In this topic

• Introduction
• How do I configure the Deputy/Ready pay (powered by Aussiepay) integration?
  • Updating your employee codes in Deputy
  • Updating your cost centre codes in Deputy
  • Updating your paycode codes in Deputy
• Exporting your payroll data from Deputy

Introduction

This topic describes how an employer can integrate Deputy with Ready pay (powered by Aussiepay).

Deputy is a third party time capture and award interpretation application.

Interpreted timesheet data can be exported from Deputy into Ready pay (powered by Aussiepay) for processing each pay period.

Note: The following information is provided as is and is provided only in the interest of trying to assist you as much as possible as a valued client. However, as Deputy is a third party product we’re not experts on its use and can’t easily keep abreast of any changes that Deputy may make within their system from time to time. Should you have difficulty following this documentation, please seek the assistance of Deputy’s customer experience team and advise us if changes are required to this documentation.

How do I configure the Deputy/Ready pay (powered by Aussiepay) integration?

The Deputy integration is a flatfile integration. The flat file contains a row for each payment that needs to be made, including:

• The employee code of the employee the payment relates to
• The cost centre that the payment needs to be allocated to
• The paycode that the payment relates
• The number of units/hours for the payment

To configure the Deputy integration, you may need to update the your Employee, Cost Centre and Paycode codes in Deputy so that they match those in Ready pay (powered by Aussiepay).

To obtain a list of the codes for your Ready pay (powered by Aussiepay) account, please contact your Payroll Consultant to request a Payroll Upload Codes report. If you have more than one employer, the codes will likely be different for each one so you will require a report for each employer.

Updating your employee codes in Deputy

To update your employee codes in Deputy, from the Home screen:

1. Choose People from the header menu
2. Click the Name of the person you want to edit
3. Click the Edit Profile button
4. Choose Pay rates and leave from the sidebar menu
5. Enter the employee code at the Timesheet export code field
6. Click Save

Note: Your employee codes may already be in Deputy, especially if you provided them to us during implementation.

Updating your cost centre codes in Deputy

Did you know? In Deputy, cost centres are called Areas.

To update your cost centre codes in Deputy, from the Home screen:

1. Choose Locations from the header menu
2. Click the Areas menu item from the sidebar menu
3. Click the Edit button next to the area whose cost centre code you need to review/edit
4. Enter the Cost Centre code from Ready pay (powered by Aussiepay) into the Export Code (optional) field
5. Click Save

Updating your paycode codes in Deputy

Deputy has two concepts that are similar to Ready pay (powered by Aussiepay)’s paycodes:

1. Leave Rules (where you can update the codes for various leave types)
2. Pay Rates (where you can update the codes for other payment types like overtime, ordinary hours, etc).

You may need to make changes to both of these.

Updating Codes for Leave Rules

To update the codes for the Leave Rules:

1. From the user menu at the top right, choose Global Settings
2. Click the Leave tab if it is not already selected
3. Click the Edit icon next to the leave type that you need to changes
4. Update the Export Code field with the relevant paycode ID from Ready pay (powered by Aussiepay)
5. Click the Save this Leave Condition button
6. Click the Back to List button to continue editing other leave types.

Updating Codes for Pay Rates

To update the codes for the pay rates, from the Home screen:

1. Click the Timesheets -> Export Timesheets menu item
2. Click the Select All button on the left hand side to choose all employee’s timsheets
3. Click the Group by Pay Rate button to group the timesheet data by the relevant pay rates
4. In the Export Code column, click the Edit button next to the pay rate whose code needs to be changed
5. Update the Export Code field to match the relevant paycode ID from Ready pay (powered by Aussiepay)
6. Click the Save button

Exporting your payroll data from Deputy

To export your payroll data for processing in Ready pay (powered by Aussiepay), from the Home screen:

1. Click the Timesheets -> Export Timesheets menu item
2. Choose the Date Range for the timesheets that you want paid in the payroll
3. Click the Select All button on the left hand side to choose all employee’s timsheets or individually choose employees with timesheets to pay
4. Click the Export Selected Items button
5. Ensure that Aussiepay Export is selected in the format dropdown
6. Click the Export button to download a file to be imported into Ready pay (powered by Aussiepay)

Note: It is important that the export file is never edited in Excel as doing so can corrupt the file. Should you need to edit the file, you should use a plain text editor like Notepad or Notepad++. We do not recommend editing the export file manually.

You should forward the exported file to your Payroll Consultant for processing.