Please note that this article is relevant to clients using Deputy Standard Edition (hostname ending with '.au.deputy.com'). For clients using Deputy Black Edition, please refer to this article
To be clear, if your Deputy hostname ends with '.au.deputy.com' and/or you're using the Deputy Standard or Premium Edition this article will show you how to export your timesheets from Deputy into the system.
Before you get started, you'll need to ensure that you have System Administrator or Location Manager privileges in Deputy to export.
Within the system, you'll need to have administrative rights for running payroll and entering timesheets.
Prior to exporting timesheets you will need to your API Key. Please refer to this article for information on retrieving your API key.
To have your business link from Deputy you will need to match the Unique Code of the Location in Deputy to the External ID (found in Payroll Settings -> Details). Find the Deputy code first by going to the "Locations" tab at the top of the screen, then click "Settings" next to the relevant location. You may then view it under the "General" tab as shown:
Then enter this code into the "External Id" field in the system (found in Payroll Settings -> Details):
Assigning Areas and Locations
If you have multiple locations and sub-locations for your business, and need to pay your employees using different locations you will need to set up these areas in Deputy. The following screenshot from Payroll Settings -> Locations demonstrates what is classed as "Locations" as opposed to "Areas" in Deputy. Note, the indented sub-locations are "Areas":
To add these in Deputy, click on the "Locations" tab at the the top and select "Add Location" to enter a parent location (the non-indented ones):
The initial process of adding a new location will also let you add areas.You can choose to do it within this screen, or doing it later by clicking on the previously set up parent location, and selecting the "Edit Settings" option from the drop down box:
Then select the "Areas" tab to the left and simply type in the name of the area (corresponding to the sub-location):
Now that these locations and areas are set up you will be able to assign employee shifts to have the timesheets correctly import to the desired locations.
**Note - If an employee is entered in Deputy as working in an area that doesn't exist (no record at all or different spelling), it will appear when exported as the employee's default location (but will still export). However, if the area name exactly matches a sub-location it will pay them in that different location as opposed to their default location. Note also that the area name used in Deputy should be unique, do not use the same area name more than once. If required, use a suffix e.g. Kitchen (Kook) if you wanted to use the area name 'kitchen' in another location.
The Timesheet Export Code of each employee in Deputy should align with an External ID of an employee. The Timesheet Export Code can be found on the "Employee Edit" screen in Deputy:
You then need to enter this External ID into the employee's details (Employee File -> Details):
For further information about configuring your employees to export from Deputy, please refer to this article.
Additionally, you may export three types of leave (Annual Leave, Sick Leave, and Time in Lieu Taken) from Deputy. You will need to configure the system to accept these leave types. This is done by going into Payroll Settings -> Leave Categories and adding the following external codes:
- Annual Leave -> AL
- Time in Lieu -> TL
Please follow the instructions here for creating Leave in Deputy.
Please navigate to the Timesheets tab at the top of your screen and select "Export TimeSheets". Select the date range for the export from the date selector at the top of screen.
Please select the employees to export on the left hand side. To quickly select all employees click "Select All". The details will then be displayed on the right hand side. If you need to edit an item, please click on the item in the list to the right and select "View or edit original item". Once you are ready to export, please click "Export Selected Items".
In the pop up box, select "KeyPay Payroll (Direct Export)". Please enter your API Key from the "Before You Start section". You will see an "Override Business ID" option at the bottom. Rather than using the Unique Code from earlier, you may choose to send all timesheets to a single External ID. If you don't want to do so, please leave the box blank.
Finally, please press "Export" to send the data.
When you then go into the system and create a pay run for the same period as the Deputy timesheets, there will be an option to include imported timesheets. These will then be included in the pay run:
Alternatively, the timesheets can be viewed outside of a pay run within the "Timesheets" screen, making sure to filter the "Status" as "Any":
Unless specified when entering the timesheets (using locations and areas in Deputy), the locations that the employees are paid under correlate to the default location set up in the employee's Pay Run Defaults.
If you need any further support please email firstname.lastname@example.org