Connecting Deputy and Syncing Timesheets into Payroll

Purpose

Deputy is a scheduling and timesheet platform. When you connect it to UZIO, approved hours from Deputy land on the UZIO payroll grid without re-keying, new UZIO employees appear in Deputy without duplicate entry, and time off can flow between the two systems in whichever direction you choose. This article covers connecting, the three settings sections, syncing timesheets into a payroll, how Deputy Areas and pay rates become UZIO jobs and earnings, and what to check when something does not arrive.

When to use this: connect Deputy if your teams clock in and are scheduled in Deputy and you run payroll in UZIO. If you use UZIO's own Time Tracking, you do not need this integration.

Who can do this:

• In UZIO: users with access to the Integrations page and payroll (typically the Employer Admin).
• In Deputy: an account owner or system administrator, to authorise UZIO and to manage locations, Areas, pay rates, and leave types.

What flows between UZIO and Deputy

Employee records are one-way. UZIO is the source of truth; a change made in Deputy does not come back to UZIO.

Step 1: Connect

1. In the Employer Portal, open Integrations from the left menu and find the Deputy tile (category Time Tracking and Scheduling).
2. Click Connect. Deputy's sign-in opens. If nothing appears, check that your browser is not blocking pop-ups.
3. Sign in to Deputy (credentials or social login), choose the Deputy business under Select Business, and click Allow Access.

You are returned to the Deputy settings page in UZIO with:

The tile now shows Connected with a Manage button. Disconnect is a link inside the expanded tile. Connecting also registers the timesheet notification in Deputy that sends approved timesheets to UZIO.

One Deputy business, several UZIO companies

A Deputy business can serve more than one UZIO company. If the business you are connecting is already linked elsewhere in UZIO, UZIO asks:

Click Yes to add this company. Disconnecting later removes only the current company; the others keep their connection.

Step 2: Configure the settings (Manage)

Click Manage on the Deputy tile. First-time setup has three sections. Save each one.

Work Locations

The page explains itself: "This page allows you to manage company work location mappings between both systems. It is essential for syncing employee records from Uzio to Deputy under the correct work location."

Link each UZIO work location to a Deputy location. New employees are then created in Deputy at the right place.

PTO and Timesheets

PTO Sync. Choose where time off is managed.

Timesheets Sync. The page describes it as "Timesheets Sync to Uzio for Payroll Processing". Map each Deputy Pay Rate to a UZIO hourly earning. Deputy exposes up to eleven pay-rate categories. UZIO pre-maps Regular, Overtime, and Double Overtime, and maps Public Holiday automatically. Map the rest to a UZIO earning, or to None, as they apply to you:

• Regular, Overtime (1.5x), Double Overtime (2x)
• Meal Break Premium, Rest Break Premium, Split Shift Premium
• Rest Between Shifts, Spread of Hours Premium
• Public Holiday, Predictability Pay (hours increased), Predictability Pay (hours reduced)

Unmapped pay rates do not sync. If the earning you need does not exist, add it first on the Company Earnings page (see Company-Level Earnings).

Employees Sync

Employee sync runs one way, from UZIO to Deputy. The page states the rule: "Depending on your selection above, employee information syncs from Uzio to Deputy." and "Employee ID in Uzio and Payroll ID in Deputy serve as unique parameters to identify a common employee record in both systems."

• Who syncs: All Employees, Specific Employees (filtered by class, employment type, pay type, or work location), or I Will Add Manually. The last option turns employee sync off. The page then explains: "None of the newly added employees' information will sync from Uzio to Deputy. You can add employee records in Uzio and Deputy as needed for your business. Employees with a matching Uzio Employee ID and Deputy Payroll ID will be considered the same employee, and their approved timesheet information from Deputy will sync to Uzio for processing payroll upon clicking the "Sync Timesheets from Deputy" button available on the payroll grid."
• Existing Employees Syncing: sends your current employees who match the criteria to Deputy. It runs each time the setting is switched on and saved, so re-saving it later can trigger another bulk sync. Leave it off if your employees already exist in Deputy.
• Invite Employees to Join Deputy: Deputy emails each newly synced employee a registration invitation as soon as their record is created. Not available with I Will Add Manually.

Three rules to know:

• The UZIO Employee ID becomes the Deputy Payroll ID. This is the key that matches timesheets to people. If you add employees to Deputy by hand, set the Payroll ID to the UZIO Employee ID.
• Employees need a valid, unique email address to be created in Deputy.
• Deputy does not accept Employment Type or Pay Rate rules from the sync. Set those in Deputy.

Changes in UZIO are captured immediately and delivered by a batch that runs about every five minutes, so five minutes is the longest an update should take to reach Deputy.

Step 3: Sync timesheets into a payroll

Once connected, the regular payroll grid shows a Sync Timesheets from Deputy button. Click it to apply employees' approved Deputy timesheets for the pay period to the grid. UZIO records the sync date and time under the button. Then continue the payroll as usual.

Deputy sends approved-timesheet changes to UZIO continuously in the background. The button applies what has accumulated for the period; it does not fetch live from Deputy at that moment.

Which timesheets come through:

• A timesheet syncs only when it is both Time Approved and Pay Rule Approved in Deputy, and has not been discarded.
• Only employees whose UZIO Employee ID matches their Deputy Payroll ID.
• Time entries approved before the connection was established do not sync.
• For salaried employees with PTO managed in Deputy, leave hours are deducted from regular hours so the two are split.

How Deputy Areas and pay rates become UZIO jobs and rates

Deputy Areas (the teams or roles within a location) correspond to UZIO Jobs. If hours arrive against an Area with no matching UZIO job, the integration creates one and adds it to the employee's profile. Its job code is the Deputy company code, the Area's ID, and the Area name, for example STR7-1023 - Workshop Manager. You can rename the job afterwards; later syncs for that Area keep your name.

Rates. For Regular, Overtime, and Double Overtime, UZIO uses the rate Deputy sends with the timesheet, working it out from cost divided by hours when Deputy supplies no flat rate. A newly created job whose rate cannot be derived starts at 0. Check new jobs before you approve payroll. Every other timesheet item is paid at the employee's UZIO profile rate. For salaried non-exempt employees, overtime and premium rates are computed from the Deputy-driven regular rate; exempt salaried employees receive no overtime lines.

Disconnect

Expand the Deputy tile and click Disconnect. UZIO asks you to confirm and then shows:

The Sync Timesheets from Deputy button disappears from the payroll grid. Employees already created in Deputy stay there. Your mappings are not needed again unless you reconnect; if you do, review them before the next payroll.

Common problems

Several failures are recorded in UZIO's logs but produce no on-screen message. If something did not appear, check here first.

A new hire did not appear in Deputy

Most often the employee already exists in Deputy under the same Payroll ID, and the integration does not create duplicates. Otherwise check that the employee matches your sync criteria, that their work location is mapped (not None), and that they have a unique email address.

An employee update did not reach Deputy

Updates are skipped when there is no Deputy record to update. Sync the employee first (or create them in Deputy with the UZIO Employee ID as Payroll ID), then make the change again.

A UZIO leave did not show in Deputy

Either the employee's work location is not mapped, or the employee has not yet been synced to Deputy. Fix the mapping or the employee sync; then edit and re-save the leave so it is pushed again.

The Sync Timesheets from Deputy button is missing or disabled

Missing: the integration is not connected, or this is not a regular payroll (the button appears on regular runs only). Disabled with "Timesheets from Deputy are already synced": the period has already been synced once, which is by design. Any later corrections are made on the grid by hand.

Hours arrived under the wrong earning, or not at all

Check the PTO and Timesheets mapping: an unmapped Deputy pay rate does not sync, and a rate mapped to the wrong earning lands there. Also confirm the timesheet was both Time Approved and Pay Rule Approved before you clicked Sync.

Everything stopped syncing and nothing on the Integrations page changed

UZIO renews its Deputy authorisation in the background. If that renewal fails, or access is revoked in Deputy, UZIO does not alert you and the tile keeps showing Connected. Symptoms are new employees not appearing in Deputy and timesheets not arriving. Expand the tile, Disconnect, then Connect again as a Deputy administrator, and review the three settings sections before the next payroll.

Still stuck?

Questions about Deputy itself (Areas, pay rates, leave types, approvals, Payroll IDs in Deputy) go to your Deputy administrator or Deputy support.

If the Deputy tile is missing from your Integrations page, if reconnecting does not restore syncing, or if approved timesheets are still missing from the grid after a sync, please reach out to us at support@uzio.com or call +1-571-601-1752. Send your company name, the pay period, the employee's UZIO Employee ID and Deputy Payroll ID, the date and time you clicked Sync, and a screenshot of the grid row.

Related articles

• Processing a Regular Payroll
• Company-Level Earnings
• Adding and Managing Time Off Policies
• Integrations Overview