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Date effective pay rates allow you to schedule pay changes for your team members in advance. You can set a specific date for a new rate to begin, making sure your labor costs stay accurate without manual updates on the day of a change.

Before you read

• This article is for users with Location Manager or System Administrator access, or those with custom access levels and the ability to manage pay details.
• This feature is currently in Beta and available on all Deputy plans.

This article covers:

• How does date effective pay rates work in Deputy?
• When should I use date effective pay rates?
• Where do I find an employee’s pay details?
• How do I add an effective pay rate?
• How do I edit a pay rate?
• How do I delete an upcoming pay change?
• FAQs

How does date effective pay rates work in Deputy?

In Deputy, every team member has a pay rate tied to a specific start date. When you need to change what someone earns, you do not have to wait until the day of the increase to update their profile. Instead, you can add a new pay record with a future start date.

Deputy automatically uses the rate that is active on the specific day a team member works. This helps ensures accuracy over your costs when you schedule shifts or approve timesheets. You can view a history of past rates or look ahead at upcoming changes directly from the team member’s profile.

When should I use date effective pay rates?

You should use this feature whenever a pay change is tied to a specific calendar date. Common examples include:

• Scheduled annual pay increases.
• Upcoming promotions or changes in a team member’s role.
• Moving a team member to a new pay scale based on their age or tenure.

Where do I find an employee’s pay details?

1. In the People tab, select the team member you want to edit.

   

2. Click Employment from the Main menu and click Edit.

   

3. Click on, or scroll down to Pay Details. 

   

    

How do I add an effective pay rate?

1. Navigate to Pay Details in the team member’s Employment profile. 

   

2. Click the View [x] date selector next to the effective date, then click Add pay details.

   

3. Select the date you want the new rate to begin in the Effective Date field and click Edit next to the Pay Detail.

   

4.  Update all relevant fields, then click Apply changes.

   

5. Click Save.

   

How do I edit a pay rate?

You can adjust pay rates for past, current, or future periods; however, any changes will only apply to future shifts.

1. Navigate to Pay Details in the team member’s Employment profile. 

   

2. Click View [x] date next to the effective date, then select the pay detail you want to edit.

   

3. Click Edit next to the Pay Detail.

   

4.  Update all relevant fields, then click Apply changes.

   

5. Click Save.

   

How do I delete an upcoming pay change?

You can remove a future pay change because no timesheets have been linked to that period.

1. Navigate to Pay Details in the team member’s Employment profile.

   

2. Click the date of the upcoming change you want to remove.

   

3. Click Delete upcoming pay detail.

   

FAQs

Can I edit pay rates in bulk?

The ability to edit pay rates in bulk is coming later in 2026. Currently, you must update each team member’s profile individually to set a future rate.

How do pay rates affect my schedules and timesheets?

Once you set up future dated pay rates, they affect your costs in two ways:

• Schedules: Any schedules you add or edit later will be costed based on the specific date of the shift, giving you greater budget accuracy.
• Timesheets: When you approve timesheets, Deputy uses the pay rate that is effective on the date the shift was worked.

Can I use the effective date to see what pay rate was applied to a timesheet?

No. The effective date only controls when a pay rate becomes active. It doesn’t show which rate was actually paid on a timesheet. Pay is calculated when a timesheet is submitted and approved, using the pay rate that was effective on the date the work was done. To see what rate was applied, you’ll need to check the approved timesheet history details.