Deputy Payroll access levels allow you to control who can view and edit payroll details, and who can process payroll. This article explains the purpose of each access level, what they can and can’t do, and when you should use one over the other in your organisation.

Before you read

• This article is for users with System Administrator or Payroll Administrator access.
• Consider using the restricted Payroll Manager role if you need to delegate payroll tasks for specific business entities or locations, such as in a franchise model.

This article covers

• What is the difference between a System Administrator, a Payroll Administrator and a Payroll Manager?
• How does access work for a Payroll Manager?
• What can each role do in Deputy?
• Permissions comparison table

What’s the difference between a System Administrator, a Payroll Administrator and a Payroll Manager?

The main difference between these two roles is the scope of access within Payroll.

• The System Administrator role is assigned to the user who has ultimate control over the configuration of your Deputy account. This role provides full, unrestricted access to all functions across your entire organisation.
• The Payroll Administrator role provides full, unrestricted access to all payroll functions across your entire organisation. This user can see and manage all business entities, pay rates, pay rules, and process payroll for every team member.
• The Payroll Manager role is a restricted role. It only grants permissions based on the specific Locations and Business Entities that are assigned to them. This ensures the Payroll Manager only gets the access they need to manage the payroll for their specific part of the business.

How does access work for a Payroll Manager?

Because the Payroll Manager is a restricted role, their access is controlled by linking their profile to specific Locations and Business Entities.

Why does Location access matter?

A Payroll Manager's ability to view and manage a team member's payroll information is based on the team member's Location assignment.

• The Payroll Manager must be assigned to the same Location as the team members whose payroll they need to manage.
• Team members not assigned to a Location will not be visible to the Payroll Manager for security reasons.

This Location assignment allows the Payroll Manager to see the team members and their shift data, which is essential for payroll processing.

Why does Business Entity access matter?

Payroll processing in Deputy uses Business Entities and Payroll Calendars.

• A team member is linked to a Business Entity only through a Payroll Calendar.
• The Payroll Manager must be assigned to the Business Entity that is linked to the Payroll Calendar they need to manage.

This structure allows you the flexibility to move team members between entities as needed, while making sure the Payroll Manager only processes payroll for their authorised entities.

What can each role do in Deputy?

What can a Payroll Administrator do?

The Payroll Administrator has complete oversight and control of the entire payroll system.

• View and manage all payroll information for all team members.
• View and manage all Business Entities.
• View, create, and edit all Pay Rates and Pay Rules.
• Manage all Payroll Calendars.
• Process pay runs for all entities and locations.

What can a Payroll Manager do?

The Payroll Manager's main job is to manage payroll for a specific group of team members at their assigned Locations and Business Entities.

• View and manage payroll information for team members assigned to their Locations.
• View and edit existing Payroll Calendars linked to their assigned Business Entities.
• Create new Payroll Calendars for their assigned Business Entities.
• Add team members to the Payroll Calendars they have access to.
• Process pay runs for the Payroll Calendars they have access to.

Permissions comparison table

How do I set up someone with these Payroll access levels?

Both the Payroll Administrator and Payroll Manager access levels are assigned through the team member's employee profile.

1. Assign the access level to the team member in their employee profile.
2. If assigning the Payroll Manager role, you must also link the team member to the Locations and Business Entities they will manage. To see step-by-step instructions for setting up someone as a Payroll Manager, check out the article How do I set up a Payroll Manager access level?