In order to access Core off campus you will have to follow the instructions available on ITD support portal https://ul.topdesk.net - please use the search function here for instructions.
To add dependants, log into your Core portal.
On the top right, click on your initials and click My Profile
This will bring you to a new screen with a menu on the left. Under Employee Detail, click Dependants.
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If your query has not been answered in the above documents please contact the ITD Service Desk or contact CorePortalEmail@ul.ie.
In this section, you can view and amend many of your pension related details; including dependent and next of kin details. You can also view your personal pension record and use the pension calculator to model your future pension entitlements.
For further information on viewing your pension, related details please see the following document link - Using Core Portal Pension Calculator
For further information on adding dependents on Core Portal, please see the following document link - Adding Dependents on Core Portal
For further information on this please view the Pensions section of the HR website, or contact the Pensions section directly, pensions@ul.ie.
1. Using a PC on the UL Network logon to the Core Portal site.
2. In the Employee Dashboard, under the Hourly Timesheet Tab, you will see the Admin Timesheets Widget.
3. Click Add, a new screen will appear
4. Select an employee that you are submitting the time sheet on behalf of. A new pop up will appear with a list of staff within your department
5. Please only enter Hourly Based Claim’s. Enter the following details: select the ‘Nature of Work’, ‘Module Code’ (Where relevant- this is an optional field), ‘Date’, ‘Time from’ and ‘Time To’. Note: 24hr format is required for entering time e.g. for 7am 0700 for 7pm 1900.
6. Select the ‘Lecturer/Course Leader’ and ‘Head of Department’.
7. Tick the declaration checkbox to confirm the information entered is correct and accurate and if necessary enter a comment for the approvers. At this stage, you may save the timesheet for later or submit it to the approvers. An e-mail will be sent to the Approver notifying that a timesheet is waiting for their approval.
A message will be displayed, to let you know the timesheet has been submitted for approval. Click the close window button.
The ‘Module Code’ is optional so that for hourly paid work that does not have a module code it can be ignored, however, for an work that has a module code the correct code should be entered to allow the approvers to accurately confirm the work completed.
Log into Core Portal. After logging into the Core Portal site, you will land on the Manager Dashboard.
On the Delegation Widget, click Add Delegation. A new screen will pop up. Select Hourly Timesheets for Type. If you are a first approver, you will delegate first approver privileges and likewise for second approver.
Select the date you want the delegation to run to and select the employee in question.
Ensure the authorization box is ticked. Click save.
Return to the Delegation widget. You will see your delegated employee appearing on the list. To edit or delete the delegation, simply click the button with three dots and select your choice.
Save and Exit. This may take up to 1 hour to take effect on the system.
On the ‘Hourly Timesheet Approval’ page, if the details of the timesheet are satisfactory then you must select the pay rate, cost centre and account number before approving the timesheet(see screen-shot below).
1. In the Manager Dashboard, in the Approvals Section, you will see the Other Approvals Widget.
2. Click Open if there are any New Hourly Timesheets ready to be actioned.
3. Select the ‘magnifying glass icon on the ‘Action’ column to display the timesheet claim details screen (‘Hourly Timesheet Approval’).
4. On the ‘Hourly Timesheet Approval’ page, if the details of the timesheet are satisfactory click the ‘Approve’ button to approve the timesheet. To ‘Reject’ the timesheet click the ‘Reject’ button (If you are rejecting a timesheet you will have to state a reason). If you do not see the ‘Approve/Reject’ buttons maximise your screen and scroll to the bottom of it.
5. If the timesheet claim is ‘Approved’ it will go through to the ‘Approver 2 (HoD) ’ for final approval. If the timesheet claim is ‘Rejected’ the claimant (standard user) will be notified by e-mail and can re-submit the timesheet claim if appropriate.
In the My Timesheets section, you can view all the timesheets with the different status displayed (‘New’ (saved timesheets), ‘Submitted’, ‘Resubmitted’, ‘Approved’, ‘Rejected’, ‘Waiting to be Paid’ and ‘Paid’).
To add an Approver (1 or 2) or a time-sheet administrator to a department, please send an email to CorePortalemail@ul.ie along with the department and name of the individual you wish to be added. Please copy the relevant line manager on this mail.
Please use the same method when removing an approver or time-sheet administrator.