Each article in this series is one step towards getting your Payroll set up in Deputy. We recommend you work through them sequentially:

1. Getting started with Payroll (AU)
2. Setting user permissions in Payroll
3. Set up a Pay Calendar
4. Set up a default superannuation fund
5. Set up deductions and expenses
6. Set up extra earnings
7. Setting up multibusiness entities in Payroll (if relevant)
8. Ensure your team member data is up to date for payroll using the following options:

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  • Allow team members to self-manage their payroll details (AU only)
  • Bulk update team member payroll data (if you already have some team member data in Deputy)
  • Import team member details from another system for Payroll

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Let's get started setting up Payroll in Deputy

System Administrators will see the Payroll tab on the top navigation bar in Deputy and can click Get Started.

First, we need to gather some information about your business:

• Australian Business Number (ABN)
• Business contact and address
• Payroll details
• Pay calendars

Australian Business Number (ABN)

Your ABN will be listed on your payslips and is also used with your Single Touch Payroll reporting processes.

In the Business details section, enter your ABN and click Search.

Note: If your business has multiple ABNs or is a multi-business entity you can enter these later in Payroll settings.

If the ABN you entered matches an ABN in the Australian Business Register, the details will be displayed with green ticks. Please check that these details match your business. If you find you have entered the wrong ABN, please type the correct ABN and click Search again.

Note: It is not recommended to change the Branch code as this may affect your Single Touch Payroll report submission. If you have registered branches with the Australian Taxation Office, please contact our Support team. 

Business contact and address

Please enter the Primary business contact for payroll, including:

• First and Last name
• Business phone
• Business owner's email address
• Legal address of the business

The ATO (and other government entities) need an authorised person who could answer any questions about the data in the pay run that understands the businesses employment obligations. (Think about who prepares your STP file? Who do they report to? Who's accountable for employment obligations in your organisation? Who approves the bank file)?

In a medium to large business, this might be the Payroll Manager or the Chief Payroll Officer or a Chief Financial Officer.

 

Click Continue.

Payroll details

In the Payroll details section, complete your bank details. This is the bank account we will use to process payroll.

You will need to enter:

• Account name
• BSB
• Account number
• APCA code (optional)
• Accounting suite (optional) - This will determine the default format for general ledger exports. Select from Xero, MYOB, Companion Software or Other.

Click Continue.

Pay calendars

Pay calendars are groupings of team members in your organisation who get paid at the same cadence as each other. 

Pay calendars determine the frequency at which your team members get paid and also the pay periods. You may be more familiar with this type of grouping being called a "pay run".

You will need to set up at least one pay calendar now to finish setting up Payroll but you can always go to Business settings later to add more pay calendars or edit your existing pay calendars.

In the Pay calendars section, click Create new.

Type a name for your pay calendar. For example, Fortnightly Perm

Select a pay frequency for this pay calendar. Choose from:

• Weekly
• Fortnightly
• Twice monthly (eg. 15th and 30th of the month).
• Monthly

All team members you later assign to this pay calendar will be paid on this pay frequency. 

If you select Weekly or Fortnightly you then must choose a start date for the first pay calendar to effectively set a starting day of the week.

If you select Twice monthly then one pay calendar will run 1st until 15th of the month and the second will run 16th until end of the month.

If you select Monthly then each pay calendar will run from 1st month until the end of the month.

In this example, we selected a Fortnightly pay frequency and chose to set the pay calendar starting on a Monday.

Once you are happy with how you have configured your pay calendar, click Create.

You will then be asked to nominate which of your team members is paid from this pay calendar.

You can select the relevant team members from the tick boxes on the left and click  Add X team members to the pay calendar. 

However, if you don't have all your team members and their pay roll details set up in Deputy just yet, you may prefer to Skip for now and come back later to assign your team to a pay calendar.

Click on Back to pay calendars

At this point you can add another pay calendar, if you have another group of team member who you might pay on a different pay frequency from the first pay calendar you set up. You can always add extra pay calendars at a later stage as well if you need.

If you don't need to add another, click Finish set up. 

Wait a few moments for Deputy to set up your payroll.

Once your payroll is set up you will receive this message to let you know you are successful. Click Start using payroll.

You can make further changes to the payroll set up in Business settings under the Pay tab.