Timesheets Deadlines

Student Ambassadors/Open Day Help

For information on Teaching Support Staff Roles, such as Student Ambassadors and Open Day Help, visit the HR website (click here).

Please fill out the New Hourly Paid Employee Set Up Form. Payroll is NOT responsible for employee setup. Please direct the form and queries to the HR team at setup@universityofgalway.ie.

Employees Paid on Timesheet

• Hourly Paid Teaching Staff Timesheet, Exam Correctors Timesheet and Payroll Payment Timesheet must be approved and emailed by 5.00 pm on the 10^th of the month (except for December, which has a deadline of November 28th, 2024), however if the 10th falls on the weekend the timesheet must be submitted before this date to be included in the current payroll run.

Monthly Submission Deadline for Campus Visitors (External Examiners, Quality reviewers, Subject Specialists)

• It is crucial to ensure that both submissions are made promptly, and no later than three months after work completion, to facilitate processing at the end of the academic cycle. Late claims will only be considered with written justification and sign-off from the College UMT.
• Campus Visitors (External Examiners, Quality reviewers, Subject Specialists) approver must email timesheet, expenses, and receipts to the Bureau by 5 pm on the 5th of each month (except December, which has a deadline of November 28th, 2024). If the 5th falls on a weekend, the deadline is the previous Friday at 5 pm to ensure inclusion in the upcoming payroll. Please ensure compliance with all relevant policies, including QA302 Sustainable Travel Policy, QA303 Use of Own Transport Policy, and QA304 Reimbursement of travel and subsistence costs to non-University staff and students.     

Payments for these individuals are processed in alignment with the Monthly Paid Employees Pay Date (click here).