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You are here Employee Services > Occasional Staff and Casual Payroll > Process for the setup of Occasional Staff

Occasional Staff and Casual Payroll

Process for the set up of Occasional Staff

  • The first step is to review the Eligibility to work; the person should have EU or UK citizenship or hold an Irish Residence Permit which makes them eligible to work and the person should be based in Ireland whilst completing the work for TCD. If the Occasional Staff is Non-EU/UK or you are unsure of their eligibility to work in Ireland please click here.
  • The second step is to Complete an Engagement Form
    • Part 1 – completed by the Line Manager or Nominee (pages one and two to be signed and dated)
    • Part 2 – completed by the Occasional staff member (if Non-EU citizen a clear copy of the IRP card showing the current stamp held must be copied onto the form)
  • The completed Staff Engagement form will now serve as a Terms and Conditions document. Issuing this document is a legal requirement for Trinity.
  • Completed forms should be emailed to This is a mandatory step before claim forms can be received and processed by payroll.

Payment to Staff

  • The claim form should be fully completed and signed by the Occasional staff member and Manager before submitting to Payroll Services for processing to
  • Rates of pay for occasional work / casual work are available on the HR website.
  • Please ensure the Employee number and PPS number are completed on the Claim Form, if the person does not have a PPS number they will be taxed at the higher rate of tax.
  • 8% holiday pay will be added onto all Occasional/Casual payments.
  • Deadline: Last date of the month for Occasional Engagement form and Claim forms to be submitted

Working outside of the Republic of Ireland for Occasional Work

  • TCD will only allow a person to be paid for Occasional work, if the work is completed outside of Ireland, if the work is considered a Once-off payment i.e. a Guest Lecturer or Guest Speaker, completing the work abroad for up to 5 continuous working days only in once Academic year.
  • The person must hold an entitlement to work in the EU.
  •  Please ensure the start and end date on the Engagement form are not more than 5 days.
  •  If the person does not have a PPS number please note they will be taxed on the highest rate of tax.
  • TCD cannot allow continuous work to take place outside of Ireland and being paid on an Irish payroll system due to tax implications for TCD and the Occasional Staff member.

Additional Notes

  • All Occasional Employees can now access their payslip on the Core Portal. After you receive the email confirmation of the setup, please allow 24 to 48 for the update to download to all other College systems and the Occasional Staff member needs to email quoting their name and staff ID number and request a username and password to activate IT access.
  • Staff who have left TCD and are hired back after a period of 3 months HR require a new updated Engagement form to revive on payroll.
  • Please ensure Engagement forms and Claim forms are sent in only once to eliminate any processing delays and duplication.
  • Please ensure if the person had a previous paid payroll record, or who had or currently have Visitor access, that this is mentioned on the form to avoid the setup of a duplicate record as you are only entitled to one Employee / Visitor Staff number whilst working in TCD; this will also avoid loss of IT and/or email access
  • It is best practice that the claim form is submitted within three months or less of the person completing the work for TCD. The record is ceased with TCD and Revenue three months after the expiry / contract end date provided on the Engagement form.
  • IT access can be provided through the Engagement form without the need to also complete a Visitor form.
  • An example of a completed Engagement Form can be found here.