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 hours and automate payroll.
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This integration is not currently available for Deputy Enterprise. If you're using Deputy Enterprise, you will see this notification when setting up this integration.
Deputy Enterprise clients can still import hours using a CSV file, if the file is configured correctly. Contact Deputy support for help obtaining a CSV of hours tracked using Deputy Enterprise for importing into OnPay.
Find Deputy in the App Directory
In the navigation menu, go to App Directory.
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If you're not using the latest version of OnPay, you may not see the App Directory in the menu. Look for it in the Company menu.
In the Time Tracking category, click Deputy.
Click Get Started With Deputy.
Enter your Deputy credentials
In the pop-up window, enter your Deputy username and password.
Select your business from your Deputy account, and click Allow access.
Assign employees
We'll import your employees and paid time off policies from Deputy, so you can assign them to the corresponding workers and payroll pay items in OnPay.
To browse through your Deputy users, click the name you see under "Deputy User".
Assigning areas
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 can enter therse rates by clicking Customize Pay Rates.
Click the "Override" toggle beside each area based pay rate you want to set up, then enter the rate for each area. Customizing pay rates for one employee will not affect pay rates of any other employees.
Accruals syncing and mapping
So far, everything we've done has been in the Employees tab. The Leave tab lets you map your Deputy leave types to the corresponding pay items in OnPay.
Deputy leave types and OnPay pay items must be mapped for those hours to import during a pay run. There are four leave types available in OnPay - holiday, PTO, sick, and vacation. You can select "None" for leave items that should not import.
This mapping is not employee specific.
Assigning a location
You can assign a location for each employee in their profile, by clicking Employment Options.
Select a location you've already set up in OnPay from the "Location" menu.
Locations can be added in Payroll> Settings> Loc/Dep/Pos> Locations.
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.
Importing Hours
To import hours into OnPay, the time sheets must first be approved in Deputy.
Approved hours can be imported during a pay run:
When you run payroll, you'll see a button for importing hours from Deputy. Always confirm the pay period is correct.
You'll be presented with two options for importing hours:
- Reset Hours and Import
- Merge Import With current Hours
Click Reset Hours and Import to delete any previously entered hours and earnings that have been entered and replace them with the most current approved time sheet data from Deputy. If you've entered pay that does not appear in Deputy, such as PTO, backpay, commissions, or tips, click Merge Import With current Hours.
The approved time from Deputy will populate in OnPay, and you can proceed with the pay run.
Removing employees
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.