About this integration
Deputy is an all-in-one web based solution that simplifies scheduling, timesheets, tasking, and communication. With the OnPay + Deputy integration, you can seamlessly import employee/contractor hours and automate payroll.
What we'll cover:
- Integration setup
- Mapping employees (people sync)
- Assigning areas
- Customize pay rates (pay by area)
- Accruals syncing and mapping
- Assigning a location
- Custom pay types, premiums and penalties
- Leave / PTO requests
- Importing Hours
- Removing employees
Getting the integration set up takes just a few easy steps.
Log in to OnPay. From the side menu, go to Company > Integrations > Time & Attendance. Then click Connect to Deputy.
In the pop-up, click Link an Existing Deputy Account. If you do not have a Deputy account, you can learn more here to get started.
You will be prompted to log in to your Deputy account using either your Deputy credentials, or by social login. If you don't see this window, make sure your browser is not blocking pop-ups. If you're unable to log into your Deputy account, you may need to reset your password.
Select the account that you want to integrate OnPay payroll, and click Authorize.
You may see warnings in red for Unassigned Employees and Unassigned Leave Rules. This is because for OnPay to import the time sheet data, both employees and paid time-off codes must be mapped between the systems.
Mapping employees (people sync)
You should see the name of an employee at the top. Find the employee in the drop-down menu provided under "Map to OnPay Employee". You can browse through your Deputy users with the left or right arrows, or by clicking on their name in the center under Deputy User.
There's no need to assign areas of work. We'll import them for you automatically.
Customize pay rates (pay by area)
If you use areas of pay in Deputy, you will need to click Customize Pay Rates, and enter the area based pay rate under each employee. Customizing pay rates for one employee will not affect pay rates of any other employees.
For employees with custom pay rates set, you will see this reflected when you import their hours to run payroll. In the example above, we set Anthony's rates to $20/hr for Sales and $15/hr for Admin. In the screen below, you can see these rates reflected when imported from Deputy in the Deputy Custom lines.
Accruals syncing and mapping
So far, everything we've done has been in the Employees tab of this integration. The Leave tab lets you map your Deputy leave types to the corresponding pay type in OnPay.
Deputy leave types and OnPay pay types must be mapped for those hours to import. There are four leave types available in OnPay - holiday, PTO, sick, and vacation. You can select "None" for leave items that should not import.
Note: This mapping is not employee specific.
Assigning a location
You can assign a location for an employee in OnPay in the Workers menu.
Click on a worker's name, then click “Job". Make sure the work address and location name are correct. They should match the employee state and local tax information.
Custom pay types, premiums and penalties
These fields in Deputy can't be mapped to fields in OnPay at this time. However, you can create custom pay types in OnPay. We call them custom pay items.
Your custom pay items can be associated with an employee when running payroll. You can drag them to reorganize. OnPay will remember these pay items next time you run payroll.
Leave / PTO requests
If leave requests are managed in Deputy, there's nothing else to set up, and you can ignore the leave approval section in OnPay.
When the request is approved in Deputy, that employee is blocked from the roster for the requested dates. On the day the leave occurs, a timesheet is generated by Deputy to represent the cost of that employee for that day. Leave timesheets are included in your Deputy payroll export, and will be processed when imported into OnPay.
To import hours into OnPay, the time sheets must first be approved in Deputy.
Once the hours have been approved, here's how to sync the hours to OnPay:
Log in to OnPay and click Payroll on the left side menu. You can either Check all, or click the check box next to the employees you would like to pay and then click Enter Hours.
On the enter hours screen, you will see a button for importing hours from Deputy.
Most commonly, employers should select Reset Hours and Import. This will delete any previous hours and earnings that have been entered and replace them with the most current approved time sheet data from Deputy.
The other option employers have is to Merge Import with Current Hours. This will combine the Deputy data with anything already entered in OnPay. This is helpful for employers who have previously entered into OnPay employee earnings or time off that needs to be paid in addition to what has been recorded in Deputy.
The approved time from Deputy will populate in OnPay, and you can progress to Review and Approve the pay run.
In the event that an employee leaves the organization, and you discard them in Deputy, you will still need to archive that worker in OnPay, and vice versa. OnPay does not have access to discard users in Deputy, and Deputy does not have access to archive employees in OnPay.