A new timesheet export experience is being introduced for Deputy customers. If you are not on the new export experience yet, click here for help with the current timesheet export experience.
This article provides a general overview of Deputy's new timesheet export experience and is primarily for managers who export timesheets.
Before you export timesheets from Deputy, ensure you have an understanding of:
- How team members' pay rates are set or edited in their profile
- How to set a Payroll ID (if your payroll system requires a code as the unique identifier for each team member)
- How pay centers and pay calendars are set up in Deputy
- How timesheets are created in Deputy
- How managers approve timesheets
- What formats does Deputy export timesheets in
- How to connect your payroll system to Deputy
- Other formats Deputy can export timesheets in if you have not connected Deputy to your payroll system, including:
- Custom payroll export
- Adhoc export format
- CSV files
Selecting timesheets to export
Once you have approved your timesheets, you will be ready to export:
Standard timesheet export
- Head to the Timesheet tab and click on the Export button at the top right-hand corner of the timesheet approval screen to navigate to the new export experience
- Use the Pay calendar selector chose the timesheets you wish to export.
You can choose a period of time that is:-
A specific Pay calendar and Pay run
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A Custom date range of using the From and To fields.
Note: Please be aware that most payroll systems will require you to export timesheets in the date range that exactly matches the pay run in the payroll system.
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- Depending on how your account is configured, you will next see either a Location or Pay Center drop down. Here you can select:
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One or more Location to run the export for.
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One of more Pay Centres to run the export for.
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Use the Team member selector to select the team members timesheets you wish to export. Alternatively, click Select all to select every team member. Make sure you hit Apply.
Specific timesheet export
There may be times when you need to export specific timesheets. For example, while troubleshooting export issues such as Xero or ADP export errors.
Head to the Timesheets tab and select the relevant timesheets from the new Timesheet Approval experience and use the bulk actions menu to initiate an export for the selected records.
Exporting timesheets
Once you've selected the timesheets you are ready to export:
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Review the summary on the right-hand side and chose whether or not upon export you'd like to Mark timesheets as paid.
- When you are ready to export the timesheets, click on Next.
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Lastly, select the appropriate payroll application from the drop-down list to export to, Edit any fields you wish to export and click Export.
Edit timesheet export codes
- if you are using Deputy's Pay Rate Builder, do not use the below method to edit your export codes but instead edit the export code within the pay rule settings for each pay rate.
- before editing any export codes to export pay rates to payroll for the first time please read more about timesheet export codes rules and limitations by searching through our Integrations help docs and find your payroll solution.
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After you have selected timesheets on the new export experience, click the View pay rates button:
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Click Edit on the export code that you would like to change.
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This will allow you to edit the field under Export Code. Remember to click Save, and then Done.
- You are now ready to export these timesheets with the edited timesheet export code.
Note: Even if you have edited your export codes during previous timesheet exports, please check the codes again for subsequent exports to ensure they are correct as each export may contain different team members or pay rates that need to be edited.
FAQs and troubleshooting
Can I export timesheets for salaried team members?
No, salaried team members' timesheets do not export from Deputy. Salary information is only added to a team member's profile in Deputy for Business insights and reporting purposes.