If your System Administrator has enabled the option to allow team members to self service manage their employment details and configured a requirement for managers to review and approve some or all changes to these details then managers will need to approve or reject team member initiated employment details changes.

• How will I know there are changes to be reviewed? 
• Who can approve team member-initiated employment detail changes?
• How do I review and approve team member-initiated employment detail changes?
  • Sync approved changes to Xero 
• Can I make updates to the team member's details myself as their manager?

How will I know there are changes to be reviewed? 

There are two ways you will know a team member's employment detail updates need review and approval.

The first way is when you visit the Payroll tab in the employee's profile you will see a message at the top to indicate there are changes to review.

The second way, is by setting up notifications to ensure you are automatically informed when team members update their employment details.

You will receive an email to let you know you have changes to review.

Click Review changes.

You will then be linked directly to the team member's profile to review the changes.

Who can approve team member-initiated employment detail changes?

Any manager who has permission to view and edit the payroll information for a team member will have the permission to approve or reject team member initiated employment detail changes.

How do I review and approve team member-initiated employment detail changes?

On the Deputy website, open the team member's profile and select the Payroll tab on the left-hand side. Click on Review changes.

There will be summary of the number of fields that have been changed by the team member in each section. The fields that have been updated are also highlighted.

You can selectively approve or reject each of the sections as required.

If you choose to reject a specific section you will be required to add a reason.

The page will be updated to show which sections have been approved and which ones have been rejected. The team member will receive an email (and bell alert on Deputy website or push notification if logged into the Deputy mobile app) to inform them of manager approved and/or rejected information including the reason you supplied.

You can see that once you approve employment details they are saved to the team member profile but rejected information is not saved.

Sync approved changes to Xero 

If your Deputy account is connected to Xero, you may choose to sync approved payroll updates to Xero.

Note: in order to use this feature:

• You must have manager approval ON for payroll updates enabled in Deputy
• Your Deputy account must already be connected to Xero
• The employee must exist in Xero before you begin to sync the payroll details
• If you are syncing superannuation details from Deputy, then you must have superannuation set up in Xero

1. Once the manager has approved the update, there will be an option within the employee's profile on the Payroll tab to sync to Xero. Click Sync changes.

2. A message will appear in the bottom left-hand side of the employee profile page to let you know that the changes have been sync'd to Xero.

3. When you check your employee details in Xero, you will see the payroll information has sync'd across.

Note: Each time the employee changes their payroll details in Deputy, it will need to be approved and sync'd to Xero.

Can I make updates to the team member's details myself?

Yes, you can make changes to employment details directly within the team member's profile, even if the team member did not initiate a change however,r be informed that the team member will receive an email to inform them of the changes you have made.