery
- Working with Discipline or Research Accounts
- Green Campus
Contracts
All new staff members will be issued with a contract of employment within a few weeks of commencing employment, if not before they have started. The contract of employment will lay out all terms and conditions of employment. If you have any queries on your contract, please contact Claire Levingstone in Human Resources on ext. 3365. All contracts must be signed and sent back to Human Resources, House 4, College.
Payroll
For queries regarding salary or payment details please contact the person in the Payroll Section who is responsible for your staff category:
- Monthly paid staff – Mairead O’Connor ext: 2056
- Monthly paid staff – Helen Farrelly ext:1231
- Weekly paid staff – Ghati Hechei ext: 3455
- Research Students – Rachel Byrne ext: 2493
- Research Assistants and Fellows – Aaron O’Hara ext: 3333
Monthly paid staff are paid on the 20th of the month and weekly paid staff on each Thursday.
Work Permits
If you are a non-EU/EEA national, your School or Department must advise a member of staff in Human Resources prior to you commencing employment. Further information on work permits is available here. The Work Permit Section of the Department of Enterprise, Trade and Employment examines applications from employers and issues permits where appropriate, further information is also available on their website at www.entemp.ie. Research Assistants and Fellows may now avail of the Hosting Agreement scheme – details of which are available here.
Please note that employees cannot commence employment with the College until their Work Permit / Hosting Agreement has been issued.
Bank Mandate & P45
Bank Mandate Forms, for payment of salary directly to your bank account, are available from the Treasurer’s Office website. Completed Bank Mandate forms (and, where applicable, your P45) should be forwarded to the Salaries & Wages Office, 5 College Green, College. Monthly paid staff are paid on the 20th of the month and weekly paid staff on each Thursday.
Opening an Irish Bank Account
Salary must be paid into an Irish bank account. Some banks will require a letter from your employer in order to open a bank account. The contract of employment letter should suffice in most cases, however, if you require a letter to open a bank account, please contact the HR Adviser for your Faculty, or the Payroll Section of the Human Resources Department.
A.T.M Machines
There is an ATM machine in College at the Entrance to the Atrium.
Staff Numbers
All new members of Staff are issued with a Staff Number by Payroll. This number must be known before a Staff ID card can be issued. You can obtain your Staff number from Human Resources or Payroll at ext: 1678.
Library Borrowing
For permission to borrow books, you must fill out a Library Bond Form. Library Bond Forms can be obtained from the Berkeley Library or the HR Department. These forms must be completed and submitted to the Berkeley Library at least 48 hours prior to obtaining your staff card. Once encoded your staff card will act as your library card. Contact HR at ext: 1678.
Staff ID
Staff Cards are issued from the Human Resources Department, House 4, College. Staff Cards are issued at specific times or by appointment at ext: 1678.
Staff Cards are issued at the following times:
Monday to Friday 09:15 to 13.00 and 14.00 to 17.00.
Building Access
If your Staff ID card is required to enter buildings and is not allowing you access, please contact access.control@tcd.ie
Computer Access
New staff members can obtain their computer log-in and email account details either from Human Resources Reception or from the I.S. Services Helpdesk in Aras an Phiarsaigh. When obtaining your Staff ID Card, please ask at HR Reception for your computer account details also. If they are not available from the Human Resources Department at that time, you may obtain your computer details from the I.S. Services Helpdesk on presentation of your Staff ID Card. The Helpdesk can be contacted at ext. 2000.
More information is available on the IS Services website, new staff page: http://isservices.tcd.ie/staff/new-staff.php
Pension
Your Contract of Employment contains a clause that specifies whether or not you have been appointed to a pensionable position. Information on the College’s pension arrangements is available at:
http://www.tcd.ie/hr/hrteam/relations-pensions/pensions.php
Medical Insurance - VHI / Hospital Saturday Fund Application and Vivas Forms
The college VHI Scheme (Voluntary Health Insurance) is handled by Fiona Mc Donald of the Treasurer’s Office. Fiona is contactable at ext: 1856. The VHI Scheme allows for payments to be made over 12 Month’s directly from Payroll.
Hospital Saturday Fund is a non-profit making organization, which provides a level of health insurance to subscribers. Facilities exist for deductions to be made directly from salaries in respect of staff subscriptions to the Hospital Staturday Fund.
Application forms can be obtained from Human Resources (ext. 1678).
Information regarding the VIVAS Scheme is available on the web at www.VIVAS.ie
Employee Assistance Programme
The College has appointed Personal Performance Consultants Worldwide Ltd (PPC) to provide its Employee Assistance Programme. They have a range of services, including telephone information services; telephone and face to face counseling and a very comprehensive website. They can provide assistance on a wide range of issues, for example: starting a new job, moving to Ireland, buying a new home, managing money, personal crises and family crises, etc.
They also have a language interpretation service. Further details are available on www.ppconline.info or by phone on 1800 409476 (open 24h a day, 7 days a week). You will need your staff ID to access this service. If you are newly appointed and have not been assigned a staff ID yet, please contact Human Resources (ext 1678).
This service is paid for fully by the College and Guarantees total confidentiality. It is totally voluntary and it is designed to allow members of staff to seek confidential help on their own initiative. Staff are assured that job security, seniority, wage rates, benefits and promotional opportunities will not be jeopardized by a request for consultation treatment.
Travel Pass Scheme
The Staff Relations Section of the HR Department administers the Travel Pass Tax Saver Scheme for eligible Trinity College Staff. This scheme provides for the supply of Annual CIE and Luas travel passes to eligible staff, without their incurring benefit-in-kind tax liability.
The scheme will run twice annually. The first scheme will run from 1st July until 30th June the following year. The second scheme will run from 1st November until 31st October the following year. The passes currently available from CIE offer unlimited travel on Dublin Bus and Irish Rail within certain zones, Luas and specific Bus Eireann tickets, depending on the type of pass chosen.
Further information relating to this scheme is available here (PDF 30 kB). The Office can be contacted at ext: 1882\8512.
Relocation Expenses
Qualified candidates can obtain a Relocation Expenses Reimbursement form from the HR Department. A payment will be credited to your bank account within 10 working days. If you have any queries relating to relocation expenses please contact Samantha Peavoy in HR at ext: 3327 or peavoys@tcd.ie
Car Parking Permits
To apply for a parking permit you must present your Vehicle Registration Certificate, Insurance Certificate as well as Drivers Licence to the Director of Buildings Office located at West Chapel, College. Further information and application forms are available here. Please note that there is currently a considerable waiting list for car parking permits. The Office can be contacted at ext: 2262.
Perimeter Gate Keys
Perimeter gate keys are available from the Director of Buildings Office during office hours on production of a valid TCD staff card and €26.00 deposit, please bring exact change to avoid unnecessary inconvenience and delay.
Sports Facilities
Members of College’s extensive sport and physical recreation facilities must first obtain membership. Contact the Sports Centre Office ext:1803. or http://www.tcd.ie/Sport/
Applying for a P.P.S Number - Irish Citizen
Anyone born after 1971 was issued with a Personnel Public Service Number at birth. If you do not have access to this number, you can ring or call into: -
Social Welfare Services Office,
King’s Inn
20 King’s Inns Street
Dublin 1
Phone Number: (01) 8899500
Opening Hours 9.30 – 16.00 (opens Thursday at 10.30 am)
Applying for a P.P.S Number - Non-National
Non-Nationals must apply for a Personnel Public Service Number from the local Social Welfare Office in King’s Inn, details above.
An employee must bring the following with them:
- Passport/Driving License
- Documentation of Home Address e.g. Bill, Rent Book
It takes about 10 working days for this number to be issued.
Tax and PRSI Matters
All queries relating Tax and PRSI are dealt with by Salaries and Wages, 5 College Green, College, ext: 1928 or ext: 1856.
Please visit Irish Revenue Website for comprehensive guide: http://www.revenue.ie/en/index.html
Certificate of Tax Credits and Standard Rate Cut-Off Point
Please contact Trinity’s Branch of the Tax Office, in order to sort out your tax affairs:
Central Revenue Information Office
Cathedral Street
Dublin 1
LoCall number for employees: 1890 333 425
Here you will be asked to complete a Form 12A. The following information will be asked for:-
P.P.S Number
Employers Registered Number : 0053370I
Trinity Colleges Unit Number : 657
Employers Occupation : University
You can download 12A form on: http://www.revenue.ie/en/index.html
Once the 12A has been completed, the Tax office will assess you and a Certificate of Tax Credits and Standard Rate Cut off point will be issued to you. An employers copy will be issued to Trinity College about 2 or 3 days after you receive your copy.
For more information for about moving to Ireland and tax matters visit:
http://www.revenue.ie/en/personal/index.html
Voice Mail
To set up a voice mail account you should contact telephone extension 2731 in Director of Buildings Office
College Holidays
The Board of the College has designated certain days as College Holidays on which staff are not normally asked to work. These days are in addition to the annual leave entitlement of members of staff. The present pattern of College holidays is as follows: the afternoon of the Wednesday of Trinity Week, Good Friday and four days at Christmas (Details of the Christmas closure are entered annually in the Calendar). Staff who are required to work on College Holidays are allowed time off at another time suitable to the requirements of their Departments.
Accidents in College
If you have an accident in College, however minor, you should report the incident to your Head of Department and ensure that an accident report form is completed. For emergencies (e.g. fire, garda, ambulance, gas leak, chemical spill, or personal safety) contact extention 1999 (Front Gate)
Sick Leave
A copy of the College’s sick leave regulations is provided with every contract of employment. Further copies may be obtained from the HR Department. For further information on these regulations contact Karen Dunne at ext. 1094 or email kdunne@tcd.ie
Sexual Harassment and Bullying
Trinity College is committed to supporting the right of all members of the College community to work and study in an environment which is free from all forms of harassment, including sexual harassment and bullying. Such behaviors can seriously damage working and social conditions for staff and students. Any incidents of harassment involving staff or students of the College are taken seriously and can be grounds for disciplinary action, up to and including dismissal or expulsion from the College. All staff receive a copy of the College’s policy on Sexual Harassment and Bullying with their contract documents. Further copies and information may be obtained form the Human Resources (ext. 1678).
Catering Facilities
There are number of catering outlets located throughout the College. For more information contact Catering Department (Ext. 1779)
Shops on Campus
The Library Shop
The Library Shop stocks a wide rage of books, postcards and other items. During the summer the stock is geared mainly to the interests of visitors, but it is changed seasonally and has a particularly attractive Christmas selection. College staff may charge purchases to their incidentals account and discount is usually available. The surplus from the shop is used directly to support Library services.
The Students’ Union Shop
The Students’ Union Shops are located at House No.6, Trinity College and in the Hamliton Building. They stock a wide range of goods including stationary, confectionery, tabaccos, food, beverages, cards, etc. Newspapers are also available at discounted prices.
Common Rooms
Academic, Administrative and Library staff at or above the rank of Assistant Librarian are eligible for membership of the Senior Common Room. Application card is available from HR.
Members of staff not otherwise eligible to join the Senior Common Room may join the General Common Room. Application for membership and enquiries should be made to ext. 1865
Working with Discipline or Research Accounts
The Treasurer's Office has a regular, on-demand “workshop” service which is aimed at facilitating staff members who require an overview on various College financial procedures and policies. We provide sessions for individuals and groups who wish to recap or learn more about areas such as coding, reimbursements, managing a research account, invoices, procurement, charge-out invoicing etc.
Staff who are new to College are encouraged to book themselves into a Treasurer's Office workshop if they deal with research or discipline accounts. This
facility has proven to be mutually beneficial to both the new staff member and the Treasurer's Office and acts as a positive introduction to College financial policies and procedures.
Further infomation is available at http://www.tcd.ie/Treasurers_Office/workshops/index.php .
Day Nursery
The College Day Nursery is located at House 49/50 and is open on weekdays from 8.00am to 5.15pm (early booking advisable).
For more information please contact the Nursery Supervisor at ext 1938
Green Campus
As part of the College's commitment to obtaining a Green Flag Campus certification, we would ask you to visit www.tcd.ie/greenpages and become aware of the recycling facilities available on campus, College policies relating to sustainability and other green initiatives.