Tell us more about how you are feeling about annualised salaries here: https://deputy.typeform.com/to/QRufGp7H
The pay comparison report has been designed to allow administrators to calculate the timesheet costs that would have been applied to a team member in Deputy had a different pay rate been applied to their profile. This may be particularly useful when reconciling annualised wage arrangements (or conducting a Better Off Overall Test (BOOT) in Australia).
This article will cover:
- How to find the pay comparison report
- How to generate the report
- How to download the report
- What is contained in the report and how to read it
- Compliance responsibilities
- Sample report to download
How to find the pay comparison report
You can find the pay comparison report in the Reports tab.
System Administrators will see a tile labelled Pay comparison report as shown below.
How to generate the report
From the view Pay comparison report screen:
1. Click the Create Report button to start generating a report.
2. On this page you can set:
- A unique name for the report
- The date range of timesheets you want to retrieve (maximum 52 weeks)
- The pay rates of your team members to filter the employees you want to be included in the report. Multiple pay rates can be selected in the one report. Click the View Team Members to see who has been selected. Note: there is a maximum of 100 team members per report.
- A pay rate to recalculate the selected employee's timesheets against. This can be chosen from our list of awards, or your own rates.
- (Coming Soon) The outer limits of overtime and penalty hours, used to see if these have been limits have been exceeded for the pay period.
Click Create to generate the report.
This will run in the background so you can do other tasks in Deputy. An email will be sent to you when the report has finished generating, provided you have an email associated with your account.
How to download the report
Once the report has been generated, you can download it from the View Reports screen.
Click Download to download the required report to your computer.
What is in the report? How do I use it?
The Excel document that you download will have two sheets, a view by employee and a view by timesheet. Please see a sample report attached to the end of this article.
By Employee View
The simple view contains, per employee:
- Details of the employee (name, payroll ID, location, etc)
- How many hours they worked in the time period selected
- What they earned in the timesheets stored on Deputy
- What would have been calculated had they been on the comparison rate
- The variance between the timesheet and comparison costs.
This is useful for a quick assessment of whether a user is earning near their normal amount, and which ones have larger discrepancies that require further analysis.
How is each field calculated?
| Employee Name | First and Last name of the team member |
| Payroll ID |
The team member's payroll ID. Note: For Enterprise customers, this is only the payroll ID stored against the team member's main location. |
| Main Location | The main location the team member works at. |
| Period Start and Period End | The periods set to calculate over when creating the report. |
| Pay Rate |
the primary pay rate of the team member when the report was generated. This may have changed over the period. Note: For Enterprise customers, this is only the Pay Rate stored against the team member's main location |
| Base Pay | the dollar value of the base pay of the Pay Rate when the report was generated. |
| Comparison Pay Rate | the pay rate to recalculate timesheets against, as set when creating the report. |
| Comparison Base Pay | the dollar value of the base pay of the Comparison Pay Rate set when creating the report. |
| Hours Worked | The total number of hours worked in the period. |
| Meal Break Hours | the total number of hours taken as a meal break |
| Timesheet Cost | the total dollar value of all the values in the timesheets for the period selected. This is equivalent to what is available when exporting timesheets over the same period, and is inclusive of ordinary hours, allowances, overtime and penalties. |
| Comparison Cost | the total dollar value of all the interpreted hours of the timesheets if they had been calculated using the Comparison Pay Rate. This is inclusive of ordinary hours, overtime and penalties. |
| Variance |
This is the difference between the Timesheet Cost and the Comparison Cost. Example: If your Timesheet Cost is 500 and your Comparison Cost is 450, the Variance would be 50.
|
|
Overtime Hours
|
Number of hours worked in the period that would have attracted an overtime rate on the comparison rate. *currently only available for HIGA and RIA FT awards |
|
Penalty Hours
|
Number of hours worked in the period that would have attracted a penalty rate on the comparison rate. *currently only available for HIGA and RIA FT awards |
|
Overtime Outer Limit |
Outer Limit of overtime hours that can be worked in the period, set during report creation. |
|
Penalty Outer Limit |
Outer Limit of penalty hours that can be worked in the period, set during report creation. |
|
Amount Over Overtime Outer Limit |
The difference between the amount of overtime hours worked and the outer limit. It is recommended to run this report each pay period for best use of this field. |
|
Amount Over Penalty Outer Limit |
The difference between the amount of penalty hours worked and the outer limit. It is recommended to run this report each pay period for best use of this field. |
On Pay Rate Types (Penalty and Overtime)
We are in the process of categorising all of our library award rates pay rate types, however, this may not be complete for all awards. Currently, this is complete for:
- [MA000009] HIGA - FT
- [MA000119] RIA - FT
Detailed View
The detailed view breaks down all the data in the simple report, by showing at a Pay Rule level how many hours have been allocated for each timesheet in the period - including overtime rates, penalties and ordinary hours.
This view is useful for finding out why a particular user has a variance, as well as seeing the details of the number of hours calculated for each rate.
We recommend using Excel/Google Sheets PivotTable functionality (see https://support.microsoft.com/en-us/office/create-a-pivottable-to-analyze-worksheet-data-a9a84538-bfe9-40a9-a8e9-f99134456576) to break this table down into actionable insights.
Pay Period View
The Pay Period view is similar to the simple view, but gives this per pay period, as set when setting your outer limits.
How is each field calculated?
The detailed view looks at each timesheet in the period, for each employee. It shows the calculated pay lines for both the timesheet, done against their pay rate at that point in time, and against the comparison rate.
What are Outer Limits?
Outer Limits are specified amounts of overtime and penalty hours that are present in some annualised wage agreements. If the employee works in excess of these hours, they may be entitled to pay in addition to their salary.
These amounts can be set in the report generation and for certain awards, the overtime and penalty hours will be calculated automatically.
Please read here for more on annualised salaries:
https://www.fairwork.gov.au/pay-and-wages/minimum-wages/annualised-salaries
Compliance Responsibilities
While Deputy’s Pay Comparison Report is designed to Simplify Shift Work by reducing the time required to reconcile annualised salaries through automation, it is not a substitute for payroll or legal advice, nor is it intended to relieve you of your obligation to comply with the laws and regulatory requirements that are applicable to your business. It is ultimately each customer’s sole responsibility to pay their employees correctly and in compliance with all legal and contractual requirements. Please review our Product Specific Terms for more information about your compliance responsibilities.