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Occasional Staff and Casual Payroll

Managers who are responsible for engaging staff on an occasional / casual / hourly paid basis must be aware of the Occasional Staff Policy and the process for setting up occasional staff.

Policy on Occasional Staff and Casual Payroll

Process for set up of Occasional Staff

  • We have updated the process of setting up Occasional Staff with a new form and new email address: HROccasionalStaff@tcd.ie.
  • This process ensures that staff are set up correctly in advance in line with audit and legislative requirements.
  • The Engagement Form is in two parts:
    • Part A: completed by the Manager
    • Part B: completed by the Occasional employee
  • Completed forms should be emailed to hroccasionalstaff@tcd.ie. This is a mandatory step before claim forms can be received and processed by Payroll.
  • A Terms and Conditions document must be issued by the Manager to the Occasional employee at the point of engagement. Issuing this document is a legal requirement for Trinity.

Payment to Occasional Staff

  • The process for payment of Occasional staff on the Casual Payroll remains the same. The layout of the claim form has been updated, but all deadlines for payment remain the same.
  • Completed forms should be emailed to payrollservice@tcd.ie
  • Rates of pay for occasional work / casual work are available on the HR website.

Additional Notes

  • For existing Staff, please sent the claim forms to Payroll in the new format only. Staff ID or PPS number is mandatory on the Form
  • Visitor moving to Casual Payroll – Please complete and send the Staff Engagement and Personal Details forms as per the new process. Please indicate Visitor ID if you have it on the Form.
  • Staff already on Monthly or Weekly Payroll – Please specify on the Claim form as appropriate and Staff ID or PPS number is mandatory.
  • Staff who have left and come back on Casual Payroll - Please complete and send the Staff Engagement and Personal Details forms as per the new process. Please indicate on the form the Visitor ID if you have it.
  • Staff who leave TCD and are hired back again after a period of 3 months - Please complete and send the Staff Engagement and Personal Details forms as per the new process.
  • Please ensure that Employee Engagement Form and Claim Forms are sent in only once to eliminate any processing delays and duplication.
  • Hiring Managers / Local Administrators must ensure that Occasional staff are eligible to work prior to engaging them. For assistance on determining eligibility see the FAQ on eligibility.

Further Information

Frequently Asked Questions

FAQ Occasional Staff - Eligibility to Work

A summary of the Miscellaneous Provisions Act 2018 and what it means

Occasional Staff Casual Payroll Engagement Personal Details Form (replaces "firstEuroCasualClaimForm")

Occasional Staff Casual Payroll Claim Form (replaces "eurocasualclaimform")

Occasional Staff Casual Payroll Terms and Conditions document (replaces "casual-pay-terms-conditions-document")

Occasional Staff Casual Payroll Policy