Deputy Employee Setup - Onboardment Tool and Xero integration

A business can use the Self Onboarding Tool - Onboardment Tool allows you to digitally collect important information and enables you to sync seamlessly between Deputy and Xero. This includes:

• Personal Details
• Bank Details
• Tax File Number
• Emergency Contacts
• Superannuation Details

First Steps - Confirm integration

First, you will need to confirm your Deputy account integration to the Xero file. To see how this is done, check out Connecting Deputy to Xero.

Confirming onboarding details 

If your employee has used the onboarding tool you will need to confirm that they have provided all the necessary details. To view the completion status of your employee form submission, simply click their name in the People tab and click the 'HR Forms' tab. Here, you can see what step in the onboarding process they are up to.

Once you are happy with the supplied information and your Deputy file is integrated with Xero, you can now create the user in Xero. 

Creating Xero user and Deputy sync

For the sync to work, you will need to create a basic user in Xero and the details will need to match Deputy verbatim. 

• In Xero's Payroll menu, select Employees.
• Click Add Employee, then select Add New.
• Enter the employee’s basic information. The minimum information required is:
  • First name, Last name. 
  • Email address.
  • Date of birth (can be any date, sync will update).
  • Address (can be any address, sync will update).
• Then click 'Save'

Navigate back to Deputy and the HR Forms and click the 'Sync to payroll'

The individual information should now be held in both Xero and Deputy. However, you still need to complete the remaining information to match your organisation's policies and processes. Such as:

• Start Date
• Payroll Calendar
• Ordinary Earnings Rate
• File the electronic Tax Declaration
• Setup and confirm leave accruals if applicable
• Pay Template

Xero and Deputy payroll setup and sync

Your new employee is now fully set up in Xero, personal details are held securely and electronically in Deputy. The final step is to set up the employee for payroll. 

• If your new staff member is a Salary employee - Under the 'People' tab, select the desired employee and navigate to Bulk Actions and click 'Sync with Xero'. This will import the Salary held within Xero into Deputy. 

• If your staff member will be award driven - under 'People' tab > click on relevant employee > Edit Profile > Pay Rate and select the applicable Award and base rate of the employee. 

Your employee is now ready to be rostered and paid. 

Note: images above are for example purposes only.