How to Find Deputy Pay Rates and Leave Rules

This article will walk you through how to find the Pay Rates and Leave Rules in Deputy that will be used as the Paylocity DET Code Descriptions. DET Codes are the Deduction codes, Earning codes, or Tax codes that are available in the HR & Payroll company setup. Correctly adding or updating Paylocity DET Code Descriptions ensures that employees are properly paid for the time they worked as well as the time they have off for vacation, sick time, etc. If the Paylocity DET Code Descriptions are entered incorrectly, employees will not be properly paid.

This article is divided into three sections.

• Find Deputy Pay Rates
• Find Deputy Leave Rules
• Entering Descriptions into Paylocity

Important Notes:

• Deputy Pay Rates:
  • • Option 1 (only 1 option for Pay Rates): It is crucial that the Deputy Pay Rates have an exact match to the DET Code Description values in Paylocity that involve the pay rates.
      • • See Sections 1 and 3 for instructions.
• Deputy Leave Rules:
  • • Option 1: In some cases, the Deputy Leave Rules should have a one-to-one match to the DET Code Description values in Paylocity that involve the Leave Rules. In these cases, the Deputy Leave Rules should have an exact match to the corresponding Paylocity DET Code Descriptions.
      • • See Sections 2 and 3 for instructions.
    • Option 2: In other cases, multiple Deputy Leave Rules match up to only one Paylocity DET Code since customers have the option to roll up all Deputy Leave Rules into one Paylocity Detcode. If this is requested, the customer must provide the single Detcode Code (not Description) from Paylocity that will be used. The code must be provided in the setup function of the Timesheets workflow. This will accumulate all Leave Rules (vacation, sick time, personal time off, etc.) from Deputy into a single code rather than individual detcodes for each rule.
      • • See Workflow Mapping Setup: PCTY Employee (EE) > Deputy for instructions.

Section 1: Find Deputy Pay Rules

• Step 1: Log in to Deputy.

• Step 2: In the main menu, select Timesheets. Then, select Export Timesheets.

• Step 3: Near the top left of your screen, select a date range by first clicking the down arrow to the right of the listed dates. Then, click Select Date Range. Choose the first and last dates in the range on the two calendars as shown in the screenshot below. Then, click the Done button. (Note: Make sure to select a large enough date range that will include all Pay Rules.)

• Step 4: In the top left, select Select All.

• Step 5: In the sub-menu located near the center of your screen, select Group by Pay Rate.

• Step 6: Under the Pay Rate column, you will find the values that should be used as the DET code Descriptions in Paylocity. The Description field in Paylocity should match exactly as you find the values in Deputy.

Section 2: Find Deputy Leave Rules

• Step 1: Still in Deputy, click the down arrow to open a sub-menu. This is located near the top right of your screen. Then, click Business Settings. 

• Step 2: The Business Settings pop-up window will appear. Click the Leave Tab.

• Step 3: Once on the Leave Tab, click the Leave Rules link.

• Step 4: The Leave Rules pop-up window will appear. Under the Name column, you will see the Leave Rules that are being used in the workflow. The customer will need to make sure they have all of these names in Paylocity under the Description field. 

Section 3: Entering Descriptions into Paylocity

• Step 1: Log in to Paylocity. On the main menu, select Configuration. Then, select Company Setup.

• Step 2: On the sub-menu, click the Payroll tab.

• Step 3: You should be taken to the Earnings page. You will see a table that contains the Code, Description, Earn Type, etc. for each type. The values in the Description column should match the Deputy Pay Rules, Pay Rates, and Leave Rates found in Sections 1 and 2. 

• Step 4: Descriptions can be either updated or created.
  • To update a Description, follow steps 5-7.
  • To add a new Earning Type (including entering a Description for the new Earning Type), follow steps 8-10.

• Step 5 (Update): Click the linked value in the Code column (located on the far left) within the row that needs to be edited. You will then be taken to the Earning Details profile page. (Note: The value shown in the screenshot below is just an example. In your case, the Code(s) with corresponding Descriptions that need to be updated may be different). 

• Step 6 (Update): In the Descriptions field on the Earning Details page, enter the value exactly as you found in Deputy (see Sections 1 and 2). 

• Step 7 (Update): Click the Save button located at the bottom left of your screen. The next few steps are only necessary if you need to add new Earning Types (not update). 

• Step 8 (Add New): To add a new Earning Type (including a new Description), click the Add button located near the bottom left of the Earnings screen. If you are no longer on the Earnings screen, follow Steps 1-2 of this Section.

• Step 9 (Add New): You will be taken to the Earning Details page. Enter all relevant information. Make sure that the value entered in the Description field is entered exactly as you found in Deputy (see Sections 1 and 2). 

• Step 10 (Add New): Click the Save button located at the bottom left of your screen.