This guide has been written for users with an access level of supervisor and above and will cover:


How are Public Holidays Managed in Deputy

Public Holidays are not automatically set in Deputy as Public Holiday dates differ around the world and in different regions.

Public Holidays in Deputy are used to pay your team members their public holiday rates, as set in your payroll system and by editing team members pay rates on the People page in Deputy. Making a day a Public Holiday will apply their PH rates instead of their weekday or weekend rate.

If a day is marked as a Public Holiday, it will be marked as such for all of your locations. If you need to split them into different locations or areas, you will need to create a Custom Public Holiday.

Important note regarding public holiday timesheets and pay: 

Setting a Public Holiday in the schedule will not automatically pay full-time staff who do not work the Public Holiday. You can manage this in your payroll system or see some of the other solutions described below.

If you have already approved timesheets before marking the Public Holiday in the Schedule, the regular pay rates will have been applied to your timesheets rather than your public holiday rates. To apply public holiday rates you will need to unapprove the timesheets then approve them again.


Setting A Public Holiday for All Locations

On the Schedule page, select the day you would like to mark as a public holiday and click the date itself. You will see the Public Holiday option displayed. Click it to set the day as a Public Holiday. You can remove the public holiday by unchecking the box.

Select the check box to set the Public Holiday. You can remove it by unchecking the box.

After marking a day as a Public Holiday you'll see the day marked with a light red background on the schedule, as shown below on Friday 30th.


How Do I Create A Custom Public Holiday?

When you set up a Public Holiday in Deputy it applies the Public Holiday to all locations in your organisation by default.

A custom Public Holiday is a Public Holiday that is set up to have customised settings for Locations and Areas rather than the default to all Locations.

First, login to Deputy.

Next, you'll need to set your URL in your browser and add:

/exec/administration/public_holiday

As an example, where your business is called "SPARK", and your Deputy URL is:

https://spark.au.deputy.com

Then you need to enter this in your browser:

https://spark.au.deputy.com/exec/administration/public_holiday

After changing your URL, hit enter on your keyboard.

Doing so will take you to the list of public holidays as shown below.

On the left, you will see the possible actions:

  • The magnifying glass icon will allow you to view the Public Holiday settings

  • The pencil and paper icon will allow you to Edit it,

  • The red cross will Delete it.

Viewing a Public Holiday will allow you to see when it was created and by who.

Editing it will allow you to change it's name, the day it applies, and which areas and locations it will apply to.

To create a new Public Holiday, click "New Public Holiday" in the top left corner.

On the creation screen (which is the same as the Edit screen, should you make changes later) you can set the name of the Public Holiday, the date/times of day that it occurs, if it should repeat (weekly/monthly/yearly), and which Departments (another name for Areas) it applies to.

If you don't select any departments (areas), it will apply to all locations and all areas. If you select one area (or more) it will apply only to those areas. You can use this to apply it directly to a few areas within a location, and within multiple different locations.

Note: if you create a new Area in your organisation at a later stage, you MUST come back and tick it here for the public holiday to apply to it. If this is not done it will not be applied.

Additionally, if you have marked a PH in this manner please DO NOT mark a Public Holiday on your Scheduling page. Doing so will override the Public Holiday you have created here and default the Public Holiday to apply to all Locations and areas again.

Don't forget to click on Save This Public Holiday before you close the window.


Public Holiday FAQ

Does Deputy pick up public holidays?

Not automatically due to all the different countries that we operate in. You can add public holidays manually in the schedule.

How does the Annual leave accrue if a team member is working a public holiday?

If you are using Deputy's leave accrual feature, it will accrue leave based on hours worked and does not differ based on the type of day worked.

How do you manage public holidays for full-time team members? They get paid but do not have to work.

You can create a specific area (or location if you prefer) and call it something like "Public Holiday not worked" and then put all your public holidays into the schedule and then customise the public holiday settings to turn off public holiday rates in that specific area or reach out to our 24/7 support chat for assistance. You would then schedule your team members in this "Public Holiday Not Worked" Location or Area so that they can get paid at their normal rates for that day.

If you choose Public Holiday for a particular day and someone doesn't work it because the office is closed, but needs to be paid at their normal hourly rate, not the P/H hourly rate. Can Deputy accommodate this? I'm concerned if I choose P/H for a certain day for all office team members that they will end up being paid a higher rate for that day when they are not entitled to it.

You can create a specific area (or location if you prefer) and call it something like "Public Holiday not worked" and then put all your public holidays into the schedule and then customise the public holiday settings to turn off public holiday rates in that specific area or reach out to our 24/7 support chat for assistance. You would then schedule your team members in this "Public Holiday Not Worked" Location or Area so that they can get paid at their normal rates for that day.

Could you also do public holiday not worked as a leave type?

Yes, you could set up a leave type for public holiday not worked and then attach it as a leave entitlement to the relevant team members and then don't put the public holiday into the schedule but if you're having team member's who are working on a public holiday and get public holiday rates it wouldn't work so this is only an option if your entire staff is NOT working on public holidays.

What if a full-time team member works a public holiday and they get paid the normal rate but they earn a TOIL?

You have to create a specific location and call it something like "Public Holiday not worked" and then put all your public holidays into the schedule and then reach out to our 24/7 support chat and they can turn off the public holiday rates in that specific location. After that, you can turn the location setting (in Notifications & Integrations) that accrues TOIL in that specific location.


For more information on managing leave please read Leave Management.

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