- What is an Employment Term?
- Viewing and editing an Employment Term
- Exporting Employment Terms
- Creating a new Employment Term
- Supporting actions
What is an Employment Term?
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
You can view, edit or delete existing employment terms by clicking on the icons in the Actions column on the left of the Employment Term page.
- View (magnifying glass icon) allows you to see the details of an Employment Term.
- Edit (pencil and pad icon) allows you to edit an Employment Term.
- Delete (red cross icon) allows you to delete an Employment Term
Note: you can not delete an Employment Term that is already allocated to one or more employees.
When you click on the View icon you can perform the following actions:
View the Employment Term details
View all employees with the Employment Term by selecting the Allocated to tab on the left (helpful if you wish to delete an Employment term as it can not be deleted if it is already allocated to employees)
Edit the Employment Term
Duplicate the Employment term (duplicating 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)
Add a new Employment Term
Add a comment (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 and CSV)
For reporting purposes, you have the option of exporting Employment Terms to PDF or CSV.
If you wish to avoid exporting all Employment Terms, you can filter them using the Keyword search in the upper right then click on either PDF or CSV to export just the Employment Terms displayed by the filter.
Creating a New Employment Term
If you need an Employment Term that is not already on your list, you can make a new one by clicking New Employment Term on the top left-hand side of the page.
This will open a new Employment Term. Let's step through each of the fields you can configure to create a new Employment Term stating with those on the Main tab.
1. Name (mandatory)
Enter text, numbers or symbols to give the Employment Term a title. 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 such as Kitchen Staff $10.00. We recommend including the pay rate in the name, to make it easier to recognise elsewhere in Deputy.
2. Description (optional)
Enter text to describe the details that are specific to the Employment Term to help managers identify when to use it.
3. Employment Basis (mandatory)
- Individual or
- Labour Hire
Note: Labour Hire can be used for employees that may be temporary, seasonal, or contract, but it is not applicable in all countries.
3. Employment Category (mandatory)
- Permanent or
Note: Temporary employees could also include contractors, seasonal, etc.
4. Employment Status (mandatory)
The options available to select for this field in the Employmnet term will depend on which geographical region your Deputy account is operating in:
|UK and US
5. Standard Hours (mandatory)
Standard Hours are used to show the employees' standard work week. It also suggests the number of hours to apply when a leave timesheet is approved.
Select from the standard hours options in the drop-down list or click -Create- to configure a new Standard hours to link to this Employmnet term if required.
6. Cycle (mandatory)
Select the appropriate cycle that matches how often you pay your employees:
- Fortnightly (every 2 weeks)
- Every 3 Weeks
- Every 4 Weeks
- Bimonthly (twice a month)
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 that 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.
For more information on pay details and cycles see Enterprise - Pay Periods
7. Limit Leave Types on Approval
Turning this on will remove (from the Employee's 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.
For more information on limiting leave types read Enterprise - Limiting Leave Type Visibility
Pay Conditions tab
Next, click on the Pay Conditions tab from the menu on the left-hand side.
A Pay Condition (sometimes called a pay rule) 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 rule.
You can configure multiple pay conditions or pay rules with different configurations and apply them to your employment term and designate a hierarchy in which order they will apply.
Read more about setting up Enterprise Pay conditions then continue reading below to understand how they are applied to Employment Terms.
1. Base Pay Rule
All Employment Terms need a base pay rule or pay condition specified to dictate what an employee is paid when no other special circumstances apply such as pay by area, holiday pay, shift loadings and period loadings.
Click on the drop-down list and select a pay condition as the Base Pay Rule for this employment term.
If you want to confirm or view the configuration of a pay condition once you have selected it from the list then click on the arrow icon as shown in the example below. The pay condition will open in a new screen. You can view or edit the pay condition or return to the Employment Term you are setting up.
If you want to configure a new pay condition you can do this too by selecting -Create- or clicking on the Add new Pay Condition button
2. Shift Loadings and Period Loadings
As well as base pay conditions there are two other types of pay conditions you can configure and use when configuring your 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
For assistance with configuring a shift loading or period loading pay condition please see Enterprise Pay Conditions.
If a shift loading or period loading pay condition is associated with the Base Pay Rule pay condition option you have selected then it will appear in the Employment Term as shown below:
3. Assigning a Pay Condition hierarchy
When setting up or editing the pay condition component of your Employment Terms in Deputy, the order of pay conditions/ pay rules you assign 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 organising 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 is 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 example below the Public Holiday is least likely to occur and weekday rate is most likely to occur.
Note: One situation where this hierarchy would not be applied is Pay by Area which 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. Read more about Pay by Area.
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
Click on Add Leave Condition and then select a Leave Condition from the drop-down list on the left-hand side.
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 employee works in a certain Area.
Save your employment term
Once you've configured all of the required settings under:
- Pay Conditions
- Leave conditions
for your employment term, you can click Save This Employment Term.
If there is information missing you will get a warning about what field needs to be corrected before you can save the employment term.
Once the employment term is saved you will be able to see it in the list on the Employment Terms page.
Set up new Standard Hours
You can configure new Standard Hours to be linked to an Employment term by completing the following mandatory fields:
- Name of the Standard hours
- Number of days within a week the Employee will be expected to work.
- Suggested start time for leave time sheets that are created for employees on this Employment term
- Suggested end time for leave time sheets that are created for employees on this Employment term
- Suggested meal break length for leave time sheets that are created for employees on this Employment term
The suggested Hourly Leave Deduction (per day) with be calculated from the suggested start, end and meal break times you enter. You can not edit this number directly.
Once you are happy with the Standard Hours you have configured don't forget to click Save This Standard Hours.