Undergraduate Student Stipend - Frequently Asked Questions

How often are undergraduate student stipend payments made?

Undergraduate Stipends are paid on the weekly Payroll.

Students should be advised that their first payment will be in the second week after they start at which time they will be paid in arrears.

What forms are needed to pay a stipend to an undergraduate student?

An Undergraduate Student Proposal form should be completed and fully signed by the Department and Student.

A Scholarship Exemption Declaration Form (Revenue Form) is to be completed by the student.

Students should be advised that they must put their PPS number on the forms. PPS number is mandatory.

If the student has never been paid by Trinity College Dublin before they will also need to complete a Direct Pay Mandate form.

All these forms are available on the HR Website

I have an Undergraduate student that is visiting TCD (not registered in TCD) and will be receiving a stipend payment.  Are there any extra forms to be completed before payment can be made?

No extra forms are needed for payroll but please note:

• If the Student is from another University and is not a registered student of Trinity College Dublin, their Date of Registration for the current academic year and the name of their home University must be stated on the form.
• If the Student will need access to college and email access, this requires a card, and this should also be stated on the form. (Visiting student tag is required on their payroll record).

Where do I send the completed paperwork?

All 3 completed forms should be checked by the department to ensure they are fully completed and then they should be sent by the department to hrweeklystaff@tcd.ie.

Please note that incomplete or unsigned forms will not be processed and will cause delays in payment.

All the forms are to be sent to HR at the same time. Incomplete or missing forms will not be proceeded and this will cause delays in payments.

Please be aware of GDP regulations and ensure that when emailing documents that they are password protected or are uploaded to a secure drive such as one drive.

Who needs to sign the forms and why?

The Undergraduate Proposal Form needs to be signed by the following, as signatures are required by the Auditors and are the proof that the payments have been approved and that the department is aware that the student is receiving a stipend payment.

• Grant holder/Principal Investigator, authorised signatory on the account that the stipend is to be charged to. (This is never the student)
  This is the approval to take the stipend from that grant holders account.
• Head of School
  The Head of School's signature is required as a control measure and was put in place to ensure that the School is aware of the commitments that are being made by the Grant holders.
  It is also a requirement of the Auditors.
• Student
  This is a requirement of TCD Auditors and external Auditors.

It seems a lot of signatures and paperwork for such a short period of time. Are they necessary?

Signatures are required by the auditors and are proof that the payments have been approved and that the department is aware that the student is receiving a stipend payment.

Is my student eligible for a stipend payment?

To be able to avail of a Tax and PRSI exempt stipend payment, the student must be registered as a full-time student for the current academic year.

If the student has submitted or finished final exams they cannot receive a stipend payment.

If the student has submitted or has completed their final exams as an Undergrad and they are waiting to register as a Postgraduate: they cannot receive a stipend payment in the period between finishing exams and registering as a Postgraduate.

If the student is off books, they cannot receive a stipend payment.

If a student is to be paid a stipend, the work/research they are being paid for must be related and aiding them to attain their degree.

If the student is not a registered student of Trinity College, but they are currently registered in another University (anywhere in Ireland or the world): a stipend can be paid, providing the work they are being paid for is related to and aiding them in attaining their degree.

If you have a student who is not a TCD registered student and will not be paid a stipend but will need access, a Visitor form should be completed.  These forms are available on the HR website.

Scholarship Exemption Declaration Form

Who is the sponsor? 

The sponsor is the body that has supplied the payment to College/Grant holders such as Science foundation Ireland, Irish Research Council. The sponsor is not the Grant holder/PI.

Section 2 of the form - date of registration - what date does this refer to?

Date of Registration for the current academic year.

Student registration status

It is the responsibility of the Department to supply accurate and up-to-date information and status of Student Registration on the forms.

Hours of attendance

35 or 40 hours per week (student must be in full time instruction)
A stipend cannot be paid to a student if they are registered as a part time student.