The ability to create and modify your own pay rate structures is coming soon to Deputy! It will begin rolling out to Beta customers in the US in July 2024 and will come to other customers and countries later in the year. Sign up for Beta by completing this form. UK and US customers can now opt in to the Beta using the Upcoming Features selector in Business Settings.

• What is the Pay Rate Builder?
• Who can access the Pay Rate Builder?
• Where do I access the Pay Rate Builder?
• How do I edit my existing pay rates?
• How do I create a new pay rate?
• Naming your pay rate
• Why aren't all my pay rates in the list?
• Can I delete a pay rate?
• Can I hide a pay rate?
• How do I assign my pay rates to a team member?

 

What is the Pay Rate Builder?

The Pay Rate Builder gives unprecedented flexibility and control over how you pay your team.

It allows you to take our pre-configured library pay rates and modify them to meet your unique requirements, whether that is by automating allowances, adding shift differentials or increasing payments.

It also allows you to start from scratch and build your own pay rates.

 

Who has access to the Pay Rate Builder?

Only users with an access level of System Administrator or Advisor will be able to access the Pay Rate Builder in your Deputy account.

 

Where do I access the Pay Rate Builder?

Before you access the Pay Rate Builder there are several settings we recommend you confirm or enable before you begin:

1. Access Business settings in the drop-down menu under your name.

2. On the General tab of Business settings confirm that your Number / Locale filed is set to United States. Don't forget to click Apply if you are updating this information.

3. On the Timesheets tab of Business settings set the Recalculate approved timesheets in chronological order menu to All timesheets within the applicable range. Don't forget to click Apply if you are updating this information.

4. Now you may access the Pay Rate Builder under the Pay tab of Business settings by clicking View pay rates.

 

How do I edit my existing pay rate configuration?

The pay rate builder page will open with a list of all editable pay rates displayed.

Tip: Pay rates in your list that begin with a TP (template) at the beginning of the name indicate the pay rate has been copied from Deputy's pay rate library - read more.

To edit a pay rate in the list, click on the name of the pay rate or click View.

For more information about the general settings within a pay rate please read:

How to edit or create a pay rate - general settings

 

How do I create a new pay rate?

To create a new pay rate in your Deputy account, you have a few options you can:

• create a brand new pay rate to configure from scratch
• copy and customise an existing pay rate from our pay rate library
• duplicate a pay rate already in your pay rate list

Create a brand new pay rate to configure from scratch

If you would like to create a new pay rate with no preconfigured settings, click on Create pay rate.

Select Start from scratch, name your pay rate and click Create.

Now read How to edit or create a pay rate - general settings to get started configuring your new pay rate.

 

Copy and customise an existing pay rate from our pay rate library

If you would like to use one of Deputy's library pay rates as a starting point to customise a new pay rate click on Create new pay rate.

Select Customise existing pay rate, then select the Deputy library default pay rate you wish to customise and click Create.

Note: each time you take this action it will create a copy pay rate of the Deputy library pay rate for you to rename or customise as your require. The original Deputy library pay rate you have copied from will remain in your account unchanged. 

Now read How to edit or create a pay rate - general settings to get started configuring your new copy of the Deputy library pay rate.

 

Duplicate a pay rate already in your pay rate list

If you have a pay rate that you have already created in your list and want to use it to copy and customise a similar pay rate, you can duplicate the pay rate.

Click on the three dots quick action menu corresponding with the pay rate you wish to duplicate and select Duplicate.

Enter a new name for the new duplicated pay rate and then either click:

• Duplicate to create the pay rate or 
• Duplicate and edit to begin customising the newly duplicated pay rate.

Now read How to edit or create a pay rate - general settings to get started configuring your duplicated pay rate.

 

Naming pay rates

You should name your pay rates something meaningful to your organisation.

If you see pay rates in your pay rate list with a TP prefix, that means the pay rate has been copied as a template from our pay rate library.

Any changes you make to this pay rate do not change the original Deputy default pay rate, only the version you have of it.

While the name has the TP prefix in the name, it will not appear in the pay rate drop-down list to be selected for your team members. This TP prefix can be used effectively as a 'draft' or 'archive' functionality to hide pay rates you might not want to be selected for your team members.

If you decide to edit and want to use a pay rate with a TP prefix, you will need to rename the pay rate to remove the TP prefix and add your own unique name to be able to differentiate it from the Deputy default pay rate.

 

Example

The "Berkeley Fair Workweek" pay rate has already been assigned to team members in ABC company's Deputy account. 

When you open the pay rate builder, you will see the pay rate listed as "TP Berkeley - Fair Workweek".

If you find that you need to edit the configuration of the pay rate, you can make these changes. To make this newly updated pay rate available to choose from in the pay rate drop-down menu in your team members' profile you will need to rename the pay rate to remove the TP and add more text to be able to identify the pay rate as the one you edited. 

"Berkeley Fair Workweek - updated July 2024" or perhaps "Berkeley Fair Workweek - ABC edited"

 

Why aren’t all of my team members' pay rates in the list?

Not all pay rates are available to be edited in the new pay rate builder. Deputy has been moving pay rates to the new, editable interpretation system over the past year, but not all library rates have been implemented or applied to staff.

For more on moving to the new pay rates, see Updated pay rates FAQs.

 

Can I delete a pay rate?

No, to preserve audit history, is it not possible to delete a pay rate. The ability to archive pay rates will be introduced in the future.

 

Can I hide a pay rate?

Yes. Currently, the ability to archive pay rates is still being built. Until this feature is rolled out you can add the letters TP to the beginning of any pay rate name and this pay rate will then not be shown in the pay rate drop-down menu 

 

How do I assign my pay rates to a team member?

Any customised pay rates will appear in menu dropdowns where pay rates are displayed.

Note that if a particular employment type is selected, the team member must have a matching employment type according to the general pay details settings in the pay rate to be able to select the pay rate for that team member.

See here for more on setting up pay details: Set up a team member's pay details

When a pay rate is selected, by default the ordinary rate specified will be applied, however this and their leave entitlements can be overridden in the employee profile.