In Deputy Enterprise, Employment Terms are found in the Pay & Leave Rules section of the Enterprise tab. This is not available in Deputy Premium.
An Employment Term contains all possible pay and leave rules that are applicable to an employee based on their current pay grade.
Viewing and Editing an Employment Term
“View” (magnifying glass) allows you to see the details of an Employment Term.
"Edit" (pencil and pad) allows you to edit an Employment Term.
Viewing an Employment Term
In View, you can:
View the Employment Term details
View all employees with the Employment Term*
Edit the Employment Term
Duplicate the Employment term**
Add a new Employment Term
Add a comment***
*Viewing employee allocation will be helpful to see all employees with the assigned term at once. Employment Terms can't be deleted if they're assigned to one or more employees.
**Duplicating an Employment Term can make it easier to add multiple terms if they're similar in type, but may have slight differences such as base pay rate or pay cycle.
***Comments are a way to document any relevant details about the term. If you have many Employment Terms that are similar, explain for future reference what makes each term unique.
Exporting Employment Terms (PDF & CSV)
For reporting purposes, you have the options of exporting Employment Terms to PDF or CSV (bottom right of screen). To avoid exporting all Employment Terms, filter them using the Keyword search in the upper right.
Creating a New Employment Term
If you need an Employment Term that is not on this list, you can make a new one by clicking "New Employment Term".
New Employment Term Template
Here, you will see parameters to create a new Employment Term.
We'll go through each one to create an example Employment Term.
There are many options to naming an employment term. Some examples are combining the company name and the pay rate e.g. Company $10.00. Other examples can be based on the type of employee e.g. Kitchen Staff Employment Term or Kitchen Staff $10.00. We recommend including the pay rate in the name, to make it easier to recognize elsewhere in Deputy. Other than that, have fun and get creative with it!
For this example, we will create an Employment Term with the name "$10.00".
Describe the details that are specific to the Employment Term such as "Only allocate to 3rd shift employees".
Labour Hire can be used for employees that may be temporary, seasonal, or contract, but it is not applicable in all countries.
Select if this employment term will be for a Permanent or Temporary employee type.
Note: Temporary employees could also include contractors, seasonal, etc.
Select the appropriate employee status: Full Time, Part Time, or Casual.
Note: Casual employees could include contractors, seasonal, etc.
Standard Hours are used to show the employees standard work week. It also suggests the number of hours to apply when a leave time sheet is approved.
Note: You can make additional Standard Hours by clicking Create.
Select the appropriate cycle that matches how often you pay your employees: Weekly, Fortnightly, Monthly, etc.
Note: Fortnightly is every 2 weeks.
When adding pay details to an employee, you will only be able to view Employment Terms based on the cycle selected here.
For example, if an employment term is set to a Weekly cycle, you will only be able to see the term under Weekly for an employee's pay period cycle. Deputy has the option of exporting timesheets by Pay Center or Pay Periods. You can filter timesheets by the Pay Period, which is determined by the cycle chosen here.
More information on pay details and cycles
Limit Leave Types on Approval
Turning this on will remove from Employee view any leave types not associated with this employment term. This means that when they're requesting leave in Deputy, they would only have the options you want them to see.
More information on Limiting Leave Types here
Adding "Pay Conditions" to Employment Terms
A Pay Condition is a resource kept in Deputy that designates how pay is applied over a given period of time, either as a dollar value or a multiplier of another pay rate.
Pay Condition Base Pay Rule
Employment Terms need a base pay rule to dictate what an employee is paid when no other special circumstances apply. Special circumstances include area based pay, holiday pay, shift loadings, or period loadings.
Shift Loadings and Period Loadings
Outside of base pay conditions, Deputy allows you to add Shift and Period Loadings to an employment term.
Shift Loadings are extra bumps in pay that an employee makes for working a certain time in a shift. Some examples are an employee working outside of normal business hours, performing a certain job function that incurs more pay, or working on certain days of the week. This bump in pay can be a different rate from their base pay rule or an additional pay bump on top of their base pay rule.
Period Loadings are similar to Shift Loadings in that they are extra pay bumps for an employee. Unlike Shift Loadings, Period Loadings occur over a certain time not relevant to an individual shift. Some examples are increased pay after working two 8 hour shifts, or 1.5x an employee base pay rate after 20 hours.
Creating Pay Condition hierarchy
When editing Employment Terms in Deputy, the placement of Pay Conditions is very important.
When calculating pay from timesheets, Deputy looks at each pay rule from top to bottom to determine what pay rule applies to each period of time on the timesheet. When organizing these pay rules, always put the pay rule that is least likely to occur at the top of the list. For instance, Holiday pay is less likely to occur than overtime, and so it belongs above overtime pay. The pay rule that it most likely to occur belongs at the bottom, so that when nothing else applies, the base rule is applied to the employee's pay. In the below example, the pay rate of $0.00 was placed at the bottom.
An employee's base pay rate will be their standard base pay. In this example, if the established Holiday or Overtime pay rule is not applicable to a time punch, the employee will receive a pay rate of $0.00.
Area Based Pay is an example where this process can change. It allows you to pay your employees based on the nature of the work. When they clock into an "Area" which can be a department or a job type depending on the set up of your Deputy account, the Area Based Pay Rate is applied instead of the base rate.
Adding Pay Condition
If you find yourself in the middle of creating an Employment Term and you can not find a needed Pay Condition, you can create one.
Leave Conditions are types of leave available to employees based on your company's policies. It's required to have at least one Leave Condition in order to save an Employment Term.
Selecting Leave Condition
You can select a Leave Condition on the left.
If a Leave Condition is relevant to a pay rate or an established Shift/Period Loading, you can add these as well. For example, you may choose to add a specific pay rate or loading if a leave condition is only available for employees with certain pay rates, or if an an employee works in a certain Area.
Adding a Leave Condition
If you find yourself in the middle of adding Leave to an Employment Term and you can not find a needed Leave Condition, you can create one here.
Once you've created all of the rules for your Employment Term, you can click "Save This Employment Term".
Congrats! You've just created your first Employment term.