Once you have set up Deputy Payroll it's time to ensure your team's payroll information is accurate and up to date.

If you have Deputy HR, you might prefer to allow your team to enter their own payroll details. 

Alternatively, you may already have this information stored in another payroll system and prefer to export it from there and import it into Deputy. This article will discuss the process to do that.

• Before you begin
• Download your data from your current system
• Upload your team's data into Deputy Payroll
  • I've been using Deputy previously and already have my team added to Deputy
  • I'm new to Deputy and need to add my team first and then update their payroll information

Before you begin

Access levels

Before you begin please ensure you have the access level permission in Deputy of a System Administrator, Payroll Administrator or Payroll Manager (Payroll Manager Role coming soon).

Note: Payroll Managers can only import team member details for the entities that they manage.

There may also be specific permissions required in your current system to allow you to download your team's data. 

Check the accuracy of your team's data in your current system

Review your team's data in your current system to ensure accurate information is transferred to Deputy Payroll. It is important that you verify that the following fields are accurate and up to date:

• Employee details:
  • First name (legal name as provided in their Tax File Number declaration)
  • Last name (legal name as provided in their Tax File Number declaration)
  • Email
  • Bank details for payments
• Tax file number
• Pay rates
• Superannuation details:
  • Superannuation fund type (APRA-regulated fund or SMSF fund)
  • Superannuation fund name
  • Superannuation fund member number

If you are switching between payroll systems mid-financial year you will also need to collect the following information about each team member:

• Current Year to Date (YTD) financial amounts:
  • Gross amount paid YTD
  • PAYG amount paid
  • Superannuation YTD
  • Net wages (after tax) paid YTD
• Leave balances:
  • Annual leave
  • Personal leave
  • Long Service Leave

Download your team's data

Your current system should allow you to export your team's data into a spreadsheet. 

If you're moving data from Xero, you can download the following reports:

• Employee contact details
• Employee remuneration

If you're moving data from MYOB, you can download the following reports:

• Employee details
• Payroll reports

Note: Sensitive information such as tax file numbers (TFNs) and bank details cannot be exported from most payroll systems so you will have to enter these manually.

Upload your team's data to Deputy Payroll

How you upload the data you have downloaded from your other system will depend on whether you already have the basic details of your team added to Deputy. Choose from one of the following options:

1. I've been using Deputy for scheduling and timesheets previously, and already have my team in Deputy

2. I'm new to Deputy and need to add my team to Deputy and enter their payroll details.

1. I've been using Deputy for scheduling and timesheets previously, and already have my team in Deputy

If you've been using Deputy for scheduling and timesheets for some time, you will likely already have your team added to Deputy. 

Check the accuracy of your team's data in Deputy

Check the accuracy of the team's basic details already in Deputy. Specifically, it is important that you ensure that the following fields are accurately completed and up to date for each of your team members:

• Name (legal name as provided in their Tax File Number declaration)
• Date of birth
• Email address
• Phone number 
• Correct primary location they work at
• Pay rate entered

An easy way to do this in bulk (rather than inspect each employee profile individually) is to export current team member details into a spreadsheet.

If you need to add any missing team members or team member details you can do this using the bulk import or bulk update team member tool.

Map out and upload your team's payroll information in bulk

Once you have all your team's basic team information uploaded to Deputy, you can now update their payroll information in bulk.

Firstly, download a file of your team's current payroll data so that you have a Deputy spreadsheet template to build from. You will have empty cells in the columns related to payroll data, such as bank details and superannuation funds.

Next, open the files you have downloaded from your other system and ensure the rows of team members are sorted in the same order as the spreadsheet you downloaded from Deputy to make it easier to find the correct team member to enter data for.

Identify the columns of data from your other system, for example, 'Superannuation fund name' and paste this information into the Deputy template in the corresponding column for the correct team members.

Once you have transferred all data from the other spreadsheet to the Deputy payroll spreadsheet, you can manually enter any missing or sensitive information.

Are all fields in the template mandatory to complete? What is the required format to enter data for a successful upload to Deputy? See this table.

Once you are happy with the data in the spreadsheet, save it to your computer and name it something meaningful. You are now ready to use this spreadsheet to upload the payroll data in bulk to Deputy Payroll. Learn how to bulk update team member payroll data in Deputy.

2. I'm new to Deputy and need to add my team to Deputy first and enter their payroll details.

Add your basic team member information to Deputy

If you have no team members added to Deputy yet, you will need to use the bulk import tool to import your basic team member details into Deputy first and add them to your account.

Note: When adding team members to Deputy for the first time, one decision you have to make is whether to send an invite for the team members to join Deputy at the same time as they are added. If you are still testing and trialling Deputy you may wish to choose the option to NOT send the invite just yet and instead get Deputy set up and then send the invite at a later date once you are ready for the team to join and start using Deputy.

To learn how to bulk import your team to Deputy read Bulk import or bulk update team member data

Bulk update your team members' payroll information in Deputy

Once you have all your team's basic team information uploaded to Deputy, you can now update their payroll information in bulk.

Firstly, download a file of your team's current payroll data so that you have a Deputy spreadsheet template to build from. You will have empty cells in the columns related to payroll data, such as bank details and superannuation funds.

Next, open the files you have downloaded from your other system and ensure the rows of team members are sorted in the same order as the spreadsheet you downloaded from Deputy to make it easier to find the correct team member to enter data for.

Identify the columns of data from your other system, for example, 'Superannuation fund name' and paste this information into the Deputy template in the corresponding column for the correct team members.

Once you have transferred all data from the other spreadsheet to the Deputy payroll spreadsheet, you can manually enter any missing or sensitive information.

Are all fields in the template mandatory to complete? What is the required format to enter data for a successful upload to Deputy? See this table.

Once you are happy with the data in the spreadsheet, save it to your computer and name it something meaningful. You are now ready to use this spreadsheet to upload the payroll data in bulk to Deputy Payroll. Learn how to bulk update team member payroll data in Deputy.

Once you have all of your team members' payroll data in Deputy, have a think about the ways you will keep this information accurate as new team members join your business, or as existing team members' details change over time. Some options are:

• Use Deputy HR's new hire onboarding to capture payroll details as team members join your organisation
• Use Deputy HR to allow team members to update their own payroll details as their circumstances change.
• Have managers manually update individual team member's payroll details in the employee's profile