• Introduction to using multiple entities in Deputy Payroll
  • How do I know if setting up multiple entities in Deputy Payroll is right for my organisation
  • What does having multiple entities in Deputy Payroll mean practically when processing pay runs?
• Accessing your business entities in Deputy Payroll
• Add a new business entity 
• Preparing a pay run for a specific entity

Introduction to using multiple entities in Deputy Payroll

When you set up Deputy Payroll, you will have been asked to enter your ABN and business details. However, there may be scenarios where organisations have set up multiple entities, each with their own ABN and payroll cost centre, in order to run their business. 

If this is the case for your business, then you can also set up multiple business entities in Deputy Payroll to mirror your organisation's set-up.

Note: Only users with an access permission of System Administrator may add new entities to Deputy Payroll.

How do I know if setting up multiple entities in Deputy Payroll is right for my organisation?

If you only have one ABN associated with your organisation and this is the same ABN that appears on all your employees' payslips, then you do not need to set up multiple entities in Deputy.

If you have multiple ABNs registered within your organisation, and perhaps pay one group of employees out of a business registered to one ABN, but use a business with a different ABN to pay a different set of employees, but manage their schedules and timesheets all in the one Deputy account, then you will need to set up multiple entities in Deputy Payroll.

Note: that multiple entities within Deputy Payroll is different to a PAYG branch, and the multiple entities feature in Deputy should not be used if you have multiple branches. Learn more about branches.

What does having multiple entities in Deputy Payroll mean practically when processing pay runs?

Once you have configured multiple entities for Deputy Payroll and linked the correct employees to the required pay calendar for each entity, each pay run for that pay calendar will be associated with the relevant ABN for that entity.

STP submissions you make will be associated with the ABN of the entity you have completed the pay run for.

Accessing your business entities in Deputy Payroll

To view what business entities you already have configured in Deputy Payroll, select Business settings in the drop down menu under your name on the top right-hand side of the screen.

On the Pay tab, click on View payroll settings.

If you see a screen similar to that shown below, then this means you only have one business entity set up. The ABN and business details of that entity are displayed in the Business details section.

If you already have multiple entities set up for your organisation, then you will see them displayed.

Click on Edit details to view and/or edit the details of that entity.

Add a new business entity 

If you have one entity already set up and would like to add another entity to the Deputy Payroll, click on Add another business entity.

If you already have multiple entities added, you will instead see this page.

To add another, click on Add business entity to add another.

You will now have the opportunity to enter a new ABN and business details to set up another entity.

Enter your ABN and complete the form in the same way as you did when setting up Payroll for the first time to set up the following for your new entity:

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

Once your entity has been successfully added, it will be displayed along with other than have been set up in the Business entities list in Payroll settings.

Preparing a pay run for a specific entity 

In Pay runs, on the Upcoming Pay runs page, when preparing a regular pay run, you will know which entity or ABN you are running the pay run for by the name of the entity in the Trading column with the corresponding Title of the pay calendar you have set up to be associated with this entity.

The payslips produced from the pay run you prepare will have the ABN of the entity associated with this pay run.

In Pay runs, when you click on Ad Hoc Pay Run to prepare an ad hoc pay run, you will know which entity or ABN you are running the pay run for by the Name of the entity in the Trading column with the corresponding Title of the pay calendar you have set up to be associated with this entity.