The Deputy integration is accessed from the Import function in the Payrun screen.
Once connected, you can import timesheets directly from Deputy without preparing a CSV file. You can also add new employees from SmoothPay to Deputy, or from Deputy to SmoothPay.
Deputy can be used for roster planning and leave scheduling. SmoothPay remains the source for payroll leave balances and values.
Open the Deputy integration
Open the Payrun screen.
Click Import on the control bar.
Select Deputy.
The window contains three tabs:
Import timesheets: Imports attendance and leave transactions for a selected period.
Update staff: Adds new employee records to either system.
Configure: Stores the connection details and defaults used when adding employees to Deputy.
Connect Deputy to SmoothPay
The connection requires your Deputy URL and a permanent access token created in Deputy.
Create an OAuth client in Deputy
Sign in to your Deputy account.
In the browser’s address bar, keep your Deputy domain and replace the path after it with /exec/devapp/oauth_clients.
e.g. 12345678910.au.deputy.com/exec/devapp/oauth_clientsOpen that address.
Click New OAuth Client.
Complete the form:
Enter SmoothPay in Name.
Enter http://localhost in Redirect Uri.
Click Save This OAuth Client.
Description and Logo Url are optional and are not required for this connection.
Obtain the access token
Open the saved SmoothPay OAuth client.
Click Get An Access Token.
Copy the access token.
You will enter this token in SmoothPay’s Configure tab.
Enter the connection details in SmoothPay
Return to the Deputy integration window in SmoothPay.
Select Configure.
Enter your Deputy account URL in Your Deputy URL.
Paste the access token into Your Deputy token.
Enter (location) ID in Deputy: Most likely is 1, unless you have multiple companies in Deputy
Enter Default RoleID in Deputy: 50 is employee
Click Save and test connection.
A successful test displays a confirmation message, followed by the locations and roles available in your Deputy account.
Scroll within the message to view the full list.
Match employee records
SmoothPay and Deputy match employees using their payroll identifiers:
SmoothPay: The employee’s Badge# under Contract → Employment.
Deputy: The employee’s Payroll Code, also referred to as Timesheet Export Code, under People → Pay Rates.
The values must match for the same employee.
Before transferring new employee records:
SmoothPay to Deputy: Assign a Badge# to the employee in SmoothPay.
Deputy to SmoothPay: Assign a Timesheet Export Code to the employee in Deputy.
For more information about the SmoothPay employee fields, refer to:
Import timesheets
The importer retrieves attendance and leave transactions from Deputy for the selected period and creates pay inputs in SmoothPay.
Before importing, check that:
The Deputy connection has been configured.
Employee payroll identifiers match between the two systems.
Attendance entries are correct, including any meal breaks already deducted in Deputy.
Approved scheduled leave is included in Deputy’s timesheet transactions for the relevant period.
The selected import dates cover the intended period.
Select the period and import
Open the Deputy integration window.
Select Import timesheets.
Check or enter the From and To dates.
Click Import Timesheets.
SmoothPay saves a copy of the retrieved Deputy transactions as timesheet.xlsx. An audit report is also produced and is available from the Print screen.
Review the audit report and resulting pay inputs before processing the pay.
How imported time is handled
Imported attendance is treated as ordinary time unless a leave entry is identified.
The imported time is subject to any applicable meal-break, rounding and automatic overtime rules configured globally or for the employee.
Meal breaks recorded in Deputy are already deducted from the imported attendance. Check your SmoothPay settings alongside the Deputy entries so that the resulting paid hours are correct.
For more information about these settings and automatic overtime, refer to:
Standard allowances, payments and bank entries
Maintain standard allowances, recurring payments or deductions, and bank account entries in the employee’s standard pay settings in SmoothPay.
These should not be imported repeatedly from Deputy. This is particularly important for deductions payable to agencies, where SmoothPay may be tracking the balance remaining.
For more information about recurring payments and employee bank settings, refer to:
Add employee records between systems
The Update staff tab allows you to add new employees to either system.
Employees are matched by Badge# in SmoothPay and Payroll Code in Deputy. A payroll identifier that is not found in the destination system results in a new employee record.
Add SmoothPay employees to Deputy
Check that each employee has a Badge# in SmoothPay.
Check the Company (location) ID in Deputy and Default RoleID in Deputy in Configure.
Select Update staff.
Click Update Deputy.
Review the new employee records in Deputy and complete any additional required information.
Add Deputy employees to SmoothPay
Check that each employee has a Timesheet Export Code under People → Pay Rates in Deputy.
In SmoothPay’s Deputy window, select Update staff.
Click Update SmoothPay.
Review the new employee records in SmoothPay and complete any additional required information.
For more information about completing employee details in SmoothPay, refer to:
Review imported leave
Deputy supplies time in hours. Some payroll leave types use different units, so the imported quantity does not always provide all the information SmoothPay needs.
The leave code or alias identifies how SmoothPay should interpret the quantity. Review both the payment and the amount deducted from the employee’s leave balance after importing.
New Zealand annual leave
New Zealand annual leave is accrued, valued and used in weeks.
When annual leave is supplied in hours, SmoothPay calculates the value of those hours and uses that value to determine the proportion of a week consumed:
Proportion of a week = imported hours × hourly pay rate ÷ highest applicable weekly value
The weekly value considers the applicable ordinary weekly earnings, average weekly earnings and agreed weekly value.
Use an hours-based alias, such as ALH, when the quantity entered in Deputy represents annual leave hours. The alias tells SmoothPay to convert those hours to the corresponding portion of a week.
New Zealand daily leave types
Daily leave types include sick leave, public holiday leave, alternative leave and bereavement leave.
For hours-based entries, Deputy does not provide a separate quantity identifying how many leave days were used. SmoothPay calculates payment from the imported hours and pay rate, and initially sets the days consumed to 1.
This may require correction after importing. For example, an entry may represent half a day rather than a full day.
Important: Check the days consumed for each imported daily leave transaction.
A days-based alias can be used when the supplied quantity is intended to represent days. For example:
SLH: Treats the quantity as sick leave hours. In New Zealand, the days consumed initially default to one.
SLD: Treats the quantity as sick leave days and pays using Average Daily Pay.
When using a days-based alias, the numeric value supplied through Deputy must represent days, even though Deputy presents the time quantity as hours. This requires careful management to avoid importing an incorrect quantity.
New Zealand public holidays worked
An imported public holiday worked transaction does not, by itself, establish whether the day would otherwise have been a working day for the employee.
Review whether the employee is entitled to accrue an alternative holiday.
Separate codes can be used to distinguish:
Public holiday worked where an alternative holiday should accrue.
Public holiday worked where an alternative holiday should not accrue.
New Zealand days paid
Check Days paid for every pay period.
Dated attendance records do not necessarily provide the full number of days paid. For example, Deputy may contain time worked while paid leave is recorded separately in SmoothPay.
Where a DAYS value is supplied, it can provide the days-paid quantity. Otherwise, the employee’s contract default is used. The default is generally five days but can be tailored for each employee.
Correct days-paid records are needed for Average Daily Pay calculations.
Leave in other jurisdictions
Imported leave is processed according to the rules of the selected leave code.
For example:
T4, AL or ALH: Process the leave in hours.
ALD: Treats the supplied quantity as days, multiplies it by the employee’s daily hours and pay rate, and records the supplied quantity as days consumed.
Use SmoothPay to confirm the employee’s definitive leave balance and value.
For more information about leave codes and reviewing leave transactions, refer to:
Leave alias codes
Alias codes tell SmoothPay how to interpret the imported quantity, including when Deputy’s units differ from the units used in payroll.
For example, use ALH when annual leave is recorded in hours in Deputy. This tells SmoothPay to interpret the quantity as hours and apply the corresponding leave conversion, rather than relying on a payroll code named ANNUAL.
Configure the relevant alias codes in Deputy so that the imported transactions identify the intended treatment.
Alias | Leave or transaction type | Treatment |
AL or ALH | Annual leave in hours | In New Zealand, determines the portion of a week from the value of the hours. In other jurisdictions, pays hours multiplied by the rate. |
ALD | Annual leave in days | In New Zealand, determines the portion of a week and value using the employee’s days-per-week settings. In other jurisdictions, uses daily hours and the pay rate. |
ALW | Annual leave in weeks | In New Zealand, pays at the highest applicable weekly rate. |
BL or BLH | Bereavement leave in hours | Pays hours at the pay rate. In New Zealand, initially records one day consumed because a separate days-used quantity is not supplied. |
BLD | Bereavement leave in days | In New Zealand, pays the supplied days using Average Daily Pay. |
PTH or 99 | Public holiday taken in hours | Pays hours at the pay rate. In New Zealand, initially records one day consumed. |
PTD | Public holiday taken in days | In New Zealand, pays the supplied days using Average Daily Pay. In other jurisdictions, applies the corresponding hours and rate calculation. |
PWH | Public holiday worked in hours | In New Zealand, pays hours at the applicable penal rate. In other jurisdictions, pays hours at the applicable rate. |
SL or SLH | Sick leave in hours | In New Zealand, initially records one day consumed because a separate days-used quantity is not supplied. |
SLD | Sick leave in days | In New Zealand, pays using Average Daily Pay. In other jurisdictions, pays units multiplied by hours per day and the pay rate. |
ALT | Alternative leave in days | Consumes the supplied number of alternative leave days. |
ALTH | Alternative leave in hours | Pays hours at the pay rate. In New Zealand, initially records one day consumed. |
ACC | First-week ACC hours | Pays the supplied first-week ACC hours. |
UPL | Unpaid leave | Records unpaid leave. |
Check that the supplied quantity matches the alias. For example, SLH with a quantity of eight represents eight hours; SLD with a quantity of eight represents eight days.
Integration limitations
The Deputy integration does not provide for:
Importing special allowances or deductions.
Additional cost analysis, such as job codes or activity codes, beyond the basic operational unit supplied by Deputy.
Enter any required transactions or additional costing information in SmoothPay and review the completed pay inputs before processing.
For more information about the final payroll checks, refer to: