| Region: This article is for customers with Australian accounts who use Deputy Payroll (AU). If you have an Australian account but do not use Deputy Payroll (AU), see AU Leave. For all other Deputy accounts, see Leave Management. |
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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. |
For more information on setting up Leave in Deputy Payroll, please first read Introduction to Leave Management with Deputy Payroll and Managing the NES leave types in Deputy Payroll (AU).
This article is written for users with an access level of System Administrator and will cover:
Updating leave balances when moving from another payroll system to Deputy Payroll
If you're moving from another payroll system to Deputy Payroll in the middle of a financial year and you need to add leave balance figures to your employees for
- Annual Leave
- Sick Personal Carers' leave, or
- Long Service Leave,
you'll need to do this in the Payroll section of the employee profile.
Click Edit to the right of the "Payroll calculation" section. Next to 'Earnings/Leave from previous payroll system', select Yes. Select the Financial year and then update the leave balance hours against Annual leave, Personal leave and Long service leave. When you're done, click Save changes.
You can also update leave balances in bulk via spreadsheet upload.
Automatic update of leave balances
The balances of these three leave types are automatically accrued and updated in Deputy:
- Annual Leave
- Sick Personal Carers' leave
- Long Service Leave
Leave balances will be automatically updated in Deputy once the Pay run has been Locked.
When the pay run is locked, the timesheets are automatically Marked as Paid, and the updated leave balances will then sync back to the employee's leave balance in Deputy.
For team members who may carry over a leave balance for these three leave types from another system, you may want to enter this leave balance. You can do this:
Adding leave balances to team members manually
- Annual Leave
- Sick Personal Carers' Leave
- Long Service Leave
You will have to manage the leave balance in the Leave section of the employee's profile by manually updating it:
Via the employee profile
Click on the team member's name on the People tab, then select Leave from the left-hand list.
Click on Edit current balances.
Update the leave balance and click Save.
Note: You should not manually update the Annual Leave, Sick Personal Carers' Leave and Long Service Leave balance as they will be automatically updated when the pay run is completed.
Via bulk update leave balances
If you have multiple team members' leave balances to update at once, you can also import leave balances from a spreadsheet.
Allowing team members to view leave balances
If company policy dictates that your team members can or cannot see their leave balance, it is easy to set this up within Deputy.
How to enable team member leave balance view
If you want team members to be able to see their leave balances, System Administrators should go to Business Settings and select the Access and permissions tab. Then, under the Leave & availability section, toggle ON the "Team member can view leave balances" option and click Save.
| Note: Business Settings has a new look. These updates are being gradually rolled out and will soon be available in all Deputy accounts. |
| Business Settings (classic) | Business Settings |
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Team members can view their own leave balance on our Deputy website as well as the Deputy iOS and Android mobile apps.
On the Deputy website
Click on Profile in the right-hand menu:
Leave Balances are shown under Leave.
On the Deputy mobile application
Viewing Leave Balances on the Deputy iOS and Android mobile apps on the Home tab. Tap on Leave then select the Balances section to view your leave balance details.
Viewing leave balances as a manager
For the payroll-managed leave types covered in the section above, leave balances are updated in Deputy after the relevant pay run has been locked.
You can view leave balances using the Entitlement Breakdown and Entitlement Summary reports in the the Reports section of Deputy Payroll.
You can also view and filter Leave Balances in the Leave Dashboard on the Analytics page.
Note: you can also import leave balances from a spreadsheet using this page.
You can also filter and view leave balances on the People Page. A new column will appear labelled 'Leave Balance'.
To further filter team members by leave balance and type, click the Filter drop-down menu. Under Leave Type, select the specific leave type that you would like to view.
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