You would put the hours in that leave request that you rostered this person on (if already rostered) or what you would usually roster this person on.

The system will try to select hours for you based on their select award, however, you should double-check these when approving the leave and adjust the time if necessary.

The field that the employee submits is just a recommendation for the manager. When the leave request is being approved, the manager can select any leave type they wish on the actual days, which is what will generate the appropriate leave timesheets.

You can adjust the start and end time of each of the leave days in a leave request. If they have a day of leave that isn't 7.6 hours, you can change the times and it will adjust the leave length.

They can just mark the 2 weeks off and put all the days in between in as "Non working Days" and then Tuesdays and Fridays as leave.

Leave requests are put in and exported without the meal breaks in it.

If the shifts are already created and published Deputy will give you the option to either open the shift up, find a replacement, leave the shift empty or delete it.

Employees can change or cancel approved leave only if managers allow it.

From the right-hand side drop-down menu, select Business Settings

Click on the Leave tab and Toggle ON the Allow Employees to amend or cancel their approved leave request. Then click Apply Changes.

Click on the Leave tab and Toggle ON the Allow

Only a Location Manager or System Administrator will be able to see the Leave Management dashboard.

Can you make annual leave visible to staff and sick leave not visible?

Yes, you can make individual leave types visible for employees and others not visible. You can turn that setting off within the leave type settings.

How do you show leave in the schedule?

You can switch to any of the "Employee views" in the schedule and it will show you all leave & unavailabilities in the schedule.

Leave approval

What happens if the manager doesn't approve a leave request? Why did my leave request auto-decline?

If a leave request is not approved by a manager then it will be auto-declined by Deputy once:

1. the leave request has not been modified in the past 30 days AND

2. the end date of the leave request has now passed.

Yes, custom leave types can be created in the Business Settings and activated in the notifications and integrations tab.

Why is a leave type that is entitled to an employee not showing for them when they try to request leave?

Please read setting up leave entitlements in Leave Management. You need to toggle that leave type to "Visible to Employees" in the Leave Settings. Sliding this to be ON will enable two things:

For data integrity and audit purposes, it is not always possible to delete leave rules from your organisation. If your leave rule falls under any of these three criteria then they can not be deleted:

• Any of your team members are entitled to the leave and it is assigned to their profile.
• It’s attached to an existing accrual record. Note: Deputy creates an accrual record when there is a leave timesheet that references that leave type or there is an accrual entry made for it from our leave accrual extension.
• The leave rule is one of the 10 default leave rules that is already set up when you begin to use Deputy.

If the leave rule you want to delete does not fall under any of the above three conditions then you will be able to delete it using the following process:

1. You will need to make sure none of your staff has it as an entitlement for this leave in their profiles. To check this, you can go to your Leave Management Dashboard and filter for the leave type you are checking and use the filters to see who is entitled to it.
2. You will need to click on each name and select Employment > Edit > Leave entitlements > Remove to delete the entitlement from each of these individuals' profiles.
3. Open Leave settings (or access via Business settings > Leave > Leave rules)
4. In Leave Settings, you can use the red cross to delete the leave type. Note that if you find that the red cross does not appear even after you have removed the entitlement from each employee's profile then it's possible the leave rule is still affected by one of the other conditions listed above that is preventing it from being deleted.

This can happen if the export code from the “original” annual leave was changed in the past and then it duplicated the annual leave when exporting to the payroll software.

Yes, you can change the name. Just be aware to only change the export code of this leave type if you're NOT using Xero or MYOB as your payroll software. If you use one of these two, please don't change the export code.

We can accrue leave within Deputy but there are limitations and this needs to be done individually in your account. Please reach out to our 24/7 support for further assistance.

How can I use the Time off in Lieu (TOIL) leave type?

The Time off In Lieu (TOIL) leave rule is one of the default leave types in your Deputy account. Since each organisation will have its own policies around how paid time off in lieu of time worked is accumulated, Deputy Premium does not provide an automated way to capture TOIL hours. 

In Deputy Premium, if a manager is aware that a team member has accrued TOIL hours, the manager can update their leave balance to reflect this and then the team member can request paid time off as a TOIL leave request.

For account customisation that allows TOIL accrual to be a more automated process please consider our Enterprise plan.

Does Deputy support the Australian Government's family and domestic violence leave type?

In 2023, the Australian government introduced a requirement for employers to provide family and domestic violence leave for employees. As explained in this Employer guide to family and domestic violence the leave the employee's privacy needs to be protected so the leave type in Deputy that can be used for this purpose is named:

Other - Paid leave

If the leave type needs to be exported to a connected and supported payroll system then the leave type export code is:

dp_other_paid_leave

The leave is attached to all Australia awards in our Australian award library.

It is up to each organisation to manage this leave entitlement for their employees as the legislation is being applied in a staggered rollout depending on the organisation size (1 February 2023 for employees of non-small business employers and 1 August 2023 for employees of small business employers).

Yes, it does.

Leave balance is the total balance of leave that is left after leave has been taken. This would be the amount that is owed to the employee should they decide to end their employment tomorrow.

Leave remaining is the indicative balance of leave that is left allowing for leave that has been taken as well as future leave that has been requested and approved, but is yet to have been taken.

Employees are able to see their approved leave requests, and their leave balance.

Note: that their leave balance is only updated once a leave timesheet has been submitted (i.e. not the same as leave remaining in the report).

You can now edit the standard hours per day for your employees on a Premium account.

Yes, you can track employee leave in hours or days. Please read How to Change from Tracking Leave in Hours to Days

The Leave Accrual Rate controls the speed with which leave accrues, for each hour of work approved on a timesheet for the employee. As an example, if your rate is set to 0.1, the employee will need to have 10 hours approved to accrue 1 hour of leave (if the leave type is in hours).

Yes, leave types can be set up to accrue and deduct, or just deduct.

You can activate a leave accrual extension for each leave type you create.

Once you've activated accrual extensions for each leave type that requires accrual and/or deduction of leave balances, employee leave balances will update with any new approvals of leave timesheets (to deduct leave balances) and work timesheets (to add accrued leave to leave balances).

Extensions will run to update leave balances once overnight, every night. You can also manually trigger the leave balances to be updated. You can do this with the "Run" button in the extension, to update balances for work/ leave timesheets that were approved in the last hour, week, 2 weeks or a month.

Yes, you can track employee leave in hours or days. Please read How to Change from Tracking Leave in Hours to Days

Employees can request leave in days or hours. A day of leave will allow for the default standard hours per day in premium. Hours will allow the employee to custom select how many hours they are taking in a 24 hour period.

Yes. Leave balances on mobile will reflect leave allocations minus any leave that's already been taken as well as approved leave requests in future.

In Leave Settings you can use the toggle to switch it on. This will allow the leave balances module to be visible to employees in their smartphone apps. Note you will need to then enable individual leave types to either be visible or not visible to employees - you can do this by editing individual leave types in the Leave Settings.

At the moment, the Leave Management report is currently not able to be exported.

Yes, you can do this in Leave Settings, click Reset on Schedule dropdown, and select how you'd like it to reset.

Leave Management with Deputy provides a great way to track and manage all of your team’s leave in the same, central dashboard.

With an active Xero integration, we strongly recommend that you don’t enable the leave balance sync (Import Leave Balance > Sync Leave Balance in the Notifications and Integrations tab), as this will affect the accuracy of balances that appear for your employees in their Deputy accounts.

You will still be able to export leave timesheets, and regular timesheets to Deputy as usual, and the leave balances will be updated in Xero as well as Deputy.

Please refer to the HMRC website for the correct rate that you need to set for your leave type.

When you're setting up leave for your business, make sure you have set up pay rates for each employee (including a pay rate amount if they are not a salaried worker) for any leave entitlements to be enabled for the employee.

To allow the leave type to be visible to the employee, make sure you have set the leave type to be "Visible" in the Leave Settings.

Currently, when employees are applying for leave, they should be able to see all leave types that are set as "Visible" in the Leave Settings (can access this via the Leave Management dashboard or via Global Settings). Note that this currently doesn't filter out for leave types that the employee is not entitled to.

Currently, when employees are viewing leave balance on mobile (will only be visible if enabled in Business settings > Leave tab), they will be able to see leave balances for leave types that they are entitled to if those leave types are marked as "Visible" to employees in the Leave Settings, and if there is a balance entered for those leave types.

If there are any features that you think may make Deputy better for you, click the ‘Give us feedback’ link. This will redirect you to a form where you can enter your suggestions or feedback. These are forwarded directly to the relevant Deputy team who can explore your suggestions further.

Public Holidays

Does Deputy pick up public holidays?

Not automatically due to all the different countries that we operate in. You can add public holidays manually in the schedule. We’ll show that later in the Q&A section. Otherwise, you can also find help here for Public Holiday

How does the AL accrue if an employee is working a public holiday?

If you are using Deputy's leave accrual feature, it will accrue leave based on hours worked and does not differ based on the type of day worked.

How do you manage public holidays for full timers? They get paid but do not have a shift in the schedule.

You can create a specific area (or location if you prefer) and call it something like "Public Holiday not worked" and then put all your public holidays into the schedule and then reach out to our 24/7 support and they can turn off the public holiday rates in that specific area or location.

If you choose Public Holiday for a particular day and someone doesn't work it because the office is closed, but needs to be paid at their normal hourly rate, not the P/H hourly rate. Can Deputy accommodate this? I'm concerned if I choose P/H for a certain day for all office employees that they will end up being paid a higher rate for that day when they are not entitled to it.

You can create a specific area (or location if you prefer) and call it something like "Public Holiday not worked" and then put all your public holidays into the schedule and then reach out to our 24/7 support and they can turn off the public holiday rates in that specific area or location.

Could you also do public holiday not worked as a leave type?

Yes, you could set up a leave type for public holiday not worked and then attach it as a leave entitlement to the relevant employees and then don't put the public holiday into the schedule but if you're having employee's who are working on a public holiday and get public holiday rates it wouldn't work so this is only an option if your entire staff is NOT working on public holidays.

What if a full timer works a public holiday but they get paid the normal rate but they earn a TOIL?

You have to create a specific location and call it something like "Public Holiday not worked" and then put all your public holidays into the schedule and then reach out to our 24/7 support and they can turn off the public holiday rates in that specific location. After that you can turn the location setting (in Notifications & Integrations) that accrues TOIL in that specific location.

Does the system add accrued leave to each pay run?

Deputy doesn't add accrued leave to each pay run. We only send leave timesheets into your payroll software. For assistance in your specific account please reach out to our 24/7 support.

I'm still to put leave hours into Deputy. Do you recommend to wait for a completed pay run and then put in the leave entitlements?

You don't have to wait, but we would recommend it if you have leave timesheets in the current pay run as your syncing over the correct balances after the pay run is completed.

When an employee went home early - it looked like it still paid them 3 hours work as they were required to have a minimum working time on a Sat - that is not how it should work if that occurred, right?

This was an example in our test account where the employees are set up with the GRIA award where you have to pay a minimum shift engagement of 3 hours. Depending on if you're using an award from our library and which award you're using - this could be different in your account. Please reach out to our 24/7 support for further assistance.

Does any retrospective leave have to be entered in the timesheet section?

Yes, any retrospective leave has to be put in through the timesheet section.

Often when I am approving timesheets, approved leave days do not display - what can I do to get them to do this?

When you are approving a leave request, it's important to ensure that the days that will be paid leave are selected. Approving just the date range won't be enough to generate Timesheets. If you see there are no leave timesheets, find the Employee's leave request, unapprove it, add the days that you want to pay leave for and then re approve the request. If the days are in the past, the leave request will automatically create the leave timesheets for you. Days in the future will generate leave timesheets on the day it occurs.

We have a problem with our export file when we have leave timesheets entered for the same day using two methods of creating the leave timesheet. That is a leave request is entered for part of the day and then a timesheet is created with a leave type for the remainder of the day. Only one timesheet will show on the export file.

We recommend that all leave is put through a leave request in order for Deputy to appropriately create the leave timesheets for you.

How is leave calculated for Part Timers? Where do I place their Ordinary Time so that Leave and OT is calculated correctly?

This is hard to answer without looking into your individual account and seeing if you accrue leave in Deputy, if you use our awards, which payroll software you're exporting to etc. Please reach out to our 24/7 support for further assistance.

Xero

Could you please advise if leave balances are accurate in Deputy when integrating with Xero?

The leave balances sync once every 24 hrs if the “leave sync” between your locations & Xero is turned on. Within that setting (which you can find in the location settings) you can run the sync manually as well. We’ll provide more resources about that in the email afterwards.

The leave balances sync once every 24 hrs if the “leave sync” between your locations & Xero is turned on. Within that setting (which you can find in the location settings) you can run the sync manually as well. We’ll provide more resources about that in the email afterwards.

When does the approved leave export into Xero?

It gets exported into Xero as a leave timesheet when you export the all the timesheets in the pay run.

Once the approved leave is exported to Xero, does it automatically reduce the hours in Xero too?

Yes, it does.

Do you recommend putting in the relevant software the same export code?

This depends on which payroll software you're using. The export code in Deputy matches the leave type to the same leave type in your payroll software. In some softwares that is the actual name of the leave type (Xero & MYOB) and in others it can be a number or something else. If you're having problems with this in your particular payroll software please reach out to our 24/7 support for further assistance.

Will there be changes to which programs timesheet can be exported to?

Not at the moment. We do have "Custom Payroll Exporter" as an export function available already and you can use this to export a CSV file and customize it to your payroll softwares needs. 

Reckon doesn't show under the services however we are able to export time sheets to Reckon?

Yes, you can export to a CSV file and then from there, basically import it into every software that can import from a CSV file.

Can all employees approve leave?

No, only access levels with management functionality can approve leave like Supervisors, Location Managers & System Administrators. 

How do you run a report to collate everyone's hours?

We have the "Time off & schedule" report in the reports section where you can see this.