Review Employment Terms and Configure Paylocity Custom Fields for Deputy Integration

Overview

• As part of the Paylocity + Deputy employee integration, you'll need to provide your Deputy Employment Terms.
• If your company utilizes multiple Deputy Employment Terms, it's vital to configure a custom field within Paylocity. This configuration is necessary to ensure the smooth and effective operation of the integration process. The purpose of this guide is to walk you through the steps required in order to configure the Paylocity custom field. 
• Once the Paylocity custom field is configured, manually connecting it to individual employees and selecting the relevant Employment Terms for each is necessary to ensure accurate data alignment.

Section 1: Find Employment Terms in Deputy

Instructions vary based on whether your Deputy account is Enterprise or Premium (refer to respective processes below). If you have Deputy's Premium or Enterprise plans and need help adding new employment terms or listing current ones, please contact Deputy for assistance.

Deputy Enterprise Customers

• Step 1: In Deputy, go to Enterprise > Pay and Leave Rules > Employment Terms.
• Step 2: Reviewing the Name column, determine which Employment Term(s) will be used for your integration.
• Step 3: If the term has a dollar amount, select all text before the $ sign (base rate will be set based on the employee’s base rate in Paylocity).

Note: The integration exclusively accommodates Deputy Employment Terms using a singular Base Rate. Employment Terms comprising multiple Base Rates are not compatible, as there is only one Base Rate in Paylocity to align with this field.

• Step 4: If you're using a single Employment term, provide that to your Paylocity implementation specialist. If you're using multiple Employment terms, continue to Section 2 of this article. 

Deputy Premium Customers

• Step 1: In Deputy, go to People.
• Step 2: In the Pay Rates Column, Employment Term is shown on the top line.
• Step 3: If the term has a dollar amount, select all text before the $ sign (base rate will be set based on the employee’s base rate in Paylocity).
• Step 4: If you're using a single Employment term, provide that to your Paylocity implementation specialist. If you're using multiple Employment terms, continue to Section 2 of this article. 

Section 2: Create Drop Down Custom Fields in Paylocity

• Step 1: Log in to your Paylocity account.
• Step 2: In the left menu, select HR & Payroll.

• Step 3: Select Configuration, located on the right side of the menu across the top of your page.

• Step 4: From the drop down, select Company Setup.

• Step 5: In the sub-menu, select Custom Fields.

• Step 6: Under Drop Down Fields, do the following:
  • Enable the Drop Down custom field(s) by checking the corresponding box(es) under Enable.
  • Select Both Payroll & HR from the drop down under Page.
  • In the Label field(s), it's recommended to use the following name:
    • Deputy Employment Terms

• Step 7: Click the Save button. 

Section 3: Add List Values to Drop Downs in Paylocity

When populating the new custom drop down fields in Paylocity with list values, it's imperative that these values match the Employment Terms in Deputy (see Section 1). These will be entered in the Description fields in Paylocity corresponding to each custom drop down (the values in the Code field don't affect the integration). 

• Step 1: Click List Values in the sub menu located near the top of your screen.

• Step 2: Locate the recently added Employment Terms under Custom Field: Payroll & HR.

• Step 3: Fill out the Code and Description Fields for each Employment Term. Then, make sure Active is selected. 
  • Reminders:
    • It's important that the Description fields match the Employment Terms in Deputy (see Section 1) in order for the integration to run successfully.
    • The values you enter into the Code field don't impact the success of the integration. 

• Step 4: Click Add.

• Step 5: Repeat steps 3-4 for each list value that needs to be added.

Section 4: Assign Employment Terms to Employees

• Step 1: Select Employees from the main menu located at the top of your screen.

• Step 2: From the Employees drop down, select Employee Search.

• Step 3: Select employees from this screen before assigning Employment Terms. 

• Step 4: Select Personal from the sub menu located near the top of your screen. Then, select Additional Fields. 

• Step 5: Select Edit Additional Fields.

• Step 6: Assign the Employment Terms by selecting from the corresponding drop down(s).
  • Reminder: Your screen may look different based on which custom field(s) you added based on your business requirements. These fields are only required if you have multiple Employment Terms in Deputy.

• Step 7: Click Save.

• Step 8: Repeat the process in this section for all employees.