This article explains how to complete your digital onboarding forms to set up your new Deputy profile.
Before you read
- Target audience: Team members in Australia who have received an onboarding invitation.
This article covers:
- What information will I need to provide?
- How do I start my onboarding?
- Personal details
- Bank details
- Tax and super
- Additional questions
- Documents we need from you
- Documents you need to sign and acknowledge
- Review and submit
What information will I need to provide?
Onboarding allows your employer to digitally collect and record vital information. This includes:
- Personal details.
- Bank (payment deposit) information.
- Your Tax File Number.
- Emergency contact details.
- Superannuation details.
Your employer may also ask you to upload files or photos of your identity documents or relevant certificates related to your work.
Note: You must complete all fields in the form below before you can save and upload your responses. If you have missed an answer, it will be highlighted in red. The only field that is optional is the preferred name field, which you may leave empty if you wish.
How do I start my onboarding?
When your employer adds you to Deputy, you'll receive an onboarding invitation by email or SMS.
Open the message and select the link to begin.
On the welcome screen, select Get started.
You will see a list of sections to complete. All sections must be completed before you can finish onboarding.
Personal details
In this section, you enter your basic identity information.
You'll need to enter your:
- Legal name (title, first, and last).
- Preferred name (optional).
- Date of birth.
- Gender.
- Email address (this may be pre-filled).
- Mobile number.
- Home address.
- Emergency contact (name, mobile number, and relationship).
Once complete, click Save
Note: Your preferred name is the name you’d like to be known as by your teammates, but won’t be used for payroll or where your legal name is required. If you wish to be known by your legal name, you can leave this field empty.
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Bank details
In this section, you enter your bank information.
You'll need to enter your:
- Account Name.
- 6-digit BSB.
- Account Number.
Once complete, click Save
Tax and super
In this section, you enter your tax information and decide where your superannuation contributions will be paid. These are digital replications of the tax file number declaration form and the superannuation standard choice form.
Tax details
You'll need to enter your:
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Tax File Number (TFN) status:
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If yes, then you will need to add your TFN.
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If no, you will then have to select which exemption applies to you.
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- Tax residency.
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If you select Working holiday maker or Foreign resident, you'll need to confirm your country of origin.
Working holiday maker
Foreign resident
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- Decision to claim the tax-free threshold.
- Pay basis.
- Debt & Loans status.
- Personal details (these are pre-filled, click to expand or make any changes).
You will then need to tick the declaration checkboxes and digitally sign the form. Once complete, click Save.
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Superannuation details
Before you enter your super information, you will need to read and agree to the linked Privacy Policy's.
Employees under 18 must confirm whether they would like a super fund on file. Click below for details on when this is required and how to complete the process.
Under 18s
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If you are under 18, you will be prompted to either:
- Proceed to super choice.
- Skip super choice.
- If you wish to skip, you will need to acknowledge that you don't expect to work over 30 hours per week, and that if you do, your employer will request your stapled super fund and might need to register you with their default super fund.
- If you Skip super choice, the Tax and super details section will now be complete.
Next, you need to choose your super fund from the four options below:
Click to expand the super fund option you wish to learn more about.
Use my existing fund
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Start by selecting Use my existing fund and then:
- Search fund name or USI and select your fund.
- Input your member number.
- Enter your details.
- Agree to the terms and conditions and Save & Continue.
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Instantly join a new fund
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Start by selecting or scrolling down to instantly join a new super fund and then:
- Click to join Aware Super.
- Follow the signup process.
Use my employer’s default fund
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Start by selecting or scrolling down to instantly join your employer's default super fund and then:
- Click Join [Fund name] (in the screenshot, this is HESTA).
- Read about the fund.
- Enter your details.
- Agree to the terms and conditions and Save & Continue.
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Use my self-managed super fund (SMSF)
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Start by selecting Use my self-managed super fund.
- Enter your SMSF details
- Click Save & Continue.
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Use my stapled super fund
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If your employer has activated super stapling in Deputy, you will see an option to request your stapled super fund from the ATO. This is a feature the ATO provides to return your most suitable superannuation fund as they have listed. If the ATO does not have a suitable fund in their list, it will return a message to advise this.
- If you have the option to request your stapled fund, you will see the Stay with your existing fund section and be able to click Find funds. You will then need to enter and then click to verify phone number.
- Submit this code.
- Your stapled super fund may now be returned from the ATO as an option for you to choose to continue onboarding. If the ATO does not return your fund, you can select any of the other options including use my existing super fund to manually search for and add your fund.
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Once you've selected your super fund, you'll see a 'Nearly done' screen. Click Continue.
Additional questions
In this section, you will answer any additional, company- or role-specific questions.
Your employer may request additional information, such as emergency contact details, shirt size, or any other role-specific questions.
- Select or enter any and all required answers for your addition
- Click Save.
Documents we need from you
In this section, you can upload any required documents.
If your employer requires training certificates or any other documentation, you can upload them here.
- Select the upload area or drag and drop your file.
- If you are using a mobile device, you can take a photo of the document with your camera.
- Each file must be under 20MB.
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Accepted formats include .png, .jpg, and .pdf.
Documents you need to sign and acknowledge
In this section, you can sign and acknowledge documents your employer needs from you, which can include things like your employment contract and company policies.
- Select Fill out document for each item listed.
- Read the document and click on any required fields.
- Add your signature by drawing it, typing your name, or uploading an image of your signature and click insert.
- Select I agree, to acknowledge that you are signing the document.
- Close the document upload.
- Click Save.
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Review and submit
When every section displays a green tick, select Review and submit to check your details and complete your onboarding.
If any details are incorrect, select Edit to update them. When you are satisfied with the information, select Submit.
Once submitted, your onboarding is complete. Select the option to download the Deputy app.
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If you have not completed any section correctly, your manager may send you another prompt to review and complete the sections in question.
You will also receive your Deputy invitation email and instructions for logging in.
Please read more about Getting started on Deputy as an employee.