This training covers everything you need to manage leave in Deputy, including the different leave types, syncing and tracking leave balances, and general time-saving tips. This training session is suited to managers who are new to Deputy and experienced users looking to optimise their leave management in Deputy.

Due to the number of questions and demand, we created this Help guide containing the training recording and the live questions and answers.

Visit Deputy.com/training for more free training videos and helpful tips and tricks!

Q & A Topics

Leave Types

Leave Balances

Requesting Leave

Public Holidays

Leave Timesheets & Export

Xero

Integrations

Other Questions

Leave Types

I seem to have 3 "Annual Leave (Vacation)" leave types showing when I got to the leave request. Any ideas how this could've happened?

This can happen if the export code from the “original” annual leave was changed in the past and then it duplicated the annual leave when exporting to the payroll software. We will go into this later on in a little more detail.

Can you change the leave default name eg. Annual Leave (Vacation) to just Annual Leave?

Yes, you can change the name. Just be aware to only change the export code of this leave type if you're NOT using Xero or MYOB as your payroll software. If you use one of these two, please don't change the export code.

Can Deputy accrue Long Service Leave?

We can accrue leave within Deputy but there's limitations and this needs to be done individually in your account. Please reach out to our 24/7 support chat for further assistance.

Leave Balances

We just noticed with a new employee, who seems to be set up like all our other employees, that they still have a zero balance for annual and sick leave, after working for nearly 2 months. Does leave only become available after a certain time rather than being able to use it as it accrues?

This is hard to troubleshoot without looking into your account. It could be that the person works in a location that doesn’t have leave sync turned on (if you use leave sync with Xero e.g.) or it could be because the location doesn’t accrue leave and others do. Please reach out to our 24/7 support chat for further assistance with this.

I have some employees who have very random totals showing as available in their leave balances. One has 76609.13 hours of sick leave. Where are these figures being pulled from?

This is hard to answer without looking into your individual account. Please reach out to our 24/7 support chat for further assistance. Thank you

Does the system reduce accrued or total leave balances once a paid leave is taken?

Yes, it does.

Requesting Leave

When we put in leave, the lunch break of 30 minutes is selected, but when the leave is exported with the timesheets into Xero it doesn't deduct the 30 minutes off the total eg. if someone works from 9 - 5 with a 30 minute break it puts their total leave for the day as 8 hours, rather than 7.5 hours. Is there something that we are not doing right?

This could have something to do with your settings in Xero. Please reach out to our 24/7 support chat for further assistance.

How do we manage if variable hours worked?

You would put the hours in that leave request that you rostered this person on (if already rostered) or what you would usually roster this person on.

If an employee requests leave and it come up as a day, do i have to enter the times in to get the right hours or does the system do it for me?

The system will try to select hours for your based on their select award, however you should double check these when approving the leave and adjust the time if necessary.

If an employee submits a leave request as a "Non Working Day" - can you change it to Annual Leave without declining and resubmitting?

The field that the employee submits is just a recommendation for the manager. When the leave request is being approved, the manager can select any leave type they wish on the actual days, which is what will generate the appropriate leave timesheets.

I have an employee who works different start/finish times on a Monday, Tuesday and Wednesday. How do I add a leave request for her so that the different hours are captured for each day? At the moment when I add multiple days it defaults to a standard 7.6 hours for each day.

You can adjust the start and end time of each of the leave days in a leave request. If they have a day of leave that isn't 7.6 hours, you can change the times and it will adjust the leave length.

If an employee works Tuesday and Friday and then takes 2 weeks off. Do they have to click on each day or can they just mark the 2 weeks off?

They can just mark the 2 weeks off and put all the days in between in as "Non working Days" and then Tuesdays and Fridays as leave.

Can you make annual leave visible to staff and sick leave not visible?

Yes, you can make individual leave types visible for employees and others not visible. You can turn that setting off within the leave type settings.

If you are pre approving leave for the future why is there not a meal break section?

Leave requests are put in and exported without the meal breaks in it.

If the schedule is already built and published but the employee subsequently requests leave which is approved - does this open up the scheduled shifts for that employee so that we're notified to schedule someone else into that open shift?

If the shifts are already created and published Deputy will give you the option to either open the shift up, find a replacement, leave the shift empty or delete it.

Public Holidays

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. We’ll show that later in the Q&A section. Otherwise you can also search for “Public Holiday” in our help portal: help.deputy.com

How does the AL accrue if an employee 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 timers? They get paid but do not have a shift in the schedule.

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 reach out to our 24/7 support chat and they can turn off the public holiday rates in that specific area or location.

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 accomodate this? I'm concerned if I choose P/H for a certain day for all office employees 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 reach out to our 24/7 support chat and they can turn off the public holiday rates in that specific area or location.

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 employees and then don't put the public holiday into the schedule but if you're having employee'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 timer works a public holiday but 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.

Leave Timesheets & Export

Does the system add accrued leave to each pay run?

Deputy doesn't add accrued leave to each pay run. You can accrue leave through the location settings (Notifications & Integrations) but otherwise we only send leave timesheets into your payroll software where the leave accrual happens. For assistance in your specific account please reach out to our 24/7 support chat.

I'm still to put leave hours into Deputy. Do you recommend to wait for a completed pay run and then put in the leave entitlements?

You don't have to wait, but we would recommend it if you have leave timesheets in the current pay run as your syncing over the correct balances after the pay run is completed.

When an employee went home early - it looked like it still paid them 3 hours work as they were required to have a minimum working time on a Sat - that is not how it should work if that occurred, right?

This was an example in our test account where the employees are set up with the GRIA award where you have to pay a minimum shift engagement of 3 hours. Depending on if you're using an award from our library and which award you're using - this could be different in your account. Please reach out to our 24/7 support chat for further assistance.

Does any retrospective leave have to be entered in the timesheet section?

Yes, any retrospective leave has to be put in through the timesheet section.

Often when I am approving timesheets, approved leave days do not display - what can i do to get them to do this?

When you are approving a leave request, it's important to ensure that the days that will be paid leave are selected. Approving just the date range won't be enough to generate Timesheets. If you see there are no leave timesheets, find the Employee's leave request, unapprove it, add the days that you want to pay leave for and then re approve the request. If the days are in the past, the leave request will automatically create the leave timesheets for you. Days in the future will generate leave timesheets on the day it occurs.

We have a problem with our export file when we have leave timesheets entered for the same day using two methods of creating the leave timesheet. That is a leave request is entered for part of the day and then a timesheet is created with a leave type for the remainder of the day. Only one timesheet will show on the export file.

We recommend that all leave is put through a leave request in order for Deputy to appropriately create the leave timesheets for you.

How is leave calculated for Part Timers? Where do I place their Ordinary Time so that Leave and OT is calculated correctly?

This is hard to answer without looking into your individual account and seeing if you accrue leave in Deputy, if you use our awards, which payroll software you're exporting to etc. Please reach out to our 24/7 support chat for further assistance.

Xero

Could you please advise if leave balances are accurate in Deputy when integrating with Xero?

The leave balances sync once every 24 hrs if the “leave sync” between your locations & Xero is turned on. Within that setting (which you can find in the location settings) you can run the sync manually as well. We’ll provide more resources about that in the email afterwards.

Is there a way to sync the leave balances with Xero as ours haven't been syncing for 6 weeks or more?

The leave balances sync once every 24 hrs if the “leave sync” between your locations & Xero is turned on. Within that setting (which you can find in the location settings) you can run the sync manually as well. We’ll provide more resources about that in the email afterwards.

When does the approved leave export into Xero?

It gets exported into Xero as a leave timesheet when you export the all the timesheets in the pay run.

Once the approved leave is exported to Xero, does it automatically reduce the hours in Xero too?

Yes, it does.

Integrations

Do you recommend to put in the relevant software the same export code?

This depends on which payroll software you're using. The export code in Deputy matches the leave type to the same leave type in your payroll software. In some softwares that is the actual name of the leave type (Xero & MYOB) and in others it can be a number or something else. If you're having problems with this in your particular payroll software please reach out to our 24/7 support chat for further assistance.

Will there be changes to which programs timesheet can be exported to?

Not at the moment. We do have a BETA version of our "Custom Payroll Exporter" as an export function available already and you can use this to export a CSV file and customize it to your payroll softwares needs. For more information about this have a look at this article from our help portal: https://help.deputy.com/en/articles/3653119-custom-payroll-exporter-beta

Reckon doesn't show under the services however we are able to export time sheets to Reckon?

Yes, you can export to a CSV file and then from there, basically import it into every software that can import from a CSV file.

Other Questions

Is there a direct contact number in Australia to ask some questions?

You can reach out to our 24/7 support chat within the system. They also have phone numbers that they give out so you can talk to them on the phone.

Can all employees approve leave?

No, only access levels with management functionality can approve leave like Supervisors, Location Managers & System Administrators. For more information about the access levels have a look at this article from our help portal: https://help.deputy.com/en/articles/1941256-access-levels

How do you run a report to collate everyones hours?

We have the "Time off & schedule" report in the reports section where you can see this.

How do you show leave in the schedule?

You can switch to any of the "Employee views" in the schedule and it will show you all leave & unavailabilities in the schedule.

How do you manage leave payout in an example where an employee drops from FT to Casual?

This is hard to answer broadly and would need specific knowledge of your account. Please reach out to our 24/7 support chat for further assistance.

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