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Important notice: Information provided by Deputy is intended for general guidance purposes only and is not a substitute for professional legal or financial advice. Deputy does not accept liability for actions taken based on this information. |
To run payroll smoothly, ensure that your team's payroll information, such as bank details, superannuation information and tax file number declaration, are always up to date. You can change these payroll details individually or in bulk, even after you've onboarded a team member.
Note: if a team member has already joined Deputy and a manager updates their payroll information, they will be notified via email that their details have been updated.
- Before you begin
- Update an existing team member's payroll details individually
- Update existing team member's payroll details in bulk
- Employees can enter their own payroll information
Before you begin
This article assumes your team member is already added to Deputy, but just in case they are new, you can learn more about how to add a new team member to Deputy and edit their details. If you have Deputy HR, employees can also modify their own details.
Learn more about who has permission to view or edit information in the employee's profile.
Note: if a team member has already been invited to join Deputy and a manager updates their payroll information, they will be notified via email that their details have been updated.
Update an existing team member's payroll details individually
If you have a small team or you're updating payroll details for a handful of team members, managers can change the payroll details of team members individually, in the People tab.
On the People tab, click on the name of the team member whose payroll details you wish to change.
Select Payroll from the list on the left-hand side. On the right-hand side of the page, you have the option to add or update the following:
Click on the Edit button beside the payroll information you wish to change.
Change or add team member bank details
Enter your team member's bank details, which include the following:
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- Account name (Name on the account not the banks name)
- BSB number
- Account number
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Once you're done, click Save changes.
IMPORTANT: Please ensure that these details are correct, as this account is where your team member will be paid.
The updated bank details will appear in the team member's profile along with a note about who updated them last and when. Sensitive information is obscured to prevent accidental exposure of this information. Managers can click the eye icon to intentionally reveal the data when it is appropriate to do so.
Change or add a team member's superannuation fund
Team members who are eligible for superannuation can nominate their preferred fund. If you are not using Deputy HR to onboard your teams, this is where you will add in the details from the Superannuation standard choice form you received from the employee or the employee's Stapled fund as advised by the ATO or if required, your default APRA superannuation fund.
Firstly, click Yes if they are eligible for a super guarantee contribution.
Next, enter the selection as required to reflect the choice.
Nominate an APRA-regulated superannuation fund
If your team member has advised their choice of fund as an APRA regulated Superannuation fund or the ATO has advised the stapled fund as APRA regulated Superannuation fund, select the Superannuation fund type as APRA regulated Superannuation fund.
In the Superannuation fund choice field, start typing the name of the super fund (or the USI if you know it) and possible options will appear in the drop down menu. If the fund you require does not appear in the list check you have the correct details for the APRA super fund. If you are certain the details are correct but the super fund is not listed, please contact Deputy Support.
Enter the team member's superannuation member number and click Save changes.
Note: If your employee has opted to choose the "Superfund nominated by the employer" during onboarding, then the manager will need to select APRA regulated Superannuation fund as the fund type and then enter the details for your organisation's default superannuation fund and then the member number when it is available.
Nominate Employee self-managed Superannuation funds (SMSF)
If your team member has advised their choice of fund as a Self-managed Superannuation fund (SMSF) or the ATO has advised the stapled fund as a Self-managed Superannuation fund (SMSF), select the Superannuation fund type as Self-managed Superannuation funds (SMSF)
In the SMSF Electronic service address (ESA) field, select the correct service address from the drop down menu. Options are:
- Australia Post
- BGL
- Colonial First State SMSF
- ClearView SMSF
- eSuperFund
- Macquarie SMSF
- Mercer SMSF
- Netwealth SMSF
- QuickSuper
- SMSF DataFlow
- SuperChoice
- SuperMate
- The SMSF Manager
- Wrkr
In the SMSF Bank Account name field, enter the bank account name. This should be the same as the SMSF name.
In the Account number field, enter the team member's SMSF account number.
In the BSB field enter the 6 digit BSB - this will be validated.
In the SMSF Australian business number (ABN) field enter the SMSF ABN - this will be validated.
IMPORTANT: Ensure that you enter the bank account details provided by the employee. Errors in these details are a common issue and can cause significant problems for the employee's retirement savings and your compliance obligations with the ATO.
Once you're done, click Save changes.
The updated superannuation details will appear in the team member's profile along with a note about who updated them last and when. Sensitive information is obscured to prevent accidental exposure of this information. Managers can click the eye icon to intentionally reveal the data when it is appropriate to do so.
Change or add tax file number (TFN)
If your team member has provided you with a TFN declaration:
1. Click Yes beside Tax file number provided.
2. Enter their 9-digit TFN this number will be validated.
3. Select their Employment basis. Ensure that this is correct because it will affect how their pay is calculated (e.g. inclusion of casual loading). Choose from:
- Full time
- Part time
- Casual
- Labour Hire
4. Select their Residency status. Ensure that this is correct because it has tax implications. Choose from:
- Australian resident
- Foreign resident
- Working holiday maker Note: if you choose this option, you will have to select a country of origin (start typing the name of the country, then select from the drop-down list) that the employee has advised or you can find out using the Visa Entitlement Verification Online (VEVO) tool.
5. If you have selected Australian resident above, then you will also need to indicate whether they are claiming the tax-free threshold.
6. If you have selected Australian resident above, then you will also need to indicate whether they are receiving financial assistance from the government.
Click Save changes once you are done
If your team member has not provided a TFN:
1. Click No beside Tax file number provided.
2. Select from the following reasons in the dropdown:
- They haven't lodged a TFN (They haven't provided you with a TFN declaration);
- They have lodged a TFN but they are waiting for a response from the ATO;
- It's still within the first 28 days of employment and they have not provided to you yet
- They are under 18; or
- They are a pensioner.
3. The TFN field will be automatically greyed out with a 'placeholder TFN' automatically added depending on the response to the previous question, so you don't have to enter one.
4. Select their Employment basis. Ensure that this is correct because it will affect how their pay is calculated (e.g. inclusion of casual loading).
5. Select their Residency status. Ensure that this is correct because it has tax implications. Choose from:
- Australian resident
- Foreign resident
- Working holiday maker Note: if you choose this option, you will have to select a country of origin (start typing the name of the country, then select from the drop-down list) that the employee has advised or you can find out using the Visa Entitlement Verification Online (VEVO) tool.
5. If you have selected Australian resident above, then you will also need to indicate whether they are claiming the tax-free threshold.
6. If you have selected Australian resident above, then you will also need to indicate whether they are receiving financial assistance from the government.
Click Save changes once you are done
The updated TFN details will appear in the team member's profile along with a note about who updated them last and when. Sensitive information is obscured to prevent accidental exposure of this information. Managers can click the eye icon to intentionally reveal the data when it is appropriate to do so.
Change payroll calculation
Your team's payroll calculation is dependent on several factors including leave, their tax calculation, their super. On the payroll calculation page you can:
- Adjust their annual leave loading. The most common rate for annual leave loading is 17.5% (pre-filled in Deputy) of the employee's base rate of pay. However, some awards or agreements might specify a different rate or a different method of calculation.
- Specify a tax calculation method. If you use a tax scale, it means that different tax rates will be applied based on the employee's estimated income, while a fixed tax percentage applies the same rate to all income levels. If you select fixed tax percentage then you will need to nominate a rate.
- Specify additional tax. This is the amount that will be taken out on top of the team member's base tax each pay run.
- Indicate whether the employee can earn more super during overtime hours. This is set to Yes by default.
- Indicate whether you want to override super calculation. This is set to No by default.
- Indicate whether earnings / leave will be calculated from a previous payroll system. Select Yes if you are moving over from another payroll system in the middle of a financial year. Otherwise, this field is set to No by default.
Once you're done, click Save changes.
Entering Earnings/leave from a previous payroll system
If you are moving over from another payroll system part way through a financial year, and answer Yes you will have the options to:
- Select the financial year you are entering figures for.
- Enter Gross earnings
- Enter Tax Paid
- Enter the Superannuation amount
- Enter Net Earnings
- Enter Annual Leave
- Enter Personal Leave
- Enter Long Service Leave
Click Save Changes when you are done.
Note: The Gross earnings, Tax paid, Superannuation and Net earnings amount are tracked for pay slips only. These will not be included as part of the STP submission. The leave amounts entered will set the employees opening leave balances when starting to use the new payroll system.
Update existing team members' payroll details in bulk
If you don't want to update your team's payroll information one-by-one, there is an option to bulk update team member employment data (AU only).
Employees can enter their own payroll information
If there are a lot of employees to update, a much more efficient solution is to allow team members to self-serve and manage their employment details (AU only).