This article explains how to link your team members' profiles between Deputy and Paycor. This process, known as matching, helps ensure that when you export timesheets, the hours and earnings are attributed to the correct person in payroll, based on the data configured in both systems.

Before you read

• Target audience: System Administrators or Payroll Administrators
• Plan restrictions: This process is exclusive to Deputy Payroll, enabled by Paycor (US)
• Prerequisites:
  • For manual matching, profiles must already exist in both systems.
  • For automatic importing, your department mapping must be completed first.

This article covers:

• How does Deputy link team members to Paycor?
• Which matching method should I use?
• How do I set up automatic importing and matching of new team members?
• How do I manually link profiles?

How does Deputy link team members to Paycor?

Deputy connects to Paycor profiles using a unique Payroll ID. For this integration, the Payroll ID must follow this format:

• [Paycor Client ID]-[Paycor Employee ID]

For example, if your Client ID is 12345 and the Employee ID is 678, the Payroll ID in Deputy must be:

• 12345-678

Which matching method should I use?

Depending on your business size and hiring frequency, you can import team members automatically or manage them manually.

• Automatic employee importing and matching: Use this to have Deputy automatically create a profile whenever a new hire is added to a matched department in Paycor.
• Manually linking profiles:
  • Individual matching: Use this if you only have a few team members to link or if you prefer to build out profiles in Deputy before connecting them to Paycor.
  • Bulk CSV updating: Use this during your initial implementation to update a large number of existing Paycor IDs at once using a spreadsheet.

How do I set up automatic importing and matching of new team members?

When enabled, Deputy checks for new hires in mapped Paycor departments and can automatically create corresponding profiles in Deputy when configured. If a new team member is added to a Paycor department that you have mapped in Deputy, a corresponding profile can be created in Deputy and matched automatically, based on your department mapping and configuration.

1. Log into Deputy and click the Payroll tab.
2. Locate your Paycor connection and click Configure.
3. Ensure your departments are mapped. Only team members assigned to these departments in Paycor will be imported.
4. Navigate to Employee Import (Step 5 in the configuration wizard).
5. Select Automatic import them to Deputy to enable the automatic import of new team members.
6. Click Complete setup.

Now when any new employees are assigned to any correctly mapped and configured department in Paycor they will be automatically created and linked in Deputy. The following fields will import directly to their new Deputy profile:

• Employee Name
• Email
• Payroll ID (combination of [Paycor Client ID]-[Paycor Employee ID])
• Employee Status
• Location
• Date of Birth
• Start Date (Hire Date)
• Role (default to 'Employee')

Pay rates are not included in the automated import. After the profile is created, you must manually assign a Pay Rate in Deputy before the team member can be paid.

Note: You are responsible for ensuring that employee data, mappings, and Payroll IDs are accurate in both systems to support correct syncing and payroll processing.

How do I manually link profiles?

How do I match team members individually?

You can link profiles individually. This method is recommended when adding a single new hire to an existing integration.

1. Log in to Deputy and click on the Payroll tab.
2. Select Match team members from the left-hand menu.
3. Click the Not matched tab to view team members who are not yet linked.
4. If the team member's email address matches exactly in both systems, Deputy may automatically suggest a match. If not, click Match.
5. Search for the corresponding Paycor profile in the dropdown menu.
6. Click Save to link the two profiles.

How do I update team members using a bulk CSV?

If you need to link multiple team members at once, you can update their Payroll IDs in bulk using a CSV file.

1. Get your Deputy data:
   1. Go to People, click Add People, and select Bulk Import and Update.
   2. Click Update Team Members to download your current list as a CSV.
2. Get your Paycor data:
   • In Paycor, go to Report Builder and use the Employee Roster template. Include Client ID, Employee Number, and Name, then export as CSV.
3. Create the Payroll ID: In the Payroll ID column, combine the Client ID and Employee Number with a hyphen.
   • Example: 12345-678
   • Pro-tip: Use =CONCATENATE(A2, "-", B2) in Excel or Google Sheets.
4. Upload to Deputy: Return to Add People > Bulk Import and Update > Update Team Members and upload your file.
5. Confirm the link: Go to Payroll > Match team members and check the Matched tab.

Related articles

• How to set up Deputy Payroll enabled by Paycor (US)
• How do I edit my Paycor integration settings?
• Frequently asked questions: Deputy Payroll (US)